Conference Coordination


News related to COVID-19 circumstances

IEEE MCE and MGA guidelines and support on how to handle conferences during COVID-19 circumstances

New IEEE-Branded Video Conferencing Virtual Backgrounds

Since many IEEE activities are now being conducted virtually, you may want to use the new series of IEEE-branded virtual backgrounds for your upcoming virtual conference. The 10 tech-inspired virtual background images are designed for video conferencing tools, including Zoom, Microsoft Teams, Skype, and On24. View and download virtual backgrounds, plus instructions on how to upload the background images for meetings.

 

Useful information about IEEE Event Cancellation Insurance

 


Statement of Authority

The Conference Coordination Subcommittee (CoCSC) shall:

  1. Encourage Region 8 Committees and Sections to develop conferences to meet the specialized interests of their members. Use the accumulated experience of the Region to help ensure early success of such ventures.
  2. Act as the focal point for information about IEEE conferences being scheduled in Region 8.
  3. Periodically review the effectiveness of all conferences sponsored or co-sponsored by Region 8. Recommend improvements as appropriate to the conference leadership, hosting section and associated activities. Suggest new conferences where a need is recognized and suggest termination of conferences no longer needed or posing undue financial liability.
  4. Assist with conference related questions.
  5. Assist in creating the content for Region 8 conferences web pages.
  6. Maintain an awareness of the availability of professional conference management services and suggest the use of such services where appropriate. Give assistance in the negotiation of contracts for service. Review all such contracts where Region 8 might have financial liability and make recommendations to the Region 8 Operating Committee regarding approval of such contracts.
  7. Solicit invitations from Sections in Region 8 to host the flagship R8 conferences in accordance with Region 8 and IEEE Bylaws.
  8. Develop & maintain general guidelines for IEEE Region 8 sponsored conferences to ensure a high quality of the related conferences end products and services, and revise as appropriate.
  9. Make all conference leaders aware of potential schedule conflicts between conferences without undue concern where geography or different technical interests limit the impact of schedule proximity.
  10. Manage the budget of the Conference Committee if R8 is financially liable.
  11. Maintain historical records, and obtain, develop and keep current documentation on Region 8 conferences.
  12. Submit pertinent and timely conference information to the Region 8 Newsletter Editor.
  13. Represent the Region at IEEE Conference workshops and meetings.
  14. Coordinate area and/or region wide conferences offering dates and locations of conferences to avoid overlaps.
  15. Consolidate a list of all technical society conferences with associated information that are coming into Region 8.
  16. Distribute information on Region venues to technical societies.
  17. Cooperate with Region 8 Membership Development Committee and Industry Relation Subcommittee (IRSC).

IEEE Region 8 Events Sponsorship

You are welcome to apply for the IEEE Region 8 sponsorship of a technical event that you are planning. Please refer to the descriptions of our sponsorships. IEEE Region 8 annually supports an appreciable number of conferences, especially located in Europe, Africa, and Middle-East.

 

Please note that using the IEEE Region 8 logo or announcing an IEEE R8 sponsorship of a technical event before applying for sponsorship and obtaining approval from the IEEE R8 Vice-Chair, Technical Activities is strictly forbidden.

 

There exist two main types of sponsorship of conferences <further details>:

1. Financial sponsorship or co-sponsorship

In this case, the IEEE R8 is involved in technical, financial, publicity and administrative aspects of the conference. Two cases are possible:

  • Sole Sponsorship: indicates full and sole R8 involvement in the conference. The R8 accepts complete responsibility for the technical, financial, publicity and administrative aspects of the conference.
  • Co-Sponsorship: indicates a shared involvement (in the technical, financial, publicity and administrative areas of the conference) between the R8 and other entities. These entities are other IEEE Organizational Unit(s) and other “Not-for-Profit” non-IEEE organizations.

2. Technical Co-Sponsorship

In this case, the IEEE R8 is involved solely in the organization of the technical program of the conferences. The R8 has no financial involvement in the conference. Technical co-sponsorship may or may not include proceedings acquisition for IEEE Xplore.

 

Please note that conferences with approved technical co-sponsorship (no IEEE unit is involved as financial sponsor) will be charged a fee of $1,000 plus $15 per paper sent to IEEE Xplore to compensate for the IEEE technical co-sponsorship. No additional fee will be requested by the IEEE Region 8.

 

An exception to this general policy – MGA will continue to pay these fees if the external (non-IEEE) financial sponsor has a National Society Agreement with IEEE or has a Sister Society Agreement with one or more of the IEEE Societies <link>.

