High level conference_timeline
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This document provides a timeline of key tasks for planning and executing a conference. It outlines activities from 24+ months before the conference through the post-conference period. The timeline includes tasks related to sponsorship, registration, developing the technical program, publications, budgeting, logistics, and closing out financials. Following the timeline helps conference organizers effectively manage all aspects of the event from the initial planning stages through post-conference wrap-up.
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![START
24+油
MONTHS
18油油15油
MONTHS
12油油油9油
MONTHS
9油油6油
MONTHS
6油油4油
MONTHS
4油油3油
MONTHS
2油MONTHS
6油油4
WEEKS
2油DAYS 1油WEEK 3油WEEKS 1油MONTH
3油
MONTHS
4油油5油
MONTHS
5油油6油
MONTHS
Determine油and
apply油for
sponsorship油
from
all油applicable
IEEE油and/or
nonIEEE
organizational
units油(OU)
Obtain
Sponsorship
Register油your油
conference油
submit油
Conference
Application油
and油approve油
MOU
Contact油IEEE油
Section油where油
conference油will油
be油held.
Develop
communications
plan,油marketing
materials油and
conference油
website
Develop油油paper油
management油
process油油or
identify油system油
vendor
Develop油
technical
program,油
establish
paper油
submission
process油and
deadlines
Create油website
for油paper
submissions.
Work油with油paper
management
company,
if油applicable
Plan油social油
activities
and油tour油program,
if油applicable
Complete油paper
review油process.
Finalize油technical
program.
Notify油speakers
Solicit油bids油from
proceedings油
production油
vendors
based油on
accepted油papers
Review油room
block油with油hotel
against油
attendance
and油contracts
Deadline油for
early油registration
Confirm
onsite油logistics
with油venue
Onsite
Registration
Distribute油
surplus
Engage油with油
IEEE油MCE油for油
conference油
education,油
guidance,油
services油and油
tools.
Submit油
conference油
committee油list油
and油initial油
budget油forecast油
to油Conference油
Business油
Operations
Submit油
Conference
Publication油
Form
to油obtain油Letter油
of
Acquisition油
(LOA),油IF油
publishing油with油
IEEE
Send油request油for
proposal油(RFP)油to
exhibit油decorators
and油develop
exhibitor油
prospectus,
if油applicable
Establish油a
Call油For油Papers
(CFP)
Update油
conference
website油with
page/link油about
CFP油information
Obtain油
permission
from油related
IEEE油OUs油to
market油to油their
members油using
eNotice
Send油out油RFPs
for油ground
transportation
and油finalize
contract,
if油applicable
Create油and油post
advance油program油
on油conference油
website
Order油attendee
giveaways,
speaker油gifts,
and/or
conference油shirts
Send油final油
program,
advertising,油
publicity
and油registration
reminders
Preliminary
specifications油to
conference油site.
Order油signage
and油recognition
products
Setup油
registration
area,油exhibit油
space,
information油
booth,
office油area
Monitor
Budget
Committee
members油
submit
final油statistics
and油lessons
learned油to油OU
Registration
clean油up:油
process油refunds,
receipts油and
balances油due
Process
outstanding油
bills
Close油
conference
bank油account;油
submit油proof油of
account油closure
Review油IEEE
Insurance油
coverage
and油determine
if油additional
coverage油is
required
Register油for
Electronic油IEEE
Copyright油Form
(eCF)油if油
proceedings
are油acquired
by油IEEE
Begin油outreach
to油educational
institutions,
corporations,
government油and
industry油for油
support
and油patronage
Establish油a油Visa
process油for
international
attendees油and
post油on油the
conference油
website
Meet油with油
previous
year's油
committee油to
discuss油best油
practices
Establish油
registration
process油and油
ensure
registration油
service
is油Payment
Card油Industry
(PCI)油compliant
Launch
registration油site
Determine
preliminary油
exhibitor
space油
assignments,
if油applicable
Request油weekly
reports油from
hotels油on
room油block
Develop油and
finalize油volunteer
job油functions油and油
onsite
needs.
Submit
PreConference
budget油forecast
Monitor油Daily
Activities
Review油tax
information油to
ensure油IRS油and
international
compliance
VAT油and油GST
Register油for
PDF油eXpress
(optional)
Apply油for油grants
for油conference
support
Submit油
conference
budget油with油
written
IEEE油OU油
approval(s)
for油
headquarter
review
Establish油
conference
bank油
account(s)
Organize油and
prepare油for
production油of
conference
publications油per
Letter油of油
Acquisition
(LOA)
Complete油paper
review油process.
