Organizing IEEE sponsored conferences in South Africa

Organizing IEEE sponsored conferences, meetings and other events in South Africa

Last edited on 2017-04-05 by A Lysko

Overall

Primary guidance on organizing conferences, meetings and other events involving IEEE is provided in Section 10 of the IEEE Policies available at http://www.ieee.org/documents/ieee_policies.pdf .

If the conference is specific to the scope of a particular IEEE Society or Technical Council, it is advised that support/sponsorship from this unit is considered, prior to looking at local georgaphical resources.

Conferences sponsored by Societies or Technical Councils (including the conferences supported by Chapters), must also adhere to the relevant portions of TAB Operations manual available at http://www.ieee.org/documents/tab_operations_manual.pdf (especially Section 6). Conferences associated with other organizational units of IEEE must accordingly adhere to the relevant polocies/documents found in http://www.ieee.org/about/corporate/governance/index.html .

General regional/local IEEE conferences, e.g. Africon, must adhere to the Region 8 provisions listed by the IEEE Region 8 Conference Coordination Subcommittee (CoCSC) at http://www.ieeer8.org/technical-activities/conference-coordination/confe... , including IEEE Region 8 Conference guidelines and rules (“conference organizer’s handbook”) at http://www.ieeer8.org/wp-content/uploads/2011/12/IEEER8CoCSCrulesandguid...

Information about IEEE requirements, support for and formal registration of a conference

The site http://www.ieee.org/conferences_events/index.html has info how to start an IEEE-associated conference. It also refers to the specialized unit of IEEE specifically dealing with supporting organizing the conferences (http://ieeemce.org/). Both sites refers to tutorials, courses and other resources on how to organize a conference, available to IEEE members.

It is important to highlight that

  • All approvals and endorsements should be obtained at least a year in advance of the proposed conference;

  • There should be no conflict (including conflicting dates) with other IEEE conferences in related fields (conference search is available at http://www.ieee.org/conferences_events/index.html);

  • IEEE brand may only be used for the conference name for conferences financially sponsored by IEEE (as per specific values stated by the IEEE Policy). Small financial (e.g. 10%) or technical sponsorship do not qualify for using IEEE in the name of the conference, but may use appropriate logos (Section, Chapter etc) in publications, for advertising etc. (IEEE Policies sections 10.1.16-17)
  • IEEE sponsored conferences must have a sufficient discount for IEEE members (IEEE Policies section 10.1.15);
  • Conferences wanting their submissions to appear in IEEE eXplore need to use plagiarism tools, e.g. CrossCheck.
  • It will be appreciated if the registration and payment forms have the text like "Join IEEE at ieee.org/join . Cost (2017, R8): USD27+ (students) or USD90+ (professionals)".

Support (sponsorship) by IEEE South Africa Section

Organizing a South African or African conference to be suppored by IEEE South Africa Section requires contacting the Section, agreeing on terms and conditions and including the Section as a co-sponsor for the conference in a memorandum of undertanding (MoU).

Typically, we require the following information and satisfaction of the following conditions:

  • expected conference size, budget, and clearly defined location, dates;
  • key members of the conference committees;
  • information about sponsors to be involved and their contribution; 

  • the participating/supporting IEEE unit(s) must be represented on relevant conference committee(s) and able to access the reviews and review system and request changes, if deemed as needed;
  • there should be a possibility of financial sponsorship from IEEE Society, South Africa Section and/or one of its Chapters (unless rejected by the supporting IEEE entities);
  • support to be provided for promotion of IEEE and its resources (such as IEEE Society Disti)nguished Lecturer programme, IEEE funding opportunities etc.), e.g. by giving an opportunity to Chapter Chair or another IEEE volunteer to give a talk telling about what IEEE offers to its members, have a stand for IEEE etc. (e.g. as a part of the introductory or keynote talk for the conference), plus offering IEEE membership fliers as a part of the bag content, and, if possibe, having a desk to explain and offer IEEE membership; 
  • if the conference has "International" in its name, this must be substantiated by a reasonable indication of intenational nature/representation in the TPC, invited speakers, and attendees.

All this information and more will need to be captured in the MoU and must be specific (something specific like 'IEEE Senior members Prof X, Dr Y and Mr Z will be members of committee and Chapter Chair XYZ will give an opening talk' is what we are looking for; general statements like 'TPC will include IEEE members' will not be accepted).

Recognition by the Department of Higher Education and Training (DHET) in South Africa

Please note that this recognition is currently not linked to IEEE in any way. South Africa's DHET follows the Research Outputs Policy (2015) which allows to all research outputs, including in the form of approved approved published conference proceedings (Section 7 of this Policy). In accordance to this Policy, for the DHET to reward a public higher education institution for a publication in conference proceedings, the conference must  be approved (NB! not retrospectively). A sample outdated list of approved conferences is available here. A sample template letter (unofficial) may be found here. Please contact DHET for details.

Useful links:

IEEE Panel of Conference Organizers (POCO) http://ieeepoco.org/ is a conference for conference organizers. Conference organizers should budget for attending POCO.