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A Guide to Organize a Conference: Adapted from an IEEE Presentation

A Guide to Organize a Conference: Adapted from an IEEE Presentation. Modified by Stefani Hines Original Author Wahidin Wahab R10 RCC. IEEE Region 10 Annual Meeting 2000. Sponsors: Societies, Universities & Colleges, Non Profit Organizations, School Board, Businesses. Steering Committee:

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A Guide to Organize a Conference: Adapted from an IEEE Presentation

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  1. A Guide to Organize a Conference: Adapted from an IEEE Presentation Modified by Stefani Hines Original Author Wahidin Wahab R10 RCC IEEE R10 Annual Meeting-Langkawi IEEE Region 10 Annual Meeting 2000

  2. Sponsors:Societies, Universities & Colleges, Non Profit Organizations, School Board, Businesses Steering Committee: Provides Guidance & Direction Sub-committees: Exhibit Committee Presenters Committee. Publication Committee Publicity and Public Relation Committee. Finance Committee. Local Arrangement Committee. Registration Committee. IEEE R10 Annual Meeting-Langkawi

  3. Steering Committee • Composed of chair from each sub-committee • Responsible for the overall coordination for the conference. • Make sure each committee is on task and on time. • The general Chair : • Directing and coordinating the various Working Committees and Subcommittees. • To hold meeting as necessary. IEEE R10 Annual Meeting-Langkawi

  4. MEETING PUBLICATIONS • Advance Announcement : • Sponsor Funding Request: • Call for Exhibits and Presenters: • Advance Program (if needed): • Final Program: • Exhibit guides : IEEE R10 Annual Meeting-Langkawi

  5. The Working Subcommittees are ( at minimum) : • Exhibit Committee • Presenters Committee. • Publication Committee • Publicity and Public Relation Committee. • Finance Committee. • Local Arrangement Committee. • Registration Committee. IEEE R10 Annual Meeting-Langkawi

  6. The Exhibit Committee • Is Responsible for : • Defining Guidelines for Exhibits. • Exhibits Prospectus Preparation. • Exhibit Prospectus mailing and follow-up. • Exhibit Technical Support. • Exhibit space lay-out and usage. • Exhibitor Registration. • At Conference responsibilities. • Exhibit Guide. IEEE R10 Annual Meeting-Langkawi

  7. The Presenters Committee • Determine the topics & range of information of the conference. • To contact all prospective presenters and session organizers. • To coordinate keynote sessions. • Organize sessions and select session chairs. • Provide instructions to speakers. • Arrange audio visual support for presenters. • Work in coordination with other committees IEEE R10 Annual Meeting-Langkawi

  8. The Publication committeeResponsible for production of all materials related to the conference. • Conference logo • Letterhead and envelopes. • Advanced Program (if needed). • Final Program. • Session Signs and Other Signage. • Luncheon and Banquet Menus. • Committee Handbook. • Billing. • Final Report. IEEE R10 Annual Meeting-Langkawi

  9. The Publicity & Public Relation Committee • Arrange for mailing the Call for Presenters. • Arrange for Publicity mailing list. • Arrange for Placement of the conference on the Calendars of various publications. • Advertise the conference to News media. • Arrange for local publicity of the advance Program. • Arrange for advertising in related conferences. IEEE R10 Annual Meeting-Langkawi

  10. The Finance Committee • Is Responsible for : • Creating the Sponsor Funding Request document. • Identifying and contacting potential sponsors. • Bank Accounts. • Budgeting. • Cash Flow. • Income. • Expenses. • Records. • Financial Reports. • Final Reporting. IEEE R10 Annual Meeting-Langkawi

  11. The Local Arrangement Committee • General Responsibility : • Meeting Facilities : • Signage and Audio visual arrangements • Committee meeting arrangement • Operation and message center • Monitor coordination • Communications. • Hospitality and guest activities. • Function and Social Program Planning • Food Arrangements IEEE R10 Annual Meeting-Langkawi

  12. The Registration Committee • Registration Form, Information and contact • Payment Policy, method and Currency • Administrative Responsibilities • Name Badges • Assembly of registrations packets • Layout of Registrations Area • VIP handling • Registrations working hours • Staffing, training and Supplies • reports • On-site Registration Operation and Management • Final Report IEEE R10 Annual Meeting-Langkawi

  13. Post Conference Responsibility • Wrap-Up session • Preparation of Final Report • Financial Accounting, including Return of loans, surplus and audit. • Letters of appreciation • Conference article • Conference statistics. IEEE R10 Annual Meeting-Langkawi

  14. THANK YOU IEEE R10 Annual Meeting-Langkawi

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