Finalize油technical
program.
Notify油speakers.
Ship油final
program油to
conference油site
Hold
PostConference
Wrap油Up油Meeting
Submit
Post
Conference
forecast
Contract
conference
management
company,
if油applicable
Site油selection
and油contract
review,油if油
applicable
Submit油
Principles油of
Business油
Conduct
Compliance
Certificate油and
Conflict油of油
Interest
Disclosure油
Statement
Submit油
updated
committee油list
IEEE油MCE油Customer油Relations油&油Operations
Your油Single油Point油of油Contact油Team!油ieeemce@ieee.org油油油油油油
Promote油CFP油
and
exhibit油
prospectus
at油current油year's
conference,
if油applicable
Review油and
reconfirm油hotel,
meeting油space
and油room油block
CONFERENCE油TIMELINE - GUIDELINES
Submit油Conference油Proceedings/Content
(Xplore油CD油and油other油media油types)油per油LOA
PRE油油CONFERENCE POST油油CONFERENCE
Secure油W8油and/or油W9油forms油for油tax油reporting
Request油and油obtain油loan油from油OU,油if油needed
Initial,油Preand油Post油Conference油forecasts油[Submit油Pre油and油Post油Conference油forecasts油by油November油30th油of油each油calendar油year油for油accrual油purposes.]
1099油&油1042油Schedule油of油Payments油[No油later油than油January油10th油of油each油year油for油all油payments油made油in油the油previous油calendar油year.]
Submit油annual油report油on油foreign油bank油accounts油to油IEEE油Tax油Dept.油[No油later油than油January油10th油of油each油year油for油all油payments油made油in油the油previous油calendar油year.]
Timeline油Key:
Financial油Actions
Technical油Program油Actions
Conference油Publications油Actions
Boldfaced油=油Required*NOTE:油This油timeline油is油illustrative油and油for油planning油purposes油only.油Each油conference
plan油and油timing油is油unique.油油油油油油油油息油IEEE油2019油All油rights油reserved
Submit油final油financial油report油with油Certification油
of油Accuracy
Prepare油and
submit油all油audit
material.油
Audit油required油
for油IEEE油OU油
total油is油>50%油
and油budgeted油
income油or油
expenses油>油
USD$250K油
15油油12油MONTHS24油油18油MONTHS
POST油油CONFERENCEPRE油油CONFERENCE
HOLD
CONFERENCE](https://image.slidesharecdn.com/highlevelconferencetimeline-190326034728/85/High-level-conference_timeline-1-320.jpg)
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[Please copy the link and paste it into any web browser to access the content.]
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High level conference_timeline
- 1. START 24+油 MONTHS 18油油15油 MONTHS 12油油油9油 MONTHS 9油油6油 MONTHS 6油油4油 MONTHS 4油油3油 MONTHS 2油MONTHS 6油油4 WEEKS 2油DAYS 1油WEEK 3油WEEKS 1油MONTH 3油 MONTHS 4油油5油 MONTHS 5油油6油 MONTHS Determine油and apply油for sponsorship油 from all油applicable IEEE油and/or nonIEEE organizational units油(OU) Obtain Sponsorship Register油your油 conference油 submit油 Conference Application油 and油approve油 MOU Contact油IEEE油 Section油where油 conference油will油 be油held. Develop communications plan,油marketing materials油and conference油 website Develop油油paper油 management油 process油油or identify油system油 vendor Develop油 technical program,油 establish paper油 submission process油and deadlines Create油website for油paper submissions. Work油with油paper management company, if油applicable Plan油social油 activities and油tour油program, if油applicable Complete油paper review油process. Finalize油technical program. Notify油speakers Solicit油bids油from proceedings油 production油 vendors based油on accepted油papers Review油room block油with油hotel against油 attendance and油contracts Deadline油for early油registration Confirm onsite油logistics with油venue Onsite Registration Distribute油 surplus Engage油with油 IEEE油MCE油for油 conference油 education,油 guidance,油 services油and油 tools. Submit油 conference油 committee油list油 and油initial油 budget油forecast油 to油Conference油 Business油 Operations Submit油 Conference Publication油 Form to油obtain油Letter油 of Acquisition油 (LOA),油IF油 publishing油with油 IEEE Send油request油for proposal油(RFP)油to exhibit油decorators and油develop exhibitor油 prospectus, if油applicable Establish油a Call油For油Papers (CFP) Update油 conference website油with page/link油about CFP油information Obtain油 