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Conferences Organizers Newsletter

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Oct 14, 2010

VAT reclamation is a detailed and often tedious process that can take months; it is usually best handled by special agencies which collect a percentage of the total amount reclaimed. Either way, your conference budget will require extra funds for this process.

Aug 10, 2010

I spent three weeks in India this summer and had the opportunity to visit the IEEE Signal Processing Society Chapters at Bangalore and Hyderabad. These visits renewed some old friendships and created some new ones. More importantly, it reminded me of the tremendous infrastructure the Society has in its Chapters to support its mission.

Aug 4, 2010

The IEEE Signal Processing Society is making its second appearance on IEEE.tv.

IEEE.TV now features plenary talks from ICASSP 2010 and presentations from IEEE-THEMES 2010. We look forward to adding more to the IEEE.TV site with future ICASSP, ICIP, and other conference video recordings. To get your conference on IEEE.TV please contact me at n.allen@ieee.org. Together we will go through the following step-by-step process.

Aug 2, 2010

The IEEE Signal Processing Society’s conference business continues to be successful because of conference organizers like you. It is your ability to adapt to the ever-changing needs of the signal processing community, and innovation and careful attention to detail that is the foundation of our success. As you have had to adapt, so have the IEEE and SPS policies and procedures that are constantly changing with corrections, updates, additions, and subtractions to policy.

Jul 20, 2010

Conference Organizer Solutions is an electronic toolkit designed for the SPS conference organizer. While the name means what it says, there are many layers to what it can do for you and your event. One of its layers is the difference the services you can expect from the SPS staff.

Jun 15, 2010

The current economic downturn has made hotels work harder to fill their available inventory. As a result it is even more common than ever before for a hotel to offer discounted rooms through third-party online reservation sites such as Expedia, Hotels.com, and Travelocity. Often these discounted rates are lower than those a conference group may have in contracts. Booking through these sites, at discounted rates, means the room is not counted by the Hotel in fulfillment of the contract. If enough rooms go unbooked at the conference rate then a penalty results. The catch-22 is that penalties inevitably cause registration rates to rise. The one reliable way to prevent this problem is a thoughtful contract negotiation.

How can you protect your hotel room rate in your contract?

What can you do when you learn that the hotel is offering a special rate lower than your conference rate over the same dates? What should you do to protect your group rate?

Jun 15, 2010

How does a Conference Organizer handle the papers of the authors who do not present their papers? There are four steps to the process and all must be completed without delay after the conference.

Jun 15, 2010

Some SPS Conference Organizers may not know who the Conference Services staff is or what each of us does for the Society. Below is a simple list for the Conference Services Department Staff with our basic responsibilities. Nevertheless, you should feel comfortable contacting any or all of us for assistance on any topic.

Jun 15, 2010

The SPS Conference Services staff has created a standard, online survey that can be issued to your conference attendees.

Jun 15, 2010

COS is a collection of three web-based tools for conference organizers to use when planning an SPS conference.

Jun 15, 2010

The IEEE Signal Processing Society is one of the largest conference givers in all of IEEE. Its events are of high quality, are generally well attended, and are certainly well regarded by the audiences that attend them. The conference “business” now provides the majority of the support for the Society’s member activities, products, and services. It has an important role in the health and ongoing success of the Society in representing and serving the signal processing community-at-large. Unfortunately, it is a business that is, in many ways, relying on outdated “tools”.

Apr 15, 2010

Effective January 20, inbound travelers to the United States from Visa Waiver Program (VWP) countries may be denied boarding by the airlines if they haven’t complied with the U.S. Department of Homeland Security’s Electronic System for Travel Authorization (ESTA) program.

Apr 15, 2010

Conference Organizers have many things on their plate and while this may seem a bit trivial, in reality it is very important for all IEEE events. Because the IEEE is governed by US federal and state government rules regarding our nonprofit status, we are required to make certain that our attendees with disabilities are accommodated at our conferences and that they know who to contact for assistance.

Apr 15, 2010

At the end of your conference there is probably nothing more you would like to do than bask in the glory of a successful meeting and get some much needed rest. We understand and we know you deserve it.

After a few days recuperating, you should be ready to dive back into the conference, but this time to begin the closing process.

Apr 15, 2010

Last month the THEMES 2010 meeting offered seven high quality presentations and ICASSP 2010 attracted four prestigious plenary speakers.


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