Conference Services
The IEEE Photonics Society Conference Services staff recognizes that time constraints have made it difficult for volunteers to fulfill the responsibilities associated with successful conference management.
Whether your request requires full management, or support within a specific area, we are pleased to offer the following services which can be tailored into a management plan to meet the specific needs of your conference.
View our services:
PROJECT MANAGEMENT & COORDINATION
IEEE/Photonics Society Conference Services will work closely with the Conference Organizing Committee to plan, operate and manage the meeting using experienced, dedicated staff supported by state-of-the art software. A Conference Administrator will be designated to serve as the contact point for the conference committee, vendors, personnel and volunteers.
SITE SELECTION & CONTRACT NEGOCIATIONS
We will provide numerous site alternatives based on specifications established by the organizing committee. We will assist the General Chair and Local Arrangements Chair in identifying the best choice for the event and use the tremendous volume IEEE brings to the industry to negotiate a cost effective hotel contact.
ADVANCE & ON-SITE REGISTRATION
We will perform all the tasks associated with the advance registration process including: the coordination of designing the registration application, receiving the forms, opening a registration site solely dedicated to the conference for on-line registration, making bank deposits, processing credit card payments.
We will work closely with the Organizing Committee to implement an on-site registration process utilizing the latest in registration processing systems and computer equipment. We will provide experienced management staff to supervise and perform this function including data entry and clerical help. A unique multipurpose statement will be generated for each registrant and will include a name badge and other important information.
BUDGET & FINANCIAL MANAGEMENT
We will assist with budget preparation and will monitor revenues and expenditures against the approved budget. Detailed records of all transactions will be maintained, insurance coverage will be obtained, and invoice and reports will be issued to accounts payable and receivable. Our staff will perform all banking and accounting procedures, or we will support the finance chair in completing these functions.
TECHNICAL PROGRAM MANAGEMENT
We will serve as a collection point and administration center for all abstracts and papers submitted in response to the Call For Papers. We will record the appropriate information and send acknowledgments. We will work closely with the technical program committee during the scoring, accept and rejection process. We will act as an interface between the authors, Program Chair and Publications Chair. All scoring results will be tabulated and authors will be notified. The information gathered will be used to develop the advance and final programs. The conference record will be prepared to go to press.
PRINTING SERVICES
We will identify alternatives for printing services for the Call For Papers, advance and final program, and the conference CD Rom. We will also coordinate the publishing and printing process.
PUBLICITY
IEEE/Photonics Society Conference Services will develop an individual publicity/public relations program in concert with the conference Publicity and Public Relations Committee. We will prepare meeting announcements and advertisements, news releases and e-mail blasts.
FACILITY MANAGEMENT
We will prepare written specifications for the management of the host facility that define audio/visual requirements, room layouts, food and beverage needs, billing instructions. We will provide on-site staff support to oversee all aspects of the conference while in progress and will handle post conference responsibilities.
WEBSITE DESIGN & MANAGEMENT
Having a web site to support your conference is important to provide attendees with all relevant information concerning the event.
We can take some of the effort out of organizing your next conference by providing effective online management tools.
