Conference Coordination Subcommittee (CoCSC)


The current team

Peter
Peter Nagy (Hungary)
Chair
Adel
Adel Alimi (Tunisia)
Past Chair
Tomislav
Tomislav Capuder
(Croatia)
Shaun
Shaun Kaplan
(South Africa)

The objective of Conference Coordination Subcommittee (CoCSC) is to facilitate effective and timely conference planning and execution in the Region.
For more information – refer to the Region 8 Governing Documents.
See linkage diagram (CoCSC – the wider IEEE: R8_TA_relations_higher_committees_v1)

News

Upcoming R8 Flagship Conferences

Looking for IEEE Organizational Unit(s) Candidates
to Organize Future R8 Flagship Conferences

  • AFRICON 2021
  • EUROCON 2021

Next Free Webinar

Topic: Conference Financial Responsibilities – Overview of   the Financial Operation Manual (FOM) and IEEE Policies

Description: Learn about how the Financial Operation Manual (FOM) and IEEE Policy Manual provide financial guidance for Conference Chairs and Treasurers. These documents define the business and accounting requirements for the financial management of IEEE conferences.

Date: Thursday 27 October 2018
Time: 11:00 AM-12:00 PM or 3:00 PM-4:00 PM [Eastern Daylight Time (New York, GMT-04:00)]

Register – 11:00 AM
Register – 3:00 PM

Region 8 Athens meeting poster (March 2018)

Available here as PDF.


Financial Sponsorship or Technical Co-Sponsorship

Following documents are available for conference organizers asking Region 8 for Financial Sponsorship or Technical Co-Sponsorship:

Region 8 Technical Co-Sponsorship

Conference organizers can request the Technical co-Sponsorship (TCS) of the IEEE Region 8 in order to submit the conference proceedings to IEEE Xplore for publication.
The TCS indicates direct and substantial involvement of the IEEE Region 8 in the technical program of the conference.

To request the TCS of the IEEE Region 8, please fill in the conference application form:
www.ieee.org/conferences_events/conferences/organizers/conf_app.html

The request / MOU could be approved or declined according to the conference details submitted using the form above.

Requirements:
To approve your TCS 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 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:

  1. The dates should not conflict with other IEEE Region 8 conferences in related field.
  2. The quality report and the conference proceedings should be submitted within 30 days to the conference coordinator in Region 8.
  3. 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.
  4. An IEEE booth should be organized in the conference venue.
  5. The IEEE Region 8 may cancel the approved MOU at any time if the technical quality issues are not considered.
  6. The IEEE Region 8 is committed to approve or decline the TCS request within one month.
  7. IEEE Region 8 will receive 500 $ for their support if there is no financial involvement of any IEEE entity (not necessarily IEEE Region 8). An invoice will be sent after the MoU has been approved.

Changes for MGA Technically Co-Sponsored Conferences (TCS): [NEW 2018]

In 2015, the IEEE Board of Directors adopted a motion to recover some of the costs incurred in supporting technically co-sponsored conferences (TCS) and publication of their papers in the IEEE Xplore Digital Library.

In January 2016, recovery of these costs began for all Society/Technical Council technically co-sponsored conferences. The IEEE Meetings, Conferences and Events (MCE) team developed and deployed procedures to collect these expenses during the conference application process.

Until recently, IEEE Member and Geographic Activities (MGA) had been absorbing the TCS expenses for its geographic units. The MGA Board has now approved a final policy for handling fees for all MGA Geographic Unit technically co-sponsored conferences.

For all conference applications received 1 January 2018 or later, in which an MGA Geographic Unit is a technical co-sponsor and there is no IEEE financial sponsorship, the MGA TCS Fee policy shall apply.

  • This fee will be $1000 per TCS conference, and $15 per paper sent to IEEE Xplore
  • If multiple IEEE Organizational Units (OUs) technically co-sponsor the same conference, the fee will be divided equally between all IEEE sponsors(i.e.: Society, Council, MGA Geographic Units)
  • MGA Geographic Units will have the option to bill the TCS fees directly to the Conference
  • 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
  • Starting 1 March 2018, IEEE MCE will retroactively deploy processes to collect the TCS fees for any conference application with technical co-sponsorship by an MGA Geographic Unit received on or after 1 January 2018

Understanding MGA Technical Co-Sponsorship (TCS) Costs presentation slides [PDF]
Understanding MGA Technical Co-Sponsorship (TCS) Costs webinar playback (requires log in)

 


Webinars, reports

Last Free Webinar

Topic: Public Relations Basics for Conferences
Description: 
Monika Stickel, Director – IEEE Corporate Communications and Branding will discuss how to leverage Public Relations at your next conference.

Monika will provide a comprehensive overview of communications and public relations tactics and strategy development, applicable to small and large conferences. She will also highlight resources and tools available to conference organizers.

Date: Thursday 27 September 2018
Time: 11:00 AM-12:00 PM or 3:00 PM-4:00 PM [Eastern Daylight Time (New York, GMT-04:00)]


Previous webinars:

28.06.2018 How to Get the  Most Out of Working with IEEE Partners
17.05.2018 The Electronic IEEE Copyright Form (eCF)
28.02.2018 Understanding MGA Technical Co-Sponsorship (TCS) Costs
31.01.2018 Conference Contracting Overview
15.06.2017 Organizando Eventos Dirigidos a Profesionistas Trabajando en la Industria
27.04.2017 CrossCheck plagiarism screening tool
15.03.2017 The role of the conference treasurer
24.02.2017 Expanding your team with local resources
18.01.2017 Working with Organizations that Benefit Your Conference
01.12.2016 10 Simple Ways to Innovate Your Next Conference
09.03.2016 conference finances
14.10.2015 conference organization basics
15.10.2014 conference finances
17.09.2014 conference organization basics
04.12.2013 conference finances
06.09.2013 conference organization basics

IEEE Convene (formerly POCO)

Convening the Conference Community
19-20 July 2018      Berlin, Germany

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.

Region 8 Meeting Interactive Sessions (28 March 2015)


Committee in details

CoCSC Functions

  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).

Region 8 Co-Sponsored Conferences

Go to the IEEE R8 Calendar to have a full list of IEEE conferences in Region 8.

Former CoCSC teams:

2015/2016: Adel Alimi (Tunisia, chair), Jan Haase (Germany, past chair, Peter Nagy (Hungary)
2013/2014: Jan Haase (Austria, chair), Dirk van Hertem (Benelux), Stefano Zanero (Italy)
2011/2012: Carl Debono (Malta, chair), Karl Gudmundsson (Iceland), Jan Haase (Austria)
2009/2010: Marian Kazmierkovski (Poland, chair), Gerhard Hancke (South Africa), Gerard-André Capolino (France), Baldomir Zajc (Slovenia)
2007/2008: Francisco Sandoval (Spain, chair), Gerhard Hancke (South Africa), Marian Kazmierkovski (Poland), Gerard-André Capolino (France), Peter Farkas (Czechoslovakia, past chair)
2005/2006: Peter Farkas (Czechoslovakia, chair)
2003/2004: Magdalena Salazar Palma (Spain, chair)
2001/2002: Tariq Durrani (UKRI, chair)
1999/2000: Baldomir Zajc (Slovenia, chair)


R8 Flagship Conference Archives

Previous Region 8 Conferences (Proceedings or Conference websites)

AFRICON

ENERGYCON

EUROCON

MELECON

HISTELCON

SIBIRCON (series discontinued)


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/