February 2020
"Some people call this artificial intelligence, but the reality is this technology will enhance us. So instead of artificial intelligence,
I think we’ll augment our intelligence.“

~ Ginni Rometty, CEO - IBM    
Inside the February Issue: 

Prepare Your Conference for the U.S. Real ID Act
If your conference will occur in the US this year, there are important travel requirements your committee and attendees must be aware of and prepare for.

Starting 1 October 2020, U.S. air travelers 18 years of age or older boarding a U.S. domestic flight or entering secure federal facilities will be required to present a REAL ID-compliant driver license or another federally approved form of identification such as a U.S. passport.

Who Needs a Real-ID to Fly?
U.S. residents wanting to use a driver’s license to board a commercial aircraft must obtain the new license by 1 October 2020, when it becomes the only identification accepted by the Transportation Security Administration (TSA). Travelers choosing to use a U.S. passport do not need the Real ID. 

How Do I Determine if My License/ID Card is Real-ID Compliant?
REAL ID-compliant cards are typically marked with a star at the top of the card. If you are not sure, contact your state driver’s license agency to obtain a REAL ID compliant card.
What Documents Are Needed to Obtain a Real-ID?
The U.S. Department of Homeland Security requires individuals to provide documentation showing their full legal name, date of birth, Social Security number, two proofs of address of principal residence and lawful status. Driver’s licenses are still processed by each state; some states may require more information.

What Does This Mean to My Conference?
Conferences are encouraged to communicate this information to conference attendees, committee members, sponsors volunteers, vendors and other groups.

Review these helpful resources for further information:

Contact MCE for more information.
IEEE Adopts New Diversity Statement
During its November 2019 meeting, the IEEE Board of Directors approved the following statement for incorporation into the IEEE policies:
" IEEE's mission to foster technological innovation and excellence to benefit humanity requires the talents and perspectives of people with different personal, cultural, and disciplinary backgrounds.

IEEE is committed to advancing diversity in the technical profession, and to promoting an inclusive and equitable culture in its activities and programs that welcomes, engages and rewards those who contribute to the field without regard to race, religion, gender, disability, age, national origin, sexual orientation, gender identity, or gender expression."
Read more about the new IEEE Diversity Statement
 Planner Tips – Strategic Concession Checklists
Hotel and venue rates are only so flexible, event planners have to be shrewd in seeking the concessions and extras that make a difference.

Smart Meetings compiled a list of reader ideas that are useful during contract development.

  • Audiovisual: If you have a preferred AV supplier, negotiate for the hotel to waive fees for not using in-house providers.

  • Fees: Many hotels now impose added fees - resort/urban/other. Be sure to deal them during negotiations to avoid attendees being surprised later.

  • Food and Beverage: Ask to have nonalcoholic beverages bundled into the function and meeting room rates.

  • Wi-Fi Fees: Prior to discussions, determine the conference bandwidth needs so you are well prepared for negotiations. For example, know if you plan to livestream or distribute proceedings via download.

Photo Usage for IEEE Websites and Communications
When creating digital or print materials (including websites) for IEEE, only use images or content from another site (including IEEE sites) when you have permission.

For example, do not use images found through web searching without permission of the owner.
For all content that is not original, provide the source as a caption once publication permission is obtained. Using images without permission can result in legal action and financial penalties for IEEE.
For more information, visit the IEEE Brand Experience website.
Conference Education Updates
February Webinar- Role of the Conference Publications Chair
Date: Wednesday 26 February 2020

Learn more about the role of the Conference Publication Chair.

Best practices to be covered include completing and submitting the IEEE Conference Publication Form, obtaining copyright, utilizing the Packing List Generator, paper formatting and much more!

Date: Wednesday 26 February 2020 Time: 11:00 AM-12:00 PM [Eastern Standard Time (New York, GMT-05:00)]


January Webinar Playback Available - Peer Review - Overview

The January webinar, Peer Review Overview is available for on-demand playback. Learn more about managing the critically important peer review process for an IEEE conference.

Hear Fred Schindler,  IEEE Conferences Committee-Past Chair  cover the following topics -

  • Why peer review?
  • What is Review?
  • Finding Reviewers
  • Estimating timelines
  • Acceptance Rates
  • Author Feedback
  • And, more!

Quick Bits
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Did you know?  Conferences can produce 1,000 – 2,000 lbs. of CO2 per attendee? The major carbon contributors are flights, car/taxi and hotel.
Source: TerraPass
Resources for Conference Organizers and Volunteers
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