 

Sponsorship Requirements:

To approve your request, it is important and necessary to keep the following technical quality conditions:

  1. Plagiarism check of all submitted papers (first and final versions) using crosscheck.ieee.org
  2. At the minimum, one IEEE Region 8 section and one IEEE Society or one IEEE Local Chapter in the conference topic is involved in the conference program as technical co-sponsor. It is important to explain in the conference application form how these units are involved in the program of the conference.
  3. At the minimum, one technical program co-chair is a known IEEE society member (according to his/her expertise with IEEE papers publications) who have access to all reviews, participate in the papers acceptance process, and participate in developing the conference program.
  4. At least 2 current or previous IEEE Region 8 committee members are involved in the review process.
  5. Registration fees must include reduced fees for IEEE members: a minimum of 10%.

Important Notes:

  • The relationship between sponsoring organizations must be explicitly defined in the Memorandum of Understanding (MOU), signed following the submission of the IEEE conference application form <link> (application form screenshots)(application checklist).
  • The IEEE Region 8 may cancel the approved MOU at any time if the technical quality issues are not considered.
  • Conference applications must be submitted before 10 months. Applications received after these deadlines most likely will not be approved.
  • Conference committee members should complete the Training online courses <link>
  • The dates should not conflict with other IEEE Region 8 conferences in related field.
  • The conference application should include the contacts of all conference chairs, technical chairs, publication chair, and the treasurer. Incomplete applications will be returned without processing.
  • Any revisions to a previously approved budget, deadline extension, program, etc., must be submitted to the conference coordination subcommittee for re-approval.
  • The quality report and the conference proceedings should be submitted within 30 days to the conference coordinator in Region 8.
  • The conference organizers should offer free registration fees for at least two IEEE student members. These two students could help in the local arrangement issues.
  • An IEEE booth should be organized in the conference venue.
  • The IEEE Region 8 is committed to approve or decline your sponsorship request within one month.
  • Become familiar with:
    • IEEE Policy Manual (Section 10.1.17) <link>
    • IEEE Technical Activities Operations Manual (Section 6) <link>
    • IEEE Publications Operations Manual <link>
    • IEEE MGA Operations Manual (Section 10) <link>
    • IEEE Brand guidelines <link>
    • Conference Organizer Roles and Responsibilities <link>
    • Financial Sponsor: Receives a portion of the surplus or are liable for a portion of the deficit resulting from a conference, plus have direct and substantial involvement in the development of the technical program
    • Technical Sponsor: Has a direct and substantial involvement in the development of the technical program, but no financial stake in the conference surplus or deficit
    • Patron: Organizations that help financially the conference without any involvement in organizing the conference
    • Recommended Practices to Ensure Technical Conference Content Quality <link>
    • IEEE Conference timeline <link>
    • IEEE Author Ethics Guidelines <link>
    • IEEE Policy regarding Authors rights to post accepted versions of their articles <link>
  • Please be advised that per IEEE Policy:
    • The term “IEEE” shall be used in the names of sole sponsored and co-sponsored conferences where IEEE is at least 50% financial sponsor (in total for all IEEE co-sponsors).
    • The use of the term “IEEE” could be used in the names of co-sponsored conferences in which IEEE is less than a 50% but at least a 25% financial sponsor (in total for all IEEE co-sponsors) (recommended but not required).
    • The term “IEEE” shall not be used in the names of co-sponsored conferences in which IEEE is less than a 25% financial sponsor (in total for all IEEE co-sponsors). This includes conferences in which IEEE is only a technical co-sponsor or is not a sponsor in any form.
  • If it will be your first request of IEEE R8 sponsorship, we recommend to follow steps <link>. Don’t hesitate to contact us at conferences.officer@ieeer8.org before the submission of your conference application.

 

IEEE Meeting & Conference Management (MCE)

IEEE conference services are provided for IEEE sponsored conferences (by IEEE R8 and/or other IEEE units). Numerous services includes:

  • Overall guidance
  • Organiser/OU education and training
  • Identifying and facilitating sponsorship
  • Finance, budgeting, insurance, contract review and approval
  • Banking and credit card processing
  • Memorandums of Understanding (MOUs)
  • Publication of your proceedings
  • Webpage design
  • Marketing your conference
  • Site location, event management, meeting logistics
  • Contract negotiations, food & beverage planning, supplier management

Further details are available in:

 

IEEE Convene

 

 

 

Convening the Conference Community
16-17 July 2020 Copenhagen, Denmark.

