Technical meetings, including Conferences, Symposia, and Expositions activities of CASS, are conducted under the jurisdiction of the CASS Vice President – Conferences, and shall follow the IEEE guidelines for organizing such technical meetings.
7.1 IEEE MEETING RESOURCES
Meeting organizers are encouraged to consider the following services offered by IEEE.
7.2. SANCTION OF TECHNICAL MEETINGS
Technical meetings shall require the following approvals in order to be held under the auspices of and/or with the support of CASS.
7.2.1 Publication Guide Adherence
All CASS-sponsored Technical Meetings, and all CASS-co-sponsored meetings where all other co-sponsors are IEEE Societies or Councils, will adhere to procedures contained in the guidelines. These include but are not limited to (a) 20% projected surplus, (b) differential registration fees between IEEE and non-IEEE members, and (c) signatory authority on all bank accounts by two CASS volunteers (VP – Conferences and VP – Financial Activities) and the signature of the IEEE Staff Director – Financial Services or designee. Exceptions to this policy can be made with the majority approval of the President, Past President, President Elect and VP – Financial Activities.
7.2.2 Criteria for New Conferences
18.104.22.168 New Sponsored or Co-Sponsored Conferences
New Conferences in which CASS is the sponsor or co-sponsor shall require the following clearances:
- Review by the CASS VP – Technical Activities
- Approval by the Conference Activities Division, including approval of the proposed budget
- Budget review by the CASS VP – Financial Activities
Subsequent notification shall be made to the cognizant Society Chapter Chair and IEEE Regional Section Chair.
22.214.171.124 New Technical Committee Workshops
New workshops sponsored or co-sponsored by one or more of the Society’s Technical Committees or Chapters, or with other organizations shall require the following clearances:
(1) Approval by the cognizant Technical Committee(s)
(2) Approval by the Conference Activities Division, including approval of the proposed budget
Subsequent notification shall be made to the cognizant Society Chapter Chair and IEEE regional Section Chair.
126.96.36.199 Meetings Having “Technical Cooperation” or “In Cooperation” Status
3.Technical meetings for which the Society provides no direct financial sponsorship shall require the approval of the Conference Activities Division. The VP – Conferences will subsequently read these actions into the minutes of the ExCom.
7.2.3 Ongoing or Repeating Technical Meetings
Technical meetings of any description in which the Society has previously participated require approval by the Conference Activities Division, which includes approval of the proposed budget. For ongoing or repeating technical meetings having technical sponsorship and technical co-sponsorship status, approval of the Conference Activities Division shall be required for each instance of CASS participation. The VP – Conferences will subsequently read these actions into the minutes of the ExCom.
7.2.4 Report to BoG
The CASS VP – Conferences will report to the BoG concerning all conferences with which CASS is associated.
7.3 CONFERENCE BUDGETS & CONTRACTS
7.3.1 Budget Adherence
Every technical meeting with sponsorship by CASS is expected to follow its budget. The meeting will discharge all of its debts and meet the surplus as committed in the original budget.
7.3.2 MOU’s AND CONTRACTS
All contracts and MOU’s between CASS with other organizations (e.g. meeting management and hotel contracts) must be approved by the VP – Financial Activities with the advice of the EO.
188.8.131.52 Hotel Booking Agents
It shall be the policy of CASS not to use booking agents whose specific purpose is to engage hotel sleeping rooms on behalf of conferences, workshops, or other technical meetings, and who derive their income from direct payment or commission. When the meeting organizing committee believes an exception to this policy is warranted, a recommendation from the Conference Activities Division followed by the express, written approval of the ExCom shall be required.
7.4 MEETING ORGANIZATION COMMITTEE EXPENSES
No expenses for the meeting organization committee (e.g. travel, complimentary rooms, and registration waivers) are to be charged to the conference unless explicitly included in the conference’s approved budget.
7.5. CONFERENCE RECORDS
7.5.1 Adherence to Electronic Publication Criteria
All CASS conferences are required to adhere to IEEE’s electronic submissions as outlined on http://www.ieee.org/conferences_events/conferences/organizers/pubs/conference_publications.html. Failure to do so will result in fees charged by IEEE for noncompliance.
7.5.2. Post-Conference Distribution
IEEE’s Conference Publication Program (CPP) handles the acquisition and exclusive post-conference distribution of conference content for conferences sponsored and co-sponsored (either financially or technically) by IEEE organizational units such as CASS, according to the guidelines published on http://www.ieee.org/conferences_events/conferences/organizers/pubs/cpp.html. The Conference Organizer or General Chair submits any Conference Publication Form for a conference fully sponsored by or co-sponsored for at least half by CASS.
7.6 Conference Closing
Any technical meeting in which the Society has a financial participation and that is an “approved” IEEE meeting shall meet the requirements of IEEE for speedy closing, and shall not incur penalties for late closure, except with the express, written permission of the CASS VP – Conferences and the VP – Financial Activities. Conferences must be scheduled to close within six months of the event, to avoid the fines that IEEE imposes on CASS for conferences that close late.
7.7 E-MAIL AND OTHER MAIL LISTS
All e-mail and postal mailing lists generated by technical meetings sponsored solely by CASS are solely owned by the Society and may be used only in conjunction with normal CASS-sponsored activities, as approved in writing by the Society’s Executive Office. Such permissions will be given on a one-time-use-only basis and with the understanding that the technical meeting using the e-mail or postal mailing list will provide any modifications, additions, or deletions back to the Society, or its designated agent for e-mail or postal mailing lists, upon completion of the technical meeting. Further, should a cost be incurred by the Society’s designated agent for e-mail or postal mailing lists to provide said lists, the technical meeting may be charged a fee to cover those costs.