Building and Leveraging Relationships Planning Conferences in R8 – Panel Discussion

Building and Leveraging Relationships

Planning Conferences in R8 Panel DiscussionModerator - Tariq DurraniPanelists- Marian P. Kazmierkowski J.Costa Freire Carl Debono Rolf Aschenbrenner

Conferences in Region 8Marian P. Kazmierkowski

R8 Conference Coordination SubCommittee Chair

IEEE POCO, 16-18 July, 2009, Prague, Czech Republic

OutlineR8 Conference Coordination Sub-CommitteeOverview of future R8 conferencesConference organizationCooperation with other R8 SubCommitteesLooking for candidates to organize future conferences

**IEEE POCO, 16-18 July, 2009, Prague, Czech Republic

2009/2010 Members of R8 CCSCProf. Gerhard Hancke, RSA

Prof. Marian Kazmierkowski, Poland

Prof. Francisco Sandoval, Spain

Prof. Baldomir Zajc, Slovenia Poland **IEEE POCO, 16-18 July, 2009, Prague, Czech Republic

R8 Future ConferencesAFRICON 2009 will be held in Nairobi Kenya, September 22-25th 2009, organized by RSA/Kenya Sections and www.africon2009.co.za/MELECON 2010 will be organized by Malta Section on 26 - 28 April 2010. www.melecon2010.org


R8 Future Conferences (cd)

ENERGY CONFERENCE 2010 will be held in Bahrain on18-21 December 2009, organized by Saudi Arabian Section. www.ieee-energycon.orgSIBIRCON 2010 will be held in Irkutsk on 11-15 July, 2010 by Russia Siberian Section. www.sibircon2010.sibsuits


Conference OrganizationDatabase with 20,000 addresses of potential participants from the R8 has been developed,This database is used for advertisement of R8 conferences,Database was used for the first time for EUROCON2007 and for EUROCON2009 and currently is used for AFRICON2009,This database is continuously developed **IEEE POCO, 16-18 July, 2009, Prague, Czech Republic

Cooperation with R8 IRCIndustry Track & Exhibition at major R8 conf.,Industry Track Co-Chairman,Simplified paper submission for ind. speakers,Industry Track has to be included into CfP,One keynote speaker from industry,Promote papers authored and co-authored by industrial participants, New General Guidelines for R8 conferences. **IEEE POCO, 16-18 July, 2009, Prague, Czech Republic

Cooperation with R8 MDCSpecial booth in the Registration hall or in the Exhibition at major R8 conf.,Cooperation with the Regional and Section Appointees for Membership Development,Reduced registration fees for IEEE members (25-50%) than for non-members,A Membership Development page has to be included into the conference proceedings. **IEEE POCO, 16-18 July, 2009, Prague, Czech Republic

Looking for CandidatesAFRICON 2011ENERGYCON 2012MELECON 2012SIBIRCON 2012 EUROCON 2013.

IEEE POCO, 16-18 July, 2009, Prague, Czech Republic

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Thank You Very Much**IEEE POCO, 16-18 July, 2009, Prague, Czech Republic

Starting a Region 8 Conference OrganizationJ.Costa FreireEurocon 2011 General ChairmanIEEE Portugal Section

IntroductionEurocon is a regional conference with a broad spectrum of technical subjects.Increase the local visibility of IEEE Region 8 and local Section and its volunteers (chapters).A significant number of participants are graduate students and/or come from the organizing section and neighbours.The registration fee must be reduced.

2009 POCO Prague, Czech Republic

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General structure - TopicsKeep as much as possible the Technical Topics of previous Eurocons that have a large number of local potential participants.

Dont increase the number of Main Topics to avoid having an unbalanced final program.

If possible, organizing jointly with a national event that includes a large number of the previous Technical Topics.

With this strategy we try to attract previous participants and increase number of local and neighbour sections participants.2009 POCO Prague, Czech Republic*

General structure - SessionsNumber of participants goal.Number of Oral and Poster Sessions.Maximum number of papers per sessionNumber of Plenary Sessions: Tutorials and/or Panel SessionsSocial program events

Obtain a draft of a General Schedule


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Date and PlaceAvoid conflict of dates with local and regional events with partially similar topics.Close to a week-end to facilitate travelling. And jointly touring.Place with easy access and close to accommodations with low and reasonable prices (some places is related to the date).Place not to close to touristic places.All conference rooms should be as close as possible to facilitate movement between oral and poster sessions, coffee brake, internet room,...and share ideas between participants.


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Place/Structure/BudgetTo have a good choice of Place and Structure several scenarios must be studied with respective budget.

For large number of participants (>500) a Congress Centre is usually a good choice.For a medium size Conference (200 t0 400) an University Campus can be a good choice, specially out of school period to cut on costs.For a small Conference (up to 100/150) it is usually possible to find an Hotel with a good compromise for Conference facilities and accommodation prices.

