Tasks and Roles

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Conference Initiation

Matrix of Tasks and Roles | Venue Selection and Planning | Sponsorshop and Budget Approval | Conference Closing

Tasks Steering Committee Chair Finance Chair Program Chair Local Arrangements Chair IEEE Staff CS Staff CS Volunteer Leadership
New Conference is conceived/Existing conference begins planning next instance X              
Process for selecting General Chair, Finance Chair, Program Chair, and Local Arrangements Chair is initiated and completed X              
General Chair emails CS about planning a new conference   X            
Organizing Committee contacts Technical Committee to gauge preliminary sponsorship X              
General Chair schedules regular meeting planning sessions with FC, PC, and LAC, as well as CS Meeting Planner as appropriate   X            
General Chair, Finance Chair, Program Chair, and Local Arrangements Chair set up IEEE web accounts   X X X X      
General Chair or Finance Chair submits info schedule to IEEE   X X          
Conference is assigned an ID number (*delayed until budget is approved for brand new conference)           X    
General Chair or Finance Chair contacts CS Meeting Planner to set up meeting in TMS   X X          

Venue Selection and Planning

Matrix of Tasks and Roles | Conference Initiation | Sponsorshop and Budget Approval | Conference Closing

Tasks Steering Committee Chair Finance Chair Program Chair Local Arrangements Chair IEEE Staff CS Staff CS Volunteer Leadership
Organizing Committee identifies possible locations X              
Organizing Committee identifies possible venues X              
General Chair requests CS assistance with RFP/hotel/AV/catering   X     X      
CS Meeting Planner issues RFP for Conference             X  
CS Meeting Planner provides analysis of Proposals from Venues             X  
Organizing Committee assesses need for meeting planning assistance   X X          
Organizing Committee assesses need for registration management assistance   X X   X      
General Chair and Finance Chair begin developing budget   X X          
Local Arrangements Chair develops plan for meals and refreshments at conference         X      
Local Arrangements Chair obtains BEO/estimates of the catering costs         X      

Sponsorship and Budget Approval

Matrix of Tasks and Roles | Conference Initiation | Venue Selection and Planning | Conference Closing

Tasks Steering Committee Chair Finance Chair Program Chair Local Arrangements Chair IEEE Staff CS Staff CS Volunteer Leadership
Finance Chair submits budget in TMS for TC Chair approval - sponsorship approval     X          
General Chair, Finance Chair completes Conflict of Interest and Principles of Business Conduct forms for IEEE   X X          
Organizer determines how finances will be handled - IEEE CB, University, Fiscal Agent/ Meeting Management company   X X          
Once venue is selected, CS Meeting Planners works with venue on contracts in IEEE templates             X  
CS and IEEE review and approve contracts           X X  
General Chair requests an advance loan to pay for set-up expenses   X X          
General Chair obtains logos for conference website and fliers   X X          
Organizer builds conference website -- CS can host X              
Budget is reviewed by TMRC               X
Budget is reviewed by T&C (if 1% of CS budget)               X
Budget is reviewed by BOG (if 2% of CS budget)               X
Budget is approved               X
CS staff can enter budget information in IEEE database             X  
CS staff and IEEE obtain signed MOUs for fiscal agents, co-sponsors, technical co-sponsors     X       X  
If in the Eurozone - Organizer provides information to IEEE on VAT handling     X     X    

Conference Closing

Matrix of Tasks and Roles | Conference Initiation | Venue Selection and Planning | Sponsorshop and Budget Approval

Tasks Steering Committee Chair Finance Chair Program Chair Local Arrangements Chair IEEE Staff CS Staff CS Volunteer Leadership
Organizer receives email from IEEE regarding the closing process and deadlines           X    
Organizer begins completing final report   X X          
Organizer completes payments and transactions for conference expenses     X          
Organizer repays advance loan to CS MP     X          
Organizer submits proof of bank closure or Destroy Check Letter for CB account to IEEE     X          
Organizer submits Certficate of Accuracy to IEEE     X          
Organizer submits Final report to CS     X          
Organizer submits surplus/admin fee to CS     X          
CS staff review final report and clarify any questions with Organizer     X          
Organizer submits audit materials to the IEEE if necessary   X X          

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