PCIC Conference & Local Committee Guide

Final with 2010 Local Committee Comments

Scope

Local Committee

Chair

Vice Chair

Secretary

Technical Program

AV Chair

Finance

Facilities (May include separate meeting space) Publicity & Printing

Registration

Guest Activities

Publications

Conference Mailer Chair

Entertaining & Catering

Reception

Website

IEEE Local Section Liaison

Young Engineers

Sponsorship

Emeritus Chair

Special Activities & Events

Vendor Sponsored Hospitality Suites & Receptions

Author’s Screening Room

Emeritus

Author’s Breakfast

Tuesday Subcommittee Luncheon

Sunday General Program Meeting

Technical Program Sessions

Requirements of other Subcommittees

Other Meetings in Conjunction with PCIC

Hotel Comps & Upgrades (See Chair Responsibilities)

War Room

Tutorials

Author Mementos

Distinguished Guests

Conference Signage

Monday Awards Luncheon

Foreword & Scope

Foreword

This guide is a compilation of the many years of experience of local committees in preparing for and hosting an annual PCIC Conference. This guide will be updated and maintained by the PCIC Facilities Subcommittee, with the current local committee secretary.

History of the guide is as follows:

San Antonio 2000 - Originator

Toronto 2001 - Updated

New Orleans 2002 - Updated

Denver 2005 - Info provided was Included with Philadelphia 2006 Updates

Philadelphia 2006 - Updated

Calgary 2007 - Updated

Cincinnati 2008 - Info provided in 2009 included in Denver 2009 Updates

Anaheim 2009 - Updated

San Antonio 2010 - Updated

Scope

The purpose for this Guide is to provide continuity of processes, and to be a resource of information for planning and conducting annual PCIC Technical Conferences and for outlining the duties and responsibilities of the Local Committee members. It also serves as a guide for specific details of the conference.

COMMITTEE CHAIR

Operating Procedures and Responsibilities, Committee Chair

1. The Committee Chair is responsible for the organizing of a local committee and the execution of a successful PCIC Conference.

2. Selects a Vice Chair several years before the conference to assist in initial conference planning and organization.

3. In cooperation with the Vice-Chairman, if appointed at that time, prepares a conference facility requirement schedule and meets with the sales staff of several quality hotels in the host city, outlining the conference requirements as to adequate space, accommodations, reasonable rates, etc., and invites the hotels to submit written detailed proposals. It is suggested that Conference site and hotel selections give careful consideration to available hotel sizes and meeting space recognizing the additional challenges presented to the local Conference committee coordinating multiple hotel facilities. Makes final selection and recommendation to the PCIC Advisory and Awards Committee. Utilizes the PCIC suggested contract and the support of the PCIC Facilities Chair for initial contract discussions. Contacts IEEE Contract Services once a preferred hotel has been determined and forwards the initial proposed hotel contract to the IEEE for their review, comments and approval. Upon final contract approval, in conjunction with the Chairman of the PCIC, executes the contract and submits to IEEE for their final signature.

4. In conjunction with the conference vice-chair, develops a local committee of chairs and vice-chairs for each subcommittee at least 18 months prior to the conference. Share the updated Local Committee Conference Guide with all the local committee members to provide information on the particular responsibilities of all local chairs. Note that the PCIC Conference trend has been to larger local committees with additional local committee chairs and multiple co-chairs for some positions.

5. The Local Committee Chair is responsible for the financial viability of the conference. This will require oversight of all aspects of the conference, e.g., requests for complimentary rooms and services, requests for non-essential A/V equipment, careful review of banquet and catering charges, etc. The chair should review the IEEE Guide for Meetings and Conferences which will provide guidance and outline responsibilities. The Chair should consider creating several contingency models at attendances lower than anticipated with reduced expenses (ie. Reduced catering, etc) in order to control costs.

6. By working through his appointed Committee Chairs the Local Committee Chair guarantees that all functions of the Conference will be successfully operated.

