Application Packet for IEEE CIS Sponsored Conferences

Before preparing a proposal, please review the minimum IEEE CIS requirements for conference proposals given in this section.

The conference general chair must submit an application packet to the CIS Vice President for Conferences. An individual may not serve more than two consecutive times as a general chair of the same CIS sponsored conference.

The exact content of the application packet is given below. The packet should be emailed to the CIS Vice President for Conferences. Be sure the email message clearly indicates the category of support desired. Any brochures, advertisements or other pertinent material the general chair believes is important in evaluating an application must be scanned and submitted at the time of application.

Applications do take time to evaluate, which makes it imperative that application packets are received well in advance of the conference start date.

Co-sponsorships require a Memorandum of Understanding (MOU) between sponsoring organizations. More information about MOUs is given here. The CIS Vice President for Conferences will assist you in obtaining this MOU. However, this process may take some time. General chairs must plan well in advance to ensure the submission deadlines are still met.

Contents of application packets requesting CIS participation

    1. Conference Call for Papers

The call for papers should be a reasonable facsimile of the final CFP and should highlight computational intelligence as a theme.

    1. Justification

Explain why CIS involvement is being requested.

    1. Conference Organizers

Information and short bio of conference organizers should be provided in the proposal, including General Chair(s), Program/Technical Chair(s) and Finance Chair(s) etc. In particular, previous (IEEE, CIS or others) conference organizing experiences of the organizers should be highlighted.

    1. Location

Within your proposal, please highlight the specific benefits of your location, particularly the accessibility for international travelers (distance to nearest international airport, methods of transportation) and also distance to local universities and IEEE CIS chapters that might increase local attendance.

    1. Conference venue

Provide information on the available facilities and specifically how those facilities suit the needs of the conference being proposed. Include a rough schedule for the number of parallel sessions and determine that the conference venue has sufficient rooms, with sufficient size, and noise buffering between rooms to actually handle the volume of what is being proposed. What are the costs associated with the conference venue and is there any ability to receive reduced costs for rooms given a certain guarantee of minimum food and beverage (F&B) associated with the event?

    1. Accommodation

Highlight accommodation alternatives for a range of attendee budgets including costs and distance to the venue. Further, if a specific hotel is associated with the event, provide an estimated room rate. That room rate could be negotiated based on some minimum number of group room nights that is to be exceeded.

    1. Deadlines

Provide a schedule for deadlines associated with special session proposals and regular paper submissions.

    1. Budget

The proposed budget must be submitted on IEEE budget worksheet. Download the Summary, Revenue & Expense Detail Excel form.

IEEE requires that the minimum surplus is 20% of expenses (excluding the loan). IEEE CIS recommends that the anticipated surplus be higher than this minimum requirement in the event of foreign exchange fluctuation or other issue.

In addition to the budget .xls itself, please prepare a set of additional notes that explain all values in the budget.

Please also provide a separate “worst case scenario” budget xls assuming a drop in delegate numbers by 20%. Provide a rationale as to what effect this would have on your budget and what adjustments could be made if this were to happen to still maintain the minimum surplus of 20% required by IEEE.

Please note that IEEE policy requires that checks in excess of $25K will need to be issued from IEEE corporate and wire transfers can be requested. In addition, all contracts over $25K require IEEE pre-review and approval.

    1. Sponsorships

For conferences requesting CIS technical co-sponsorship, the full sponsor is expected to offer registration fees to CIS members at the same amount offered to members of the sponsoring organization. The justification statement should indicate this policy would be honored.

Provide any pre-arranged sponsorship opportunities with government or corporate sponsors. Sponsorships are an excellent way to help maintain a budget surplus. If you do not have a sponsorship at the time of your proposal, do not include the value in the budget. Simply note in your proposal that such sponsorships will hopefully be forthcoming.

    1. Technical Program

Provide an overview of the technical program describing which technical events you wish to hold. Any new elements should be highlighted. If you have some ideas here that you believe would increase the quality of the conference experience then please include a description. Describe ways to maintain or improve the quality of conference papers through your event.

    1. Social Events

Such events are at the discretion of the general chair as long as there is the budget available. However, if there are no lunches, then it is important to highlight as a part of the proposal that sufficient facilities (i.e., restaurants) to supply lunch to all attendees are within walking distance such that attendees can eat and return in time for afternoon sessions.

Minimize the amount of distance between activities for conference participants. Try to have all conference sessions at the same location as social events to minimize lost time, and transportation expense.

    1. Networking

Describe specifically designed networking opportunities at the conference. These can be through social events or using social media.

Additional information on IEEE conferences can be found here.

  1. Special guidelines for IEEE SSCI

Conference Room Capacity: SSCI’s staggered schedule of symposia requires a minimum capacity of conference rooms that will be occupied by different symposia over the time of the SSCI event.

Social Functions: The organizers should estimate the flow of attendees over the days of SSCI to better estimate the number of attendees to social events (reception, breaks, banquet).

Symposia Chairs: Contact the chairs/co-chairs or steering committee heads of the symposia you are planning to host under SSCI to insure their commitment to organize the symposium, should your SSCI proposal be accepted. As a guidance, look at the number of accepted papers in the previous 3 symposia held under past SSCI’s to insure that there will be a critical mass of submissions to have a viable symposium. You can do that using IEEE Xplore.