IEEE Convene, the annual event for leading scholarly conference organizers around the world, has been canceled because of the COVID-19 pandemic.
https://ieeeconvene.org

IEEE Convene post-event report

August 2018  (PDF, 1.3 MB)

 

The IEEE Convene (previously IEEE Panel of Conference Organizers (POCO)) is the annual event for leading scholarly conference organizers around the world. IEEE organizes this event to share resources and ideas with all scientific associations and non-profit conference organizers. Convene convenes thought leaders and decision makers to address conference leadership practices, discuss challenges in the conference landscape, envision the future, and launch new conference initiatives.

 

On-Demand Conference Education Resources Available:

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. <Conference Education Programs>.

 

Webinars:

Frequently asked questions and guidelines / templates

1. IEEE Region 8 eNotice Service

IEEE Region 8 technically and financially co-sponsored conferences have access to a unique service of sending their conference promotional materials to all IEEE Region 8 members. We call this the IEEE Region 8 eNotice service. To send your message, using the IEEE R8 eNotice service, please make sure you follow the directions below:

      • Before applying for the IEEE Region 8 eNotice service, please make sure your conference is a technically or financially co-sponsored conference of Region 8. Your request will be rejected if you are not co-sponsored by Region 8. Please keep in mind that this rule does not apply to you advertising your conference through Society or Chapter eNotice services, only for using the IEEE Region 8 eNotice service.
      • To send your promotion through the IEEE Region 8 eNotice please go to https://enotice.vtools.ieee.org/
      • Make sure your message is clear, understandable and accurate. The IEEE Region 8 ExComm and Conference Coordination Subcommittee maintain the right to reject the message, for example in case of false advertising.
      • We would like to ask you to not exceed the maximum of 3 eNotice messages in total advertising your event, exceptions will only be made for IEEE Region 8 flagship conferences (please see the list of these conferences above).

2. Training material

IEEE Members or Volunteers interested in setting up an IEEE conference in partnership with one or more technical IEEE organizational units (OUs) in Region 8, please refer to the training material:

3. Guidelines and Procedures for Bidding to host IEEE Region 8 Flagship Conferences

4. IEEE Region 8 Conference guidelines and rules (“conference organizer’s handbook”)

5. New GDPR Regulation

The General Data Protection Regulation (GDPR), originating in the European Union, is expected to have far-reaching implications on how organizations, like IEEE, conduct business worldwide, including conferences.

This regulation places new obligations on organizations that market, track, or handle personal data. This legislation goes into effect on 25 May 2018.

IEEE is reviewing policies and business processes that involve personal data and continues to take steps towards compliance.

IEEE aims to ensure that we are able to communicate with our conference related audiences in our volunteer activities in a compliant and efficient manner. One of the key items for compliance is ensuring your current IEEE data is compliant with the GDPR.

Personal data collected without consent of an individual may not be compliant. This means that use of existing lists may no longer be allowed. (Attendee lists, Excel spreadsheets, Listserv, etc.)

IEEE will be providing solutions over the next several weeks and months. In addition, training will be available shortly.

More information is available here: http://sites.ieee.org/gdpr/


IEEE Region 8 Flagship Conferences

Region 8 hosts the following flagship conferences:

  • MELECON: biannual (even years), held in one of the Mediterranean Sections
  • ENERGYCON: biannual (even years), about energy topics, held anywhere in R8
  • EUROCON: biannual (odd years), held in a European Section
  • AFRICON: biannual (odd years), held in an African Section
  • HISTELCON: binannual (odd years), about history of electrical technologies, held anywhere in R8

EUROCON

  • Information and Communication Technology: Internet Services and Applications, Future Internet, Wireless and Mobile Communications, Network Convergence, Multimedia Communication Systems, Quality of Service and Quality of Experience, High Performance Networking, Optical Systems and Networks, Network Design and Optimization of Communication Systems, Network Performance Evaluation, Multiagent Systems, Intelligent Systems, Sensor Networks, Distributed Embedded Systems, Software Engineering, Cloud Computing, Security
  • Circuits and Systems for Signal Processing: Analog and Mixed Circuits, RF Circuits, Low Power Circuits, VLSI Circuits and Systems, Device and Circuit Modeling, Design for Testability, Distributed Circuits, Reconfigurable Architectures, High Level Synthesis, Hardware and Software Co-design, Signal, Image and Video Processing and Analysis, Pattern Recognition, Multimedia, Distance Learning, Sensors and Transducers, MEMS, Biomedical Systems, Human-Computer Interaction, Robotics, Neural Networks, Fuzzy Logic
  • Power Resources and Systems: Power System Planning and Management, Power System Modeling and Simulation, Control Methods and Real Time Operation, Power System Operation and Control, Modern Technology and Computation Techniques, Transmission and Distribution systems, High Voltage Engineering, Distributed Generation, Smart Grid Policies, Regulatory Issues and Standards, Renewable Energy Sources and Technologies, Hydrogen, Fuel Cells, Energy Carriers and Storage, Deregulation and Electric Power Market, Power Quality, Electric Machines and Electric Vehicles, Electricity Demand, Smart Grid and Smart Energy Systems, Energy and Environment, Sustainable Development, Transition Towards a Low Carbon Energy System, Smart Cities and Energy in Buildings: From Efficient Buildings to Smart Cities, Integrated Heating, Cooling and Electricity Systems, Energy and Economy, National Energy Systems and Energy Policy, Energy Planning Tools, Electricity Market Policies, Structures and Rules, Energy Efficiency and Energy Management Systems, End-use Customers, Demand-Side Management, Advanced Metering Infrastructure, Engineering Education