permission from油related IEEE油OUs油to market油to油their members油using eNotice Send油out油RFPs for油ground transportation and油finalize contract, if油applicable Create油and油post advance油program油 on油conference油 website Order油attendee giveaways, speaker油gifts, and/or conference油shirts Send油final油 program, advertising,油 publicity and油registration reminders Preliminary specifications油to conference油site. Order油signage and油recognition products Setup油 registration area,油exhibit油 space, information油 booth, office油area Monitor Budget Committee members油 submit final油statistics and油lessons learned油to油OU Registration clean油up:油 process油refunds, receipts油and balances油due Process outstanding油 bills Close油 conference bank油account;油 submit油proof油of account油closure Review油IEEE Insurance油 coverage and油determine if油additional coverage油is required Register油for Electronic油IEEE Copyright油Form (eCF)油if油 proceedings are油acquired by油IEEE Begin油outreach to油educational institutions, corporations, government油and industry油for油 support and油patronage Establish油a油Visa process油for international attendees油and post油on油the conference油 website Meet油with油 previous year's油 committee油to discuss油best油 practices Establish油 registration process油and油 ensure registration油 service is油Payment Card油Industry (PCI)油compliant Launch registration油site Determine preliminary油 exhibitor space油 assignments, if油applicable Request油weekly reports油from hotels油on room油block Develop油and finalize油volunteer job油functions油and油 onsite needs. Submit PreConference budget油forecast Monitor油Daily Activities Review油tax information油to ensure油IRS油and international compliance VAT油and油GST Register油for PDF油eXpress (optional) Apply油for油grants for油conference support Submit油 conference budget油with油 written IEEE油OU油 approval(s) for油 headquarter review Establish油 conference bank油 account(s) Organize油and prepare油for production油of conference publications油per Letter油of油 Acquisition (LOA) Complete油paper review油process. Finalize油technical program. Notify油speakers. Ship油final program油to conference油site Hold PostConference Wrap油Up油Meeting Submit Post Conference forecast Contract conference management company, if油applicable Site油selection and油contract review,油if油 applicable Submit油 Principles油of Business油 Conduct Compliance Certificate油and Conflict油of油 Interest Disclosure油 Statement Submit油 updated committee油list IEEE油MCE油Customer油Relations油&油Operations Your油Single油Point油of油Contact油Team!油ieeemce@ieee.org油油油油油油 Promote油CFP油 and exhibit油 prospectus at油current油year's conference, if油applicable Review油and reconfirm油hotel, meeting油space and油room油block CONFERENCE油TIMELINE - GUIDELINES Submit油Conference油Proceedings/Content (Xplore油CD油and油other油media油types)油per油LOA PRE油油CONFERENCE POST油油CONFERENCE Secure油W8油and/or油W9油forms油for油tax油reporting Request油and油obtain油loan油from油OU,油if油needed Initial,油Preand油Post油Conference油forecasts油[Submit油Pre油and油Post油Conference油forecasts油by油November油30th油of油each油calendar油year油for油accrual油purposes.] 1099油&油1042油Schedule油of油Payments油[No油later油than油January油10th油of油each油year油for油all油payments油made油in油the油previous油calendar油year.] Submit油annual油report油on油foreign油bank油accounts油to油IEEE油Tax油Dept.油[No油later油than油January油10th油of油each油year油for油all油payments油made油in油the油previous油calendar油year.] Timeline油Key: Financial油Actions Technical油Program油Actions Conference油Publications油Actions Boldfaced油=油Required*NOTE:油This油timeline油is油illustrative油and油for油planning油purposes油only.油Each油conference plan油and油timing油is油unique.油油油油油油油油息油IEEE油2019油All油rights油reserved Submit油final油financial油report油with油Certification油 of油Accuracy Prepare油and submit油all油audit material.油 Audit油required油 for油IEEE油OU油 total油is油>50%油 and油budgeted油 income油or油 expenses油>油 USD$250K油 15油油12油MONTHS24油油18油MONTHS POST油油CONFERENCEPRE油油CONFERENCE HOLD CONFERENCE