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IEEE Conference Coordination: Enhancing Global Collaboration & Compliance

Explore the strategies for managing IEEE conferences efficiently, discussing financial, technological, and regulatory trends shaping the industry. Learn about VAT updates and conference support services.

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IEEE Conference Coordination: Enhancing Global Collaboration & Compliance

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  1. R 8 Subcom. Conf. Coord. R8 Conf. Coordinator Francisco Sandoval

  2. Sub-Com. Members • Prof. Gerhard Hancke • Prof. Francisco Sandoval • Prof. Marian Kazmierkovski • Prof. Peter Farkas • Prof. Gerard-Andre Capolino • Dr. Jacob Baal-Schem • Prof. Andrey Fionov. • Prof. Alexander Mikerov • Dr. Ing. Carl James Debono

  3. Meeting agenda Conf. SC Samantha Padilla (IEEE Staff Director, Meetings and Conferences) will focus her comments on a R8 conference activity overview  and conference projects in progress, as I suggested her. 

  4. IEEE Conferences Region 8 Meeting Samantha H. Padilla Staff Director – Meetings and Conferences s.padilla@ieee.org

  5. THANK YOU IEEE Global Conference Business • In 2007 IEEE… • Sponsored over 850 conferences • In 62 countries • Touched approximately 400,000 attendees • Partnered with over 500 non-IEEE entities • Acquired over 800 proceedings • Generated over $100 million in revenue

  6. IEEE Financially Sponsored/Co-Sponsored Conferences and Locations 44% R7-10 52% R7-10

  7. 2007 IEEE Conference Overview… Financially Sponsored Total • 558 Conferences • 2.5% of S/C conferences technically cosponsored by 1 or more Geo Units • 36% of Geo Unit conferences are technically co-sponsored by 1 or more S/Cs • Budgeted attendance of 246,000 • Budgeted event revenue for S/C conferences ~$95M (IEEE Share ~$72M) Other 5 Joint 28 Geo Unit 84 Society/Council 441 Technically Co-Sponsored • 350 Conferences • 84% held in Region 7-10 • Estimated attendance 141,000 Other 1 Joint 47 Geo Unit 61 Society/Council 241

  8. Conference Business is Changing • Global • Increased need for collaboration to address global issues • Regional economic growth – attractive locations, new communities of interest, etc. • Political and economic situations, travel restrictions, pandemics, etc. • Risk/emergency management growing in importance • Financial Compliance • Tightening Financial and other Regulations (ITAR, OFAC, SOX) • Local laws and regulations (VAT and Bank Signatory) • New Technologies • Create new marketing opportunities, enable faster innovation and increased collaboration • Open market to greater competition • Trends in Conference Industry • Revenue Managers have greater influence; MUST know value of our business • Changes in conference programming • Address generational differences in learning • Influences of Social Networking

  9. Issues for IEEE Conferences (examples) • Availability of tools and services to assist organizers – our 1st Customer. • Timely and accurate reporting using – new IEEE Conference Information Schedule and Financial Web Forms • Conference contract reviews & signatory value • Memorandum of Understanding (MOU) for all co-sponsorships • Communication between IEEE OUs

  10. Issues for IEEE Conferences -2 • Incorporating new modes of conference presentation and content delivery • Support global conference business, leveraging local expertise • Value Added Tax (VAT), Payment Card Industry (PCI), Banking Compliance • Risk/emergency management – political situations, travel restriction (changing visa requirements)

  11. 2007 Conferences in R8 Overview… Financially Sponsored R8 • 150 Conferences • 6% of S/C conferences technically cosponsored by 1 or more Geo Units • 55% of Geo Unit conferences are technically co-sponsored by 1 or more S/Cs • S/C Budgeted event revenue $17M • Geo Unit unknown, 45% <$25K • Budgeted attendance 79,000* • Exhibits 23% • Tutorials 33% Joint 5 Other 3 Geo Unit 29 Society/Council 113 Technically Co-Sponsored • 156 Conferences • Estimated attendance of 32,400 Joint 23 Geo Unit 27 Society/Council 129 *includes 45,000 attendees of International Broadcasting Convention

  12. IEEE Conference Support Services • Providing guidance, information and support to sponsoring OUs and conference organizers • Researching and recommending innovative programs and services to advance Strategic Goals of IEEE Conferences • Performing Analysis/Forecasting/Reporting • Monitor how the conference business is doing, are there signs of problems, trends, etc. • Identify gaps in tools, training and support • Identifying and implementing of easy to use, cost effective tools and services • Easing the burden on volunteers – conference management, data collection and analysis and compliance • Right tools for the right jobs, focused the right way • Painless access to information for all who need to know • Information sharing tools to drive best practices sharing and economies of scale