7. Arranges for and calls meetings with his committee staff as is necessary for up-dating and progress reports.

8. Is responsible for submitting a preliminary budget to the PCIC Executive Subcommittee, in September two years before the Conference, for their evaluation and comments. Obtains approval of the final budget at the Winter meeting the year preceding the conference.

9. Acts as the official host of the PCIC Conference.

10. Prepares the final conference report and submits to IEEE Headquarters and the PCIC Executive Subcommittee. While preparing the final report has his Committee review and update the Conference Guide with any learning of their conference beneficial to future conferences. Final reports should be completed before the Winter meeting of the next conference to allow sharing learned information that would benefit the next conference.

11. The Conference Chair should delegate duties in the last year prior to the conference to be available to quickly address difficulties and unplanned issues in all subcommittees.

12. Works with the Facilities Subcommittee Chair on all hotel contract changes and additions and signs the changes to the contract.

Notes:

Three years prior to Conference - Appoint a Facilities Chair and Finance Chair

Two years prior to Conference – Attend the Conference to shadow the local committee. Request to be added to the distribution for the local committee minutes at least one year prior to the specific conference. Have key members of the Local Conference committee selected and also in attendance.

Two years before Conference – Initiate efforts to obtain seed money from IEEE Headquarters and local IEEE sections. The Conference will have promotional expenses for the prior year conference. It would be recommended to have $20,000 - $25,000 in seed money 18 months before the conference to cover costs of previous year promotion, the Winter meeting, initial mailers, promotional materials and shirts etc. as conference registration income will not become available to the conference until 3 months before the conference.

One year prior to Conference – All Local Committee chairs and vice-chairs shall attend the annual PCIC Conference and actively be involved to experience the process first hand. As many committee members as possible should also attend and shadow their counterpart.

Year of conference, it is imperative that ALL LOCAL COMMITTEE CHAIRS and vice-chairs attend and co-host the Winter meeting.

The minutes of the local committee meetings shall reflect all action items and the responsible committee member to insure follow-up.

The subcommittee chairs and vice-chairs shall be selected based on personal strengths and their willingness to make the required time commitments. It is also imperative to have strong subcommittee vice-chairs, as it is common to lose 2 or 3 subcommittee chairs in the last year prior to the conference due to work commitments, job transfers etc

The Local Committee Chair manages the complementary and upgrade rooms typically included as part of hotel contracts. Consideration should be given for the efforts of the PCIC officers and the PCIC local committee. Upgrades should be consistent with the importance of their position. Beyond the PCIC and Local Committee Chair, assignment of comp rooms and upgrades should reflect the needs and responsibilities of the local committee members.

At conclusion of the Conference the Local Chair should consider sending “Thank You” letters to the manager or supervisor of each Local Committee member. Without this support the Conference would not be the great success it has been.

VICE CHAIR

Operating Procedures and Responsibilities, Vice Chair

1. Serves in the place of the Chair if absent at meetings or otherwise unable to perform his duties.

2. Assist in the preparation of Conference budget with local conference Chair, Finance Chair, and Facilities Planning Subcommittee for submission to Executive Subcommittee at their Winter meeting the year preceding the conference.

3. Assist in planning meetings, job functions and responsibilities to ensure a successful PCIC Conference.

4. Assists in liaison activities among local committee chairs.

5. Coordinate all activities between the Emeritus sub-committee and the Local Conference Committee if the local committee has not defined a specific Local Committee Emeritus Chair.

6. Assist the Local Publicity Committee with plans for overall promotion of the Conference with a focus on the promotion of the conference city to our historical base of attendees. Develop attendance by creating a new base of potential attendees from the local region through the local IEEE sections, Chapters and organizations which are involved directly or indirectly with activities which embrace the scope and mission of the PCIC. Be advised that there are some locations where active local IEEE/IAS sections have little or no interest in the PCIC conference.

7. Vice Chair should be responsible for assisting the Sponsorship Chair with the planning of solicitation of sponsors for general and guest breakfast sessions for Monday, Tuesday and Wednesday as well as sponsors to offset PCIC overall costs such as electronic registration, Web site expenses, young engineer and Emeritus luncheons, etc. The Chair and Vice Chair may appoint a specific “Sponsorship Chair” to work with their vice Chair if possible and practical. A Sponsorship Chair appointment should provide efficient communication and quick response to the needs of the Vendors who are such a valuable financial asset to the conference on a yearly basis.