The best solution depends also strongly on the country and period of the year.


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CommitteeGeneral ChairTechnical Programme ChairFinances ChairImage and Publicity ChairPublication ChairInternet ChairExhibits ChairLocal arrangements ChairSecretariat


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ConclusionsSeveral Scenarios must be studiedNumber of participantsGeneral SchedulePlaceDatesBudgetCommitteeMotivated and/or experienced IEEE volunteers are welcomed


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Thank You

2009 POCO Prague, Czech Republic*:-)

Organizing a Conference in Region 8 MELECON 2010Carl James DebonoMELECON 2010 General ChairIEEE Malta Section

IntroductionRegion 8 offers attractive locations for conferencesPlanning of conference must be done at least two years in advanceThink about the logisticsEasily reached by air and trainNumber of hotels in the areaFlexibilityFees must be kept down


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Involve the Local SectionThe local IEEE Section can provide valuable help to the conference:Knowledge of best hotelsKnowledge of logistics

Knowledge on local taxes and VATDirect link with the student branchTechnical help.2009 POCO Prague, Czech Republic

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MELECON 2010MELECON 2010 will be held in Malta.Planning has started two years ago.Hotel identified from the beginning.A budget has been developed on the pricing of that time (input from previous conferences).Topics have been identified. MELECON covers a wide spectrum so technical expertise from different areas were sought.International Program Committee2009 POCO Prague, Czech Republic

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MELECON 2010Dates chosen not to conflict with major IEEE conferences.Website was available one year in advance: http://www.melecon2010.orgPapers will be handled by a professional facility.Sub-contracted to third partyLogistics will be handled by a tourist operatorThis saves time and moneyAdvertise in conferences, through emails and through colleagues


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ConclusionsHave a motivated teamPlan in advanceContact local peopleInternational Program CommitteeKeep fees low


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Thank You

We look forward to see you in Malta for MELECON 2010!

http://www.melecon2010.org

[email protected]


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IEEE CPMT Conferences in EuropeRolf AschenbrennerVP-Conferences, IEEE CPMT

Conferences Sponsored by IEEE CPMT

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Region20082009Asia86Europe118North America1114Others10Total3128

Three Flagship Conferences: ECTC, ESTC, EPTC

**ESTC Europe (Dresden, London, Berlin, )EPTC Asia (Singapore)ECTC North-America(San Diego, Orlando, Las Vegas)

ESTC 2006

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IEEE CPMT Conference Policy

In order to make the conferences more attractive to the participants ...the existing conferences should be qualitatively improvedConferences with similar topics should be combinedIt should be avoided that the number of conferences Increases if there is no qualitative benefit from it

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European Flagship Conference: Electronics System-Integration Technology Conference - ESTC1st ESTC September 2006 in Dresden (450 Attendees)2nd ESTC September 2008 in Greenwich London (400 Attendees)

IEEE/CPMT is not alone in the world!Region 8 request for action (from IRC Meetings 2005)

IEEE must work with national Societies to create common events.

The Way Forward: Cooperation CPMT & IMAPS EuropeSince in October 2006 the International Microelectronics and Packaging Society (IMAPS) and the Components, Packaging & Manufacturing Technology Society (CPMT) have decided to co-operate, they are jointly creating a single Europe-wide network which will bring together the interests of industry with the expertise and skills found in Europes science and research base. A variety of activities and events for the microelectronics and packaging community will be jointly organised and supported by both organizations where each has similar objectives.

IMAPS and CPMT Conference Collaboration

CPMT to own and run ESTC in even years IMAPS to own and run EMPC in odd years

Technical co-operation

Mutual concessions

Consultation on venues and datesFlagship ConferenceESTCFlagship ConferenceEMPC

EMPC 2009 June 15-18, 2009 in Rimini, Italy

3rd Electronics System-Integration Technology Conference - ESTC 2010 Date: September 13-16, 2010 Location:Berlin, Maritim pro Arte Hotel

My View of IEEE (CPMT) Conference Organization in Europe Identify the key leaders in Europe who are willing to work actively in the your technical field. Due to a very complicated funding structure in Europe, the conference organization is not so much profit-oriented, but more focused on the presentation of the local host or local chapter. Find a European Way for conference sponsorship It is very important to bring a local flavor to the conference either during the social events or by offering visits to local attractions.When organizing a IEEE conference there is always a close cooperation with national authorities or other European Societies (e. g. IMAPS Europe)

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THANK YOU

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GENERAL DISCUSSSION

Q & A.

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********Editors Meeting -- May 29, 2003Paul Wesling, VP-Publications*Eric Beyne A 'cleaner' calender with well recognised events is strongly desidered. From discussions during contacts with industry leaders from ST, Philips, Infineon,... this is always comes back as a major complaintEditors Meeting -- May 29, 2003Paul Wesling, VP-Publications*

Building and Leveraging Relationships Planning Conferences in R8 – Panel Discussion

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