September 2020
"If you control the code, you control the world. This is the future that awaits us.”
 – Marc Goodman, Global security adviser & futurist
Inside the September Issue: 

  • Returning to Events at Hotels - Socially Distant, and Safer than Ever
  • Obtain Permission to Use Author Presentations at IEEE Virtual Events
  • Have Your Event Discovered Through the IEEE App!
  • Conference Education Updates
Thank you for your ongoing support of our shared mission to advance technology for humanity during the ongoing global health crisis.

Read the full statement from IEEE.

The IEEE Event Emergency Response Team (EERT) remains available to any volunteer or staff who requires guidance, tools, and support regarding any IEEE meeting, conference, or event. Contact them directly at
Returning to Events at Hotels - Socially Distant, and Safer than Ever
Hosting meetings and events in a world affected by COVID-19 requires major adjustments - especially for organizers and host location venues. Coordinated efforts are needed before attendees will be comfortable with in-person events and things return to normal. 

Organizers will be required to have rigorous plans to prevent, detect, and respond to potential outbreaks. Venues will need to focus on health and safety protocols, social distancing arrangements, and safe food and beverage to meet the expectations and requirements for safe meetings and events.

With many, local, state and federal governments advising against large gatherings, venues are starting a gradual reopen, under new safety standards. One of the most notable changes to future meetings will be room and seating configurations that fulfill local, state, and federal guidelines.

In addition, health and safety must be the priority, with venues around the world, reviewing their cleaning programs to deliver comprehensive health and cleanliness programs to ensure the safety of events as they resume.  

Event Health and Safety Guidelines
The World Health Organization (WHO) and the U.S. Centers for Disease Control (CDC) have established a set of consideration for event organizers meant to enhance the protection of individuals and communities in the prevention of COVID-19. These considerations are meant to supplement, not replace, any state, local, territorial, or tribal health and safety laws, rules, and regulations with which gatherings must comply.

Organizers should continue to assess, based on current conditions, whether to postpone, cancel, or significantly reduce the number of attendees for gatherings.

In addition to the WHO and CDC guidelines, many leading hotel brands such as Hilton, Marriott, Hyatt, and others are adopting Stay Safe practices (See below).

Stay Safe addresses all aspects of guest and staff safety, including contact-less check-in, upgraded cleaning standards and protocols and reducing guest and meeting room capacities to adhere to social distancing protocols

Visit some major hotel brand websites to see how some of these new policies are being implemented to safeguard attendees and guests:

Varied Recovery 
Since the pandemic began, we have all recognized that recovery will be a journey. Assumptions, guidance and global policy responses are likely to change along the way, affecting events across the globe as we look ahead to 2021.  

The event outlook will vary widely, not only based on the nature of the events, but local and regional factors. Maintaining a variety of content delivery models will be important as uncertainty remains on when restrictions will be lifted. Economic and safety concerns may restrict travel to events. 

Throughout these next phases, IEEE MCE will continue to help our community with updates, insights, and resources to help our organizers navigate their event needs and strategies. 

For support and guidance, contact IEEE Event Emergency Response Team.
The American Hotel & Lodging Association (AHLA) launched Safe Stay, an industry-wide, enhanced standard of health and safety protocols as hotels prepare to safely welcome back guests and employees.

Safe Stay guidelines  will be revised as needed based on the recommendations of public health authorities, in compliance with any federal, state and local laws.

Guidelines include:
  • Employee and guest health
  • Employee responsibilities
  • Cleaning products and protocols
  • Physical distancing
Obtain Permission to Use Author Presentations at IEEE Virtual Events
You’ve lined up the best and brightest researchers to present cutting edge innovations at your virtual event. How can you be sure that you have the proper permissions to use these presentations?

Fortunately, the IEEE Electronic Copyright Form (eCF) gives authors the option to grant IEEE permission to use their presented materials.

Authors submit the eCF when they intend to publish their papers in the IEEE Xplore Digital® Library. In the first section called “Copyright Transfer,” authors transfer copyright of their papers to IEEE for publication. 

The next section of eCF, called “Consent & Release,” covers an author’s presentation such as written materials, multimedia files, recorded interviews, comments, and transcripts. You may only use presentation materials if an author opts into the “Consent & Release” section, even if paper copyright is transferred.

IEEE Meetings, Conferences & Events is also available to answer questions or provide guidance regarding eCF and your virtual event.
 Have your event discovered through the IEEE App!
The IEEE App puts a world of resources at users' fingertips!

Conference and event organizers can utilize the app to enable individuals to identify a conference, find great content, and stay up-to-date with the latest news.

At your event, attendees can use the IEEE App to host virtual meetups and stay connected during and after.

When your conference or event details are approved in the conference database or vTools, it will be automatically added to the IEEE App. 

If your event has a stand-alone app, it can be linked to through your event information in the IEEE App too! Contact to have this information added.

The IEEE App enables users to: 
  • Search and find virtual events and conferences
  • Find, schedule, and join virtual meetups
  • Stay current with the latest news across IEEE technology topics 
  • Read and download your IEEE magazines
  • Locate IEEE colleagues by location, interest, and affiliations

The world of IEEE is waiting for your attendees. Visit the IEEE App marketing toolkit for access to a variety of ready to use resources to help you get your message out to your audiences. 

Conference Education Updates
September Webinar - IEEE Conference Branding

Learn about IEEE Conference Branding Issues:

  • Intellectual Property Rights Basics
  • Conference Branding
  • Copyright - Asset/Liability
  • Commercial Usage of Music and Photos and Privacy/Publicity Releases
This a replay of a presentation delivered by Jonathan Wiggins, Senior Intellectual Property Attorney and Chief Privacy Officer IEEE at IEEE Convene 2018, Berlin, Germany.

Jon will be participating live in the Question and Answer segment of this webinar. So you join us and get all your questions answered

Date: Tuesday 29 September 2020

Time: 11:00 AM-12:00 PM and 3:00 - 4:00 PM [Eastern Daylight Time (New York, GMT-04:00)]


Conference Role-Based Education Resources

This is a good time for event organizers and anyone interested in conferences roles to gain the knowledge and skills needed to be successful.

MCE Conference Education provides a comprehensive set of education resources, including 25 eLearning courses plus 28 on-demand webinars on a wide range of conference topics. All courses are available in the IEEE Center for Leadership Excellence (CLE).

Conference role-specific learning paths help you gain the knowledge and skills to be successful. Learning paths are provided for:
  • Conference Treasurer
  • Technical Program Chair
  • Conference Publications Chair
  • Event Planning

An IEEE Account is required for CLE access
Quick Bits
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Did you know? On a total GDP basis, the global events industry is as large as the 13th largest global economy.

Resources for Conference Organizers and Volunteers
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