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April 2017
"We know what we are, but know not what we may be."
~ William Shakespeare
2017 IEEE Conferences Committee Priorities 
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In February we highlighted the charter and role of the IEEE Conferences Committee - Formulate and recommend actions, strategies and policies for all IEEE conferences. 

At the most recent committee meeting - Chair Fred Schindler, identified priorities for the upcoming year which should be of interest to all organizers and Organization Unit leaders.

The priorities include a focus on:
  • Financial Operations Environment - enhancing and expanding resources and tools 
  • Branding - reinforcement and simplification in communicating the IEEE brand through conferences
  • Event Innovations - continuing to seek and create new ways to convene and reach communities
  • Exploring opportunities for conference intellectual property
  • Deepening IEEE organization unit (OU) relationships
  • Building the Team - through engagement and recruitment 

These priorities are consistent with an ongoing committee goal of making the organizers role easier and more enjoyable. 


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Conferences Committee Adapts to Current Business Needs
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In addition to the priorities discussed above, several organization committee changes and appointments were noted.
To reinforce and support the critical focus on conference quality, three committees - Technical Program Integrity Committee (TPIC), Conference Quality Policies Ad Hoc and Conference Metrics Ad Hoc were implemented. 
Other changes have been made to reflect the priorities and opportunities, along with better enabling the fulfillment of the Conferences Committee charter and achieve the defined goals.
For 2017, the committee structure includes:
2017 Ad Hoc Committees
Conference Finance Committee
Conference Branding
Conference Quality Committee
Conference Budget Tool
Conference Tools Committee
 Conference  Metrics
Event Innovations Committee
Conference Nominations and Appointments
Future of Conference IP Committee
Conference Quality Policies 
Technical Program Integrity Committee (TPIC)
Conference Strategy
IEEE Meetings, Conferences & Events (MCE) can help you learn more or get involved in the IEEE Conferences Committee.  
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In This Issue
Quick Tips
Did you know?   
quick tip
Since 2012, the number of IEEE conferences has increased by 30%!
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MCE Conference Education Program 
IEEE MCE Conference Education provides learning opportunities for conference organizers of all experience levels, IEEE units or role.
Learning options available:        
Resources are in the IEEE Center for Leadership Excellence (CLE), accessed with your  IEEE Account .       
   Contact  MCE   
IEEE Global Hotel Partnership Program Revamped
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IEEE Meetings, Conferences & Events (MCE) and Hilton Hotels Worldwide are pleased to launch the revised IEEE Hilton Global Hotel Partnership Program for the IEEE event organizer community. 
Introduced in 2014 as a first of its kind for a professional association, the expanded partnership program reflects feedback from the organizer community, including greater flexibility and valuable event incentives.
Expanded program highlights include:
  • 2% rebate applied to the event master account against event's total hotel spend
  • Greater concession flexibility, customized for the needs of each event
  • Double Hilton Honors Points provided to the event's IEEE Financial Sponsor(s)*
  • Pre-negotiated terms and conditions mean faster contract processing and execution
  • Available to all IEEE events, regardless of size or location  
Partner with MCE to leverage IEEE global buying power 
IEEE is a global event industry leader, booking 2.5 million room nights each year. With the strength of the most trusted and largest professional association behind you, why not leverage our global relationships to your advantage?
IEEE MCE can connect you with appropriate cities and target locations based on data and strategy. MCE can also determine benchmarks for price points against the IEEE global event landscape to ensure consistency of pricing and ancillary offerings, leverage bundling opportunities with other IEEE events for greater savings opportunities, and more. 
For further information contact Sherry Russ Sills, Director of Event Operations for IEEE MCE
( / +1 732 562 3980)
Hilton Brands
One of the largest and fastest growing hospitality companies in the world with more than 4,800 hotels, resorts and timeshare properties. Hilton, Inc. is a leading global hospitality company, comprising more than 4,800 managed, franchised, leased hotel and timeshare properties with nearly 789,000 rooms in 104 countries and territories. The company's portfolio of 14 world-class global brands includes Hilton Hotels & Resorts, Waldorf Astoria Hotels & Resorts, Conrad Hotels & Resorts, Canopy by Hilton, Curio - A Collection by Hilton, DoubleTree by Hilton, Embassy Suites by Hilton, Tapestry Collection by Hilton, Hilton Garden Inn, Hampton by Hilton, Tru by Hilton, Homewood Suites by Hilton, Home2 Suites by Hilton and Hilton Grand Vacations. 
OU Report Summary - Education Society Conference Portfolio Management
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To help achieve its vision - Be the global leader in engineering education - the IEEE Education Society undertook a thoughtful review of its conference portfolio, including the establishment of a conference strategic plan. 
An intentional five-year effort then followed, optimizing and pruning conferences to fit the strategic plan.  Key elements of the Education Society Conference Strategic Plan include:
  • One flagship conference in all IEEE geographic regions (1-7, 8, 9 & 10)
  • Steering committees drive location choices
  • Geographical rotation within regions to maximize networking
  • Co-location with Sister Society events
  • Cross-portfolio corporate sponsorship
  • Selection of education-related TCS partners only
  The Education Society also instituted some Mandatory Best Practices for Conferences
  1. Diverse steering committees
  2. Regional location rotation
  3. Acceptance rate targets to drive impact factor
  4. Use of contracted service providers to provide continuity and stability
  5. Sustaining conference websites over time to create a clearinghouse of history and knowledge
Russ Meier - IEEE Education Society President-elect, related "The Education Society is fortunate to be globally diverse, growing fast in Regions 8 and 10, with many effective sister society relationships. These are great assets to help our members educate the world's workforce."
Meier, the architect of the conference strategic plan, (while serving as VP-Conferences) also noted, "We needed a plan to help us achieve our goals in the face of an ever increasing number of education-related conferences. I'm happy to report that Education Society events enjoy a good reputation among engineering and computer science educators along with stable attendance. The Society has a healthy surplus from financial sponsored conferences and good TCS (technical co-sponsorship) partners and relationships."
While this approach may appear to be complex and time consuming, IEEE Organization Units should not be hesitant. With some consideration and planning, a methodical and practical approach is doable, leading to potential great long term benefits.
The IEEE Meetings, Conferences & Events team is a resource available to guide and assist you. 
PDF eXpress Upgrades Benefits Authors and Organizers
pdf express icon IEEE eXpress Conference Publishing (eCP) recently introduced several upgrades to
PDF eXpress® and PDF eXpress® Plus. These updates provide authors more flexibility when submitting final paper files to validate IEEE Xplore® compliancy. 
Authors are now provided 10 attempts when checking PDFs and 20 attempts for source file conversion, versus the past limits of 3 and 10, respectively. 
It is expected that this enhancement will simplify the process for authors. It will also assist organizers in managing their accounts and collection of Xplore compliant PDF, while also reducing the number of new titles created. 
There are no changes to the process or user experience associated with this update.

Conference Education Program: Updates 
Upcoming April Webinar: CrossCheck Plagiarism Screening Tool       webinar icon
Thursday 27 April 2017  
Learn how conference organizers can avoid time-consuming plagiarism reviews by utilizing CrossCheck.
Organizers can also resolve difficult plagiarism matters by collaborating with dedicated CrossCheck support staff in the IEEE Intellectual Property Rights Office, preserving the integrity of their conferences, proceedings and IEEE Xplore.
Time: 11:00 AM - 12:00 PM OR 3:00 - 4:00 PM [Eastern Standard Time (New York, GMT-05:00)]
Register - 11:00 AM Or 3:00 PM  
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