 

MELECON

MELECON is a major international forum presenting design methodologies, techniques and experimental results in emerging electro-technologies. MELECON is one of the flagship conferences of the IEEE Region 8 with participants from all over the world. The purpose of this conference is serve as catalyst for the technical exchange between researchers and practitioners from different technological fields including Control Systems, Communication and Information Technology, Mechatronics, Nano- & Micro-Electronics, Electrical Power Systems, and Signal & Image Processing. The technical program includes plenary sessions, regular technical sessions, special sessions, poster sessions and tutorials.

 

AFRICON

AFRICON is an IEEE Region 8 flagship conference on the African continent. Topics cover the full area of IEEE, e.g., Communications, Networks, Electronics, Energy, Mobile Computing, Cloud Computing, Software, Engineering, Nanotechnology, and E-learning

 

HISTELCON

HISTELCON aims to increase the understanding of the origins and of the early developments of electrical technologies – in particular of telecommunications. Original and innovative contributions are invited in areas including, but not restricted to:

  • Origins and early developments of electro-technologies
  • Milestones in different fields of electro-technology, both early and modern
  • Scientists and Technologists involved in the above
  • Museum items and educational methods illustrating the above

 

ENERGYCON

ENERGYCON is a flagship event of IEEE Region 8 (Europe, Middle East and Africa) held every two years in a different Country. ENERGYCON is an international forum for the exchange of ideas and innovative technologies on Sustainable Generation, Transmission and Distribution, Conversion and Utilization of Electrical Energy. It is also the premier IEEE Region 8 forum for the application of Electronics, Instrumentation, Information and Communication Technology in the Electrical Energy Industry.

 


Call for organization of the R8 flagship conferences 2023

The R8 Conference Coordination Subcommittee is inviting you to apply for organization of one of the R8 flagship conferences in 2023:

  1. IEEE EUROCON 2023
  2. IEEE AFRICON 2023

The timelines for proposals are extended and postponed to:

  • Initial bid: (Mon, 1 Feb 2021) => extended to 22 Feb 2021
  • Final bid: (Mon, 1 Mar 2021) => extended to 15 Mar 2021

Selection results will be announced after the next R8 Committee meeting in 20-21 March 2021.

Bids should be submitted by email to <conferences.officer@ieeer8.org>, including:

Notes:

  • Learn further details about
    • Guidelines and Procedure for Bidding to host IEEE Region 8 Flagship Conferences: <link>
    • Timeline to organize an IEEE R8 flagship conference <link>
    • IEEE Region 8 Sponsorship <link>.
  • Learn more about IEEE Conferences and how to organize hybrid and virtual events <link>
  • Conference committee members should complete the Training online courses <link>
  • General conference chair(s) and finance chair must be IEEE R8 Senior Members and clearly involved in the preparation of the bid and one of them must present the bid to the conference subcommittee.
  • If you have any questions or need more information, please, fell free to contact us by e-mail <conferences.officer@ieeer8.org>.

Call for New R8 flagship events

The R8 Conference Coordination Subcommittee is looking for ideas for new R8 flagship conferences/technical events (2021-2023) on cutting edge topics and sectors, that can be organized as virtual at the beginning, and the successful ones can be promoted to face-to-face events in the future.

 

If you have ideas for new events, please, fell free to contact us by e-mail <conferences.officer@ieeer8.org>.

 

Learn more about IEEE Conferences and how to organize hybrid and virtual events <link>.