  13. VAT Update • IEEE (VAT) Management Overview • Consulted with three major international accounting firms regarding a centralized VAT management program • All three recommended separate legal entity to management conference VAT and keep intact the EU Special Scheme registration for sales of electronically delivered products • Selected to cooperate with Deloitte European Indirect Tax Compliance Centre in Brussels, Belgium • Streamlined process under the umbrella of IEEE International LLC for conferences in Europe (IEEE International LLC is an incorporated entity owned by IEEE) • Hotel contracts and invoices will need to be in the name of IEEE International LLC if VAT is handled through IEEE International LLC • Monthly transaction reporting via Deloitte On Line (DOL)

  14. Current Findings • Based on registration investigations and responses from the conference organizers we might need to reassess the scenarios suggested by Deloitte: • Some conference organizers are convinced that there is another way of handling the VAT through the geographic units or university partnerships. • Some managing agencies confirmed that managing all finances through them is legal in their country (Deloitte is not aware of this way of handling the VAT). • Only 6% of organizer respondents did not know how to handle the VAT. • Registration in some countries is impossible without a PE (permanent establishment). • Registration in some countries need to be reconsidered from the business perspective based on the annual revenue analyses.

  15. End State Goals • Comply with all applicable local laws in the European countries – not underpay/overpay authorities • Gain volunteer trust – credibility with the conference organizers for providing them with correct VAT handling information and all possible alternatives for VAT exemptions • Gain volunteer support and agreement – not overburden our volunteer conference organizers and lose their support to other organizations • Minimize expenses • Keep IEEE pricing competitive

  16. VAT Roadmap • Proceed with current program while completing an analysis/reassessment of different scenarios of handling VAT • through the geographic units and university co-sponsorship • through managing agencies • through partnerships with universities and other non-profit organizers that have VAT exempt status as designated “managing financial partner” in lieu of financial co-sponsor • Determining appropriate VAT handling for: • Countries where PE (permanent establishment) is required • Countries where management and increased registration fees exceed annual revenue or significant loss is incurred

  17. How Can You Stay Informed and Involved in Conference Related Discussions?

  18. 3rd Annual Panel of Conference Organizers 2008 POCO 2008 Marriott Seattle Waterfront Seattle, WA USA 24-26 July 2008 • POCO covers every aspect of IEEE Conferences, and is a must-attend for both the novice and veteran organizer • Draft Agenda is posted (your input is welcome) • Strategy session for sponsoring OU volunteers • Conference Portfolio Mgmt Perspectives – Society, Region, Section and Chapter • Basics session for new organizers • How-to workshops • http://www.ieee.org/web/services/mps/poco08

  19. Communication with Organizer Community • Professional redesign • Subscription management options • Launched Jan 08 Issue

  20. Resources for Conference Organizershttp://www.ieee.org/web/conferences/organizers/index.html • IEEE Conference Organizers Web Page • IEEE Conference Organization Manual • Required Conference Forms (electronic) • Publication information, tools, requirements • Contract/MOU templates • Membership verification CD • Panel of Conferences Organizers (information) • Links to other information • IEEE Policies, IEEE’s Tax Dept, Visa request guidelines, CEU Information and more Undergoing complete reorganization and content rewrite in 1Q/2Q 2008 based on Information Architecture Report (data gathered from Organizers/Volunteers at POCO 2007)

  21. IEEE Meetings and Conferences • Oversight from IEEE Conferences Committee • 2008 Chair: Gerald L. Engel • “Primary”contact for all questions/concerns • Sponsorship • Legal, Contracting and MOU issues • Financial – budgeting, banking, tax, etc. • Content management - Publications • Interpretation of IEEE Policies & Guidelines • Event management • Contact Information • phone: +1 732 562 3878 • fax: +1 732 981 1769 • e-mail: conference-services@ieee.org conference-finance@ieee.org conference-contracts@ieee.org confpubs@ieee.org

  22. Thank you for your participation

  23. Present and Future Conferences • EUROCON 2007 was held on September 9-12th 2007 in Warsaw, Poland. • Over 650 submissions • 477 accepted papers • Economical balance is ready.Full report has been received. • Professor Marian Kazmierkovski presented the possible reasons why EUROCON 2007 has been a full success. • CONGRATULATIONS!

