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IEEE ICC 2008 Wrap-Up Report May 22, 2008 Beijing, China

IEEE ICC 2008 Wrap-Up Report May 22, 2008 Beijing, China. Conference Committee Conference Venue Local Arrangement Conference Marketing Patronage & Exhibit Finance. Contents. ICC 2008 Organizational Structure. Beijing International Convention Center (BICC) – 24 meeting rooms

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IEEE ICC 2008 Wrap-Up Report May 22, 2008 Beijing, China

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  1. IEEE ICC 2008 Wrap-Up Report May 22, 2008 Beijing, China

  2. Conference Committee • Conference Venue • Local Arrangement • Conference Marketing • Patronage & Exhibit • Finance Contents

  3. ICC 2008 Organizational Structure

  4. Beijing International Convention Center (BICC) – 24 meeting rooms • Crowne Plaza – 9 meeting rooms, 661 room nights • Beijing Continental Grand Hotel – 2187 room nights

  5. Sleeping Room Block BEIJING CONTINENTAL GRAND HOTEL 5/15 0 26 5/16 28 36 5/17 188 80 5/18 163 242 5/19 200 333 5/20 200 348 5/21 200 348 5/22 90 317 5/23 35 188 5/24 0 79 5/25 0 46 5/26 0 30 5/27 0 25 5/28 0 23 5/29 0 22 5/30 0 22 5/31 0 22 1,104 2,187 Room Rate: CNY 880 = US $125

  6. Sleeping Room Block CROWNE PLAZA HOTEL Original Block Pick Up as of 5/19 5/16 27 14 5/17 112 17 5/18 187 82 5/19 200 121 5/20/ 200 130 5/21 150 130 5/22 75 104 5/23 15 53 5/24 0 1 5/25 0 1 5/26 0 4 5/27 0 1 5/28 0 1 966 661 Room Rate: CNY 1,500.00 = US $215.00

  7. Sleeping Room Block • Utilized opportunity to reduce room block by 5% at each of the two cut off dates. • No attrition penalty involved even though we did not reach our room block because of the following: • ComSoc returned concessions • LOC was able to give the hotel two additional events (Awards Luncheon and Conference Banquet)

  8. Local Arrangement • On-site management & On-site Staffing • An excellent local organizing team • Strong support from volunteer students

  9. BICC Lobby

  10. Registration Area

  11. Poster Area

  12. Internet Café

  13. Welcome Board

  14. Local ArrangementSocial Events

  15. Opening Ceremony

  16. Conference Banquet

  17. Tours

  18. Lessons Learned • Pre-posting tour information early on the website • Remind attendees to apply for VISA at least two month before the event • Schedule conference call with ComSoc more frequently • Backup plans for social events

  19. Conference Marketing • Placed advertisements in IEEE communications magazine • Sent emails to ComSoc mailing lists • Excellent conference Brochures and gifts distributed at ICC 07 and GC 07 • Saved money by not sending out advance programs via postal service • Developed a local promotion plan • Developed a special promotion program for Six Primary Patrons. • Arranged press conferences to increase our efforts in publicizing the event.

  20. Patrons • Six Primary patrons • Other Patrons

  21. Patrons • Made patron prospectus two years ago • Six local companies were purposely selected as primary patrons • Exceeded the revenue forecast for sponsors ($470K vs 404K)

  22. Exhibit • 23 Exhibitors: • 14 companies • 4 publishers • 1 ComSoc • 4 future conferences

  23. Exhibition Hours Tuesday 20 May 8:30am-6:00pm Wednesday 21 May 8:30am-5:00pm Thursday 22 May 8:30am-4:00pm Tuesday Exhibition Reception 6:00pm-8:30pm Coffee Break Hours Tuesday 20 May 3:45pm-4:15pm Wednesday 21 May 10:15am-10:45am 3:45pm-4:15pm Thursday 22 May 10:15am-10:45am 3:45pm-4:15pm

  24. Cambridge University Press Elsevier B.V. John Wiley Seninode Springer IEEE ComSoc IEEE GC 2008 IEEE GC 2009 IEEE ICC 2009 IEEE ICC 2010 China Telecom China Mobile China Netcom China Unicom Huawei ZTE Datang Nokia Orange Sang Fei Anyka TRguard Netqin Exhibitors

  25. Lessons Learned • Hard to attract more exhibitors: ICC is recognized as an academic conference, it is not a well known event in the industry in China • Lower the booth price • Recruit more patrons, offer complimentary exhibition space.

  26. FINANCE Revenue • US $ vs. RMB • Registration • Total paid attendance revenue was 1% higher than budget • Tutorial/workshop revenue was 15% lower than budget • Patrons/Exhibitors • Patrons exceeded budget by 18% • Exhibits exceeded budget by 100%

  27. FINANCE Expenses • Categories above the budget • Travel, Committee Expenses, Promotion, Exhibition, tutorial, Finance & Admin

  28. FINANCE(US$)

  29. FINANCE (US$)

  30. FINANCE(US$)

  31. Thanks to all for a successful IEEE ICC 2008!

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