 


R8 Flagship Conference Archives

Previous Region 8 Conferences (Proceedings or Conference websites)

AFRICON

ENERGYCON

EUROCON

MELECON

HISTELCON

SIBIRCON (series discontinued)

 


IEEE Region 8 Related Conferences

IEEE R8 Flagship Conferences

Region 8 itself hosts and financially co-sponsors several conferences which are part of a series (the flagship conferences).

  • EUROCON – held in a European Section
  • MELECON – held in one of the Mediterranean Sections
  • AFRICON – held in an African Section
  • HISTELCON – about history of electrical technologies, held anywhere in R8
  • ENERGYCON – about energy topics, held anywhere in R8

IEEE R8 Technically Co-Sponsored Conferences

Apart from the Flaghip Conferences Region 8 technically co-sponsors many conferences in several locations in the area of R8. A list can be found in the IEEE R8 calendar.

The location of recent and upcoming R8 Flagship Conferences

… can be looked up here.

Topics of Flagship Conferences

EUROCON

Information and Communication Technology: Internet Services and Applications, Future Internet, Wireless and Mobile Communications, Network Convergence, Multimedia Communication Systems, Quality of Service and Quality of Experience, High Performance Networking, Optical Systems and Networks, Network Design and Optimization of Communication Systems, Network Performance Evaluation, Multiagent Systems, Intelligent Systems, Sensor Networks, Distributed Embedded Systems, Software Engineering, Cloud Computing, Security

Circuits and Systems for Signal Processing: Analog and Mixed Circuits, RF Circuits, Low Power Circuits, VLSI Circuits and Systems, Device and Circuit Modeling, Design for Testability, Distributed Circuits, Reconfigurable Architectures, High Level Synthesis, Hardware and Software Co-design, Signal, Image and Video Processing and Analysis, Pattern Recognition, Multimedia, Distance Learning, Sensors and Transducers, MEMS, Biomedical Systems, Human-Computer Interaction, Robotics, Neural Networks, Fuzzy Logic

Power Resources and Systems: Power System Planning and Management, Power System Modeling and Simulation, Control Methods and Real Time Operation, Power System Operation and Control, Modern Technology and Computation Techniques, Transmission and Distribution systems, High Voltage Engineering, Distributed Generation, Smart Grid Policies, Regulatory Issues and Standards, Renewable Energy Sources and Technologies, Hydrogen, Fuel Cells, Energy Carriers and Storage, Deregulation and Electric Power Market, Power Quality, Electric Machines and Electric Vehicles, Electricity Demand, Smart Grid and Smart Energy Systems, Energy and Environment, Sustainable Development, Transition Towards a Low Carbon Energy System, Smart Cities and Energy in Buildings: From Efficient Buildings to Smart Cities, Integrated Heating, Cooling and Electricity Systems, Energy and Economy, National Energy Systems and Energy Policy, Energy Planning Tools, Electricity Market Policies, Structures and Rules, Energy Efficiency and Energy Management Systems, End-use Customers, Demand-Side Management, Advanced Metering Infrastructure, Engineering Education

 MELECON

MELECON is a major international forum presenting design methodologies, techniques and experimental results in emerging electro-technologies. MELECON is one of the flagship conferences of the IEEE Region 8 with participants from all over the world. The purpose of this conference is serve as catalyst for the technical exchange between researchers and practitioners from different technological fields including Control Systems, Communication and Information Technology, Mechatronics, Nano- & Micro-Electronics, Electrical Power Systems, and Signal & Image Processing. The technical program includes plenary sessions, regular technical sessions, special sessions, poster sessions and tutorials.

AFRICON

AFRICON is an IEEE Region 8 flagship conference on the African continent. Topics cover the full area of IEEE, e.g., Communications, Networks, Electronics, Energy, Mobile Computing, Cloud Computing, Software, Engineering, Nanotechnology, and E-learning

HISTELCON

HISTELCON aims to increase the understanding of the origins and of the early developments of electrical technologies – in particular of telecommunications. Original and innovative contributions are invited in areas including, but not restricted to:

  • Origins and early developments of electro-technologies
  • Milestones in different fields of electro-technology, both early and modern
  • Scientists and Technologists involved in the above
  • Museum items and educational methods illustrating the above

 ENERGYCON

ENERGYCON is a flagship event of IEEE Region 8 (Europe, Middle East and Africa) held every two years in a different Country. ENERGYCON is an international forum for the exchange of ideas and innovative technologies on Sustainable Generation, Transmission and Distribution, Conversion and Utilization of Electrical Energy. It is also the premier IEEE Region 8 forum for the application of Electronics, Instrumentation, Information and Communication Technology in the Electrical Energy Industry.