8. The Vice Chair shall be one of the three official signatories for all local committee bank account checks. The other two signatories are the local conference chair and the local committee financial chair.

9. The Vice Chair shall coordinate requirements of affiliated meetings not specifically sanctioned by IEEE/IAS-PCIC. As an example this may include API, PIP, or individual company technical or sales meetings prior to or after the conference. The local committee’s objectives are to accommodate such meetings in our negotiating space, as well as A/V and food/beverage rates. However it is not expected that the local committee should bear any expense for such meetings.

Note: It is recommended that the Vice Chair should be someone that has been an active PCIC attendee who recognizes the needs and value that the conference has in order to best replace the local Chair if required.

LOCAL COMMITTEE SECRETARY

Operating Procedures and Responsibilities, Secretary

Performs function of Secretary at all Local Conference Committee meetings, keeping minutes and record of assignments and action items

Responsible for prompt issue of minutes and records to ensure all Local Committee Chairs are fully apprised of their assignment.

Maintains updated committee Roster with Committee changes and contact information changes

Assists PCIC Secretary as needed in preparation of the Winter Meeting report

Assists in planning meetings, making meeting arrangements, planning job functions, and any matter to insure a successful PCIC Conference

Assists in liaison activities between committee chairs and handles special assignments not falling under established committees.

Assists the Publicity Chair with Conference Mailer for next year

Recommended Volunteer to work with Publications Chair on this task

Send Mailer information to Publications Chair by February 15. (Preliminary Mailer should be mailed out to be received April/May timeframe.) Note: Responsibility for the Mailer may be delegated to a dedicated Conference Mailer Chair at the Local Committee’s discretion.

Coordinates the Post conference update of the Local Committee Operating Manual

Leads preparation of the Local Committee Final Report for the January meeting

Collect data from all committee chairs to compile the final report including the data tracked yearly by the PCIC Facilities chair to assist in future conference planning.

Insure that all necessary data is received by November 15 and compiled prior to the January meeting. The Local Committees final report shall be distributed via CD-Rom, with a paper binder optional.

Help coordinate and confirm accuracy of information for the Social Calendar that is handed out at PCIC. The Social Calendar consists of vendor hospitality suites and social functions with room numbers and locations.

See Typical Social Calendar Brochure Information Below:

(EXAMPLE)

TECHNICAL PROGRAM CHAIR

Operating Procedures and Responsibilities

Develops with the PCIC Committee Vice-Chair, (who is responsible for the technical program), a Conference program that is complete, and coordinates that program with other activities of the Conference

Handles the development and presentation format of the general and joint technical sessions

Is responsible during the meetings for all tools and services required, such as projectors, public

address systems, screens, microphones etc. Works with the Facilities Committee and Conference AV chair (if defined separately) to be certain that projectors, screens, microphones, etc., are in the rooms for the sessions and arranges for the operators (using Emeritus members if practical) as is necessary for each session. Canvasses each Subcommittee Chair to determine the particular needs of his subcommittee. Also works with the Working group chair to schedule and equip all working group meetings.

Organization is the greatest asset for the Local Technical chair. He is primarily responsible to assure that the Technical Sessions and Subcommittee and other meetings are in suitable rooms with the right AV and other equipment.

One Year Before

Contact the current Technical Program Chair and arrange for meeting at the upcoming conference.

Meet with other Technical committee members (General Program Chair) and begin developing relationships with them.

Solicit at least 4 people for help during the conference, making sure that these people:

Will attend the conference

Will dedicate the time necessary during the conference (i.e. no other conference or personal duties that will interfere with conference assignments)

Are reliable and dependable

Identify at least 2 people to backup in the case of schedule conflicts

Begin to consider whether an independent firm or host hotel will furnish audio/visual needs for the conference well before the January or February Winter meeting.

Send the first draft of the A/V requirements to the companies that are being considered as providers of the audiovisual needs. Details should include: