Call for Proposals for IEEE Region 10 Student/YP/WIE Congress 2015 / 2014

Dated: 7th July 2014

Call for Proposals for IEEE Region 10 Student/YP/WIE Congress 2015

Region 10 Student Activities Committee (R10 SAC), YP and WIE committees are planning to host thecombined IEEE Region 10 Student/YP/WIE congress 2015 to provide the platform for students /Young Professionals / WIE membersto interact and share the knowledge, skills and ideas. The platform will also provide an opportunity to interact with the senior IEEE volunteers and experts from the industry. It is one of the biggest events of IEEE Asia-Pacific (Region 10) and participants are expected from all around the Asia, Pacific and invited speakers / IEEE dignitaries around the globe.

The congress is intended to inspire and motivate the student / YP / WIE communities to take up leadership and to make innovative contributions through IEEE to the communities in the years to come.

IEEE Region 10 Student/YP/WIE congress 2015will provide a venue for the current IEEEleaders to interact with the future IEEE leaders, the Student / YP/ WIE members and industrial representatives around the Region 10 and globe. The program is expected to have a participation of 250 (200-220 from Region 10 and 30-50 from IEEE HQ and Regions 1-9)

The Region 10 SAC, YP and WIE call for proposals for the IEEE Region 10Student/YP/WIE congress 2015, any vibrant Section of the IEEE Region 10, qualifying the eligibility conditions are welcome to bid for the up-coming congress. To cope with the congress aim, proposals from the active Sections having the Student Branches, YP Affinity Group and WIE Affinity Group are highly appreciated. Be a part of something special and get involved into the biggest event of IEEE Region 10.

Prior to submission, it is expected that proposer Section will support this event financially and will engage students from Student branches and members of affinity groups (YP, WIE) in their Section. The proposal should be concise, creative and informative. The event will be held around June-July 2015.

All proposals should be submitted by email to the following by Sunday, 15thAugust 2014.

  1. Eng. Om Perkash, R10 Student Activities Coordinator
  1. Prof. Takako Hashimoto,R10 WIE Coordinator
  2. Dr. KoKikuta, R10 YP Coordinator
  3. Mr. PasanPethiyagode, R10 Student Representative
  4. IEEE Asia-Pacific Office,

Best wishes,

IEEE Region 10 SAC/YP/WIE Committees

A. Some Facts/ Norms for IEEE Region 10 Student/YP/WIE Congress

  1. The proposeris expected to betheSection of IEEE Region 10 and should collaborate with Student Branch, YP Affinity Group and WIE Affinity Groups.If the proposerSection does not have presence of YP and WIE affinity groups, it should demonstrate an understanding of YP and WIE goals in the proposal.
  2. The proposer Section is expected to sign a Memorandum of Understanding (MoU) with IEEE Region 10.
  3. The proposal is restricted to one per Section. New Sections will be given precedence over the sections who have organized this congress before.
  4. The event will be a 4 day event with accommodation provided for 3 days. (E.g. Starting on Thursday evening, finishing on Sunday noon, with accommodation for Thursday-Saturday. The conference room requirement will be for 2 half days and two full days, making it a 4 day event)
  1. There will be combined (plenary sessions) and parallel sessions for Student / YP / WIE.
  1. The conference facility should be top class with an auditorium to seat 250 delegates and 4 to 5 rooms to accommodate at least 30 participants for group discussions/ parallel session / other meetings, all Air conditioned / centrally heated.
  1. Major funds will have to be generated by the host Section through working closely with industry and raising sponsorships.
  1. The monetary support from R10 SAC, YP / WIE committees will be limited to US$ 10,000 for the event. This support will be provided only when organizers are unable to generate the funds from local organizations (Section, Industry, University/institute, and Government).
  1. The hosts should make an effort to generate additional funds to partially sponsor (e.g. US$ 500 each) the travel / waive the registration fees of few delegates from deserving small/new section of region 10.
  1. The Registration fee will be limited to USD 150 for the student / YP / WIE participants. Any of commission for wire transfer or credit card processing should be covered by the hosts.
  1. Accommodation for delegates should be in single (preferably) / double / triple occupancy and all registered delegates will be treated equally. The rooms should be well furnished with Air Conditioning / central heating. Pictures of these rooms could be included in the proposal.
  2. Accommodation for the dignitaries should be arrangedin good quality hotels (preferably 4 stars or more). Please ensure that business services like Fax, (wireless) Internet, and printing are provided in the hotel.
  1. Food provided should be of high quality and must comprise of all life styles ( Continental, vegetarian, Halal food)
  2. The venue should be easily accessible by train and road.
  3. Organizing Committee must have representation from Section Executive committee.
  4. Required documentssuch as the balance sheet and the program should be kept up to date, and be immediately provided on demand from R10 SAC / YP / WIE Committees.
  5. Sections in Region 10 will be requested to financially sponsor 2-5 students / YP / WIEdelegates for the event, including travel & Registration fee.
  6. Apart from the proposed program schedule, the final program schedule will be decided by Region 10 SAC / YP / WIE committees.
  1. Participation of IEEE Dignitaries from Head Quarters, Region 10 and other regions will be ensured by the R10 SAC / YP / WIE committees.
  2. IEEE R10 Student/YP/WIE committees play the vital role in the organization of this event. The committee chairs / representatives shall be leading this event remotely with the support of local organizing committee.
  3. It is required for the organizers of the congress to submit the financial report to IEEE Region 10 committees within 30 days after the congress. The R10 treasurer will review the report and ask for clarification in case of any doubt.
  4. It is expected that organizers in consultations with IEEE Region 10 committees will survey the participants at the end of the congress and will publish the formal report to IEEE Region 10 Newsletter.
  5. A special R10 newsletter supplement is expected to be released. Organizers are expected to cooperate with IEEE Region 10 Newsletter coordinator in this regard.
  6. A representative from IEEE R10 SAC/YP/WIE committees will be appointed to the organizing team. His/her post will be “General Chair”.
  7. In case of conflicts, decisions will be taken by IEEE Region 10 SAC/YP/WIE chairs in consultation with R10 Director, those shall be final decision.
  1. Eligibility for the organization committee to apply for IEEE Region 10 Student / YP / WIE Congress
  1. The organization committeeshould have played active roles in the past 3 years. Please provide proof along with the proposal.
  2. Section must have a Student Activity Coordinator (SAC), YP Coordinator and WIE Coordinator in case affinity groups are present.
  3. The organization committee by itself or jointly with Section should have prior experience in coordinating joint programs of IEEE.
  1. International IEEE programs
  1. National or Semi National IEEE programs
  1. Section or State IEEE programs

Please provide brief details with photographs

  1. The organizing committee / Section should be showing exceptional good work in the IEEE areas of interest and its student activities. Any awards from IEEE could be mentioned to prove the achievements.
  2. The organization committee must have at least 20 Student/YP/WIE volunteers to support this event.
  3. The congress chair, the student branch counselor / section appointed representative must be ultimately responsible for all congress activities to Region 10.
  4. By submission of the proposal, it is assumed that proposer has agreed to all the items required of the organizer under section A.
  1. The Proposal for IEEE Region 10 Student/YP/WIE Congress
  1. Three documents needs to be prepared + optional promotional documents
  2. Eligibility Proof (Mention the School Code in case of Student Branch)
  1. Word Document detailing the proposal as in C3 section below.
  1. Automated Presentation (PPT) to give an overview of the proposal (5 minutes).
  1. Any other promotional documents specific to the proposed congress (optional)
  1. The eligibility document should be able to prove the eligibility constrains of the organizing committee as given in B (above)
  2. The Word Document detailing the proposal should contain the following
  1. The Congress Theme, Punch Line, Vision, Mission of its own
  1. Proposed Venue (Tentative date is first week of July 2015)
  1. Desired Objectives
  2. Student Branch / YP / WIE goals for the Congress
  3. Congress detailed schedule includingthe information of how many Student/YP/WIE and joint sessions are to be organized in the Congress.
  1. Reasons for Application (apart from proposer eligibility)
  1. Proposed Event Schedule – Matching with the theme
  1. Facilities and other amenities to be provided
  1. Proposed Budget (Expected Income / Expenditure) in USD and local currency for 250 participants for 4 days/3 nights including food and accommodation.
  1. List of potential sponsors with their letters of intention (LoI) if available.
  2. List of Organizing Committee Members
  3. Checklist & Timeline for congress management (cf. “How to organize an IEEE Conference: Checklist & Timeline
  1. Others if any
  1. The Automated Presentation needs to be an overview of the Word Document and should be restricted to 5 minutes
  1. Any other promotional documents like flyer, brochure, poster, website prototype, videos that would be specific to the proposed congress would be highly appreciable.

GENERAL INFORMATION
1)Proposer Information
Section Student Activities Chair
Name
Contact Number
Email Address
Designation / Company
IEEE Experience
YP Affinity Group Chair
Name
Contact Number
Email Address
Designation / Company
IEEE Experience
WIE Affinity Group Chair
Name
Contact Number
Email Address
Designation / Company
IEEE Experience
2)Committee Information
Proposed Student/YP/WIE Congress Chair
Name of the Person
Affiliation (SB / Affinity group)
Contact Number
Email Address
IEEE Experience (Top 5)
Other Remarks
Proposed Committee
Student Track leader / Vice Chair / Email
WIE Track Leader / Vice Chair / Email
YP Track Leader / Vice Chair / Email
Secretary / Email
Treasurer / Email
Program Director / Email
HR Director / Email
Logistic Director / Email
Publicity Director / Email
IT Director / Email
P.R Director / Email
Others (if any) / Email
3)Budget Information (Please make appropriate modifications)
Income
Item / Unit (Local) / Unit (USD) / Quantity / Total(Local) / Total (USD)
Section Support
Registration Fees
Sponsorship
Sponsor1
Sponsor2
Sponsor3
Any Other Subsidies
…
Total Congress Income
Region 10 Loan Principal
Total Receipts
Expenses
Item / Unit (Local) / Unit (USD) / Quantity / Total(Local) / Total (USD)
Accommodation for Delegates
Compulsory Meal Allowance
Breakfast
Lunch
Dinner
Coffee Break
Formal Dinner
Social Events
Registration Packs
Workbook
Name Tag
Tourism
Program
Misc.
…
Total Congress Expenses
Region 10 Loan Repayment
Total Outlays
4)Section Information
Section Name
Section Chair’s Name
Contact Number
Email Address
Endorsement from Section Chair
Signature of Section Chair
1 / REGION-10 STUDENT ACTIVITIES / YP / WIE COMMITTEES