  24. Present and Future Conferences ●MELECON 2008 to be held on May 5-7th 2008 in Ajaccio, Corsica, France. • Papers submitted: 265 • Papers accepted and received: 156 • Acceptance ratio: 59% • Countries: 32 (3 outside region 8) • Tutorials: 3 • Keynote speaker: 1 (Pierre Matarasso) • Student papers: 11 (5 in SPC) • Melecon’s chairman is requested to present a detailed report of the final balance of the Conference.

  25. Present and Future Conferences 1st edition of IEEE History of Electrotechnology Conference (HISTELCON 2008), to be held in Paris, France, on September 11-12th 2008: • Full report has been received. • Thanks to Jacob Baal-Schem for his effort to organize such a pionner and interesting conference.

  26. Present and Future Conferences 1st edition of the International Conference on Computational Technologies in Electrical and Electronics Engineering (SIBIRCON 2008) to be held in Novosobirsk, Russia on July 21-25th 2008: 125 papers were submitted and 97 of them accepted.

  27. Present and Future Conferences EUROCON 2009 is to be held in Saint Petersburg, Russia, on May 18-23rd 2009, and is to be devoted to 150 Anniversary of Alexander Popov: • Call for Papers and Website are ready. • Budget proposal has been approved. • Full report has been received • EUROCON 2009 needs people to serve as reviewers in the topics of the Conference.

  28. Present and Future Conferences AFRICON 2009 : • AFRICON 2009 was approved in Belgrade IEEE R8 Meeting to be held in Nairobi Kenya, September 22-25th 2009, and will be organized by South Africa Section and Kenya Section. • Call for papers, budget and website are not still ready because of the possibility of changing the place to be held the Conference.

  29. Present and Future Conferences • To organize MELECON 2010 it has only been received a formal proposal from Malta Section. • It is under discussion the proposed registration fees for IEEE Member, Non Member and Students; the payment to Committee members; and on what is or it is not professional. It is expected to reach soon a reasonable agreement.

  30. Motion Conference Coordination Sub-Committee • MOTION 1:Recommends acceptance of proposal by Russia Northwest IEEE Section to hold EUROCON 2009, on May 18-23, 2009, in Saint Petersburg, RUSSIA, and recommends financial support of $6,000 to the EUROCON 2009 Conference Organising Committee. • MOTION 2: Recommends acceptance of proposal by IEEE Region 8 History Councilto hold the IEEE HISTory of TELecommunication CONference(HISTELCON), on September 11-12th, 2008, in Paris (France), and recommends financial support of $4,000 to the HISTELCON 2008 Conference Organising Committee. • MOTION 3: Recommends acceptance of proposal by Malta IEEE Section to hold MELECON 2010, on May 2010, in MALTA.

  31. IEEE R8 Calendar • About 40 new events have been added to the IEEE R8 Calendar. • 4 new IEEE R8 Technical Co-Sponsorships have been approved.

  32. Technical sponsorship from IEEE R8 • Rules to get technical sponsorship from IEEE R8: • 1. At least two other IEEE entities (Chapter, Section, Society, ...) different of IEEE Region 8 have to confirm they sponsorship or technical sponsorship in advance (before technical sponsorship of IEEE R8 could be granted). These two entities should send an email to the IEEE R8 Conference Coordinator confirming they sponsorship. • 2.The organizers will handle the IEEE logo in  accordance with the valid rules. (Please see the web page for conference organizers and the manual there in for more details). • 3. The one page from Membership development IEEE R8 volunteer will be publish in a proceedings of the event. The organizers have to bound themselves for that in some way. • 4. Promote IEEE Membership at the Conference web page with a link to "join IEEE". • 5. The Conference organizers should include an IEEE Membership Desk at the Conference site, with a possibility to join IEEE. The Conference organizers should appoint a person (a local MD volunteer) responsible for the IEEE information desk who should ask Piscataway for MD promotional material or through Rolf Remshardt (Rolf r.remshardt@t-online.de) or Aleksander Szabo (aleksandar.szabo@zemris.fer.hr).

  33. Other activities We have received the formal proposal from Croation Section to organize EUROCON 2011. Two another countries, Portugal and Italy, are preparing their proposal to organize EUROCON 2011.

  34. Other activities The R8 Subcom. Conf. Coord. proposes a new congress on the technological issues around oil and gas in the electrical engineering field. The name would be "Energycon", and the first edition could take place at the end of 2009 or in 2010, with a periodicity of 2 (or 3) years. We request from Ghaleb Dandan the submission of a formal proposal.

  35. Other activities Looking for candidates to organize: • Eurocon 2011, • Melecon 2012, • Africon 2011, • Sibircon 2010.

  36. THANK YOU VERY MUCH...

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