Chapter C

Chair/Vice-Chair

  IEEE MTT‑S International Microwave Symposium

Guidelines and Procedures Manual

 

 

 

Prepared by Edward C. Niehenke (1992)

Updated by Donn T. Harvey  (2003) and Fred Schindler (2009)

Reviewed by Jim Crescenzi (2003)

Updated by Dick Snyder (2003)

 

Table of Contents

 

1.    Chair's Responsibility

2.    Vice-Chair's Responsibility

3.    Steering Committee Structure

4.    Committee Meetings

5.    Chair's Checklist of Major Events

6.    Appendix

7.      Multiyear Key People

8.      IMS Recent Reports
8.1. IMS2006

   8.2 IMS2008

   8.3 IMS2009

   8.4 IMS2010

   8.5 IMS2011

   8.6 IMS2012

   8.7 IMS2013

   8.8 IMS2014

   8.9 IMS2015

   8.10 IMS2016

   8.11 IMS2017

           

 

 

 

 

1. Chair's Responsibility

 

The Chair of the IMS steering committee provides the leadership in running the IMS. The Chairmen’s responsibilities include:

 

  1. Leading the proposal effort.
  2. Recruiting the members of the steering committee.
  3. Providing the members with the necessary information to do their job.
  4. Setting the committee meeting dates.
  5. Running the committee meetings.
  6. Reporting to AdCom on the status of the Symposium.

 

A great deal of preparation is required to run a successful symposium, and the Chair provides the leadership, management, drive, enthusiasm, support, and coordination.  The Chair should suggest new initiatives that represent innovation from prior years and encourage others in his Steering Committee to do the same.

 

The Chair should be first and foremost, a manager, and should be familiar with the normal management tools commonly available in the business world, including basic accounting, data base usage and project management. The Chair should also be skilled at managing people and groups of people, especially at keeping people motivated. The Chair should think in terms of the skills available within the Steering Committee, maximizing the use of the skills while outsourcing time-consuming tasks or those involving steep learning curves (such as relate to hotels, Housing Bureau, food, tours and paper management) to professionals.

 

The Chair should take advantage of the experience of the previous IMS chairmen and contact those chairmen that he/she feels would provide sound advice and act as a sounding board for direction and the resolution of issues as they arise. The Chair should be in close contact with the IMS Executive Committee (IMSEC) chair. The sharing of experience and the management of a large group of volunteers will shorten the learning curve for new chairmen.

 

2. Vice-Chair's Responsibility

 

The Vice-Chair presides in the absence of the Chair and assists the Chair in tasks requested by the Chair.  Some Chairmen choose not to have a Vice-Chair, some choose to have more than one with purview over specific areas.  It is recommended to select a Vice-Chair that you have worked with and has your full confidence in preparing the IMS. 

 

 

3. Steering Committee Structure

 

A typical committee structure is shown below. In 2009 a 4th major grouping was added with all Publicity and Publications items. There are many variants in organization from year to year, and the Chair should organize his Steering Committee to suit the specific skills of his people and any particular local conditions or circumstances.

 

 

 

 

 

 

 

General Chair

Technical Program Committee

Operations Committee

Local Arrangements Committee

At Large Members

Exhibition

A/V and IT

Electronic Submissions

Public/Press Relations

AdCom Meeting

Micro Apps

Finance

Banquet

Open Forum

Historical Exhibit

Convention Center

Panel Sessions

Liaisons

Functions (Food)

Publications

RFIC Liaison

Guest Program

Digest

ARFTG Liaison

Hospitality Suite

CD/ROM

International Liaison

Hotels

Transactions

University Liaison

Signage

Special & Focus Sessions

Logo and Branding

Special Events

Student Competitions

Photography

Transportation

Workshops

Protocol

Destination Management (Meeting Planner)

Plenary Session

Gifts

 

Surveys

Protocol List

 

 

Publicity

 

 

Advanced Program

 

 

Final Program

 

 

Registration

 

 

Administration

 

 

Web Site

 

 

Each committee operates in a manner best suited to the individual contributors and other local circumstances. Some committees have only a chair while others have a chair and a vice-chair. Others have co-chair where the workload is balanced between the two individuals. One person must be designated as the primary co-chair for the purpose of calling the meetings.  In any case, there should be enough people to get the job done, and the jobs should be clearly outlined so that all tasks get carried out. The General Chair should ensure that this is done.

 

4. Committee Meetings

 

            It is the General Chair’s responsibility to organize periodic Steering Committee meetings to monitor the group’s progress. The format of these meetings is at the Chair’s discretion.  Some Chairmen have had lengthy formal meetings with all committee members in attendance while others have sub-committee meetings with a less formal structure. To provide continuity between these committees the General Chair attends as many of these committee meetings as possible. Often another group called the Executive Committee was formed. Such a committee consists of the General Chair, Vice Chair, Operations Committee Chair, Local Arrangements Chair, Technical Program Committee Chair and any senior at-large members.

 

            IMS2009 held monthly Steering Committee meetings on a weeknight in a central location where dinner was served. These were information exchange meetings and typically ran 2 hours. One of the primary functions they served was to ensure all major activities stayed on schedule. Various sub-committees held occasionally meetings to discuss controversial items, or to coordinate in more detail.

 

Many Steering Committees make use of web meetings and teleconferences, particularly if members are too geographically separated for regular face to face meetings.

 

It is important to stay in close coordination with the Exhibition Manager and the IMSEC. To accomplish this there should be periodic teleconferences, bi-weekly at first and progressing to weekly 5-6 months before the IMS.

 

  It is critical that all data is conveniently stored and shared. SharePoint sites are available via the MTT Webmaster and are highly recommended.

 

Coordinating with RFIC and ARFTG is also important. Although it is normal to appoint liaisons in the Steering Committee for both events, the General Chair should hold periodic meetings with RFIC and ARFTG Chairs. Monthly phone calls are adequate.

 

 

5. Chair's Checklist of Major Events

 

There are many things to be done and the most difficult task is often remembering all the items that must be covered. Table C-1 lists a checklist for the Chair and for major events for the steering committee. More detailed checklists are found in this guideline under each IMS committee staff member's report.

 

Table C-1. Chair's Checklist of Major Events

Date

Event

-9 years to Symposium

Local group, typically from an MTT-S chapter, expresses interest in hosting an IMS Symposium. Often a Chair is designated by chapter.

- 8 years 11 months

Chair contacts MTT-S AdCom IMS Site Inspection and Negotiation Committee (SINC) Chair expressing interest in hosting IMS and obtain details for appropriate year to host the IMS.  Chair selects a window of dates to host the IMS. The IMS is generally held during the first two weeks of June. Some IMS are in late May (Warm locations). Chair contacts IEEE for possible conflict with other symposia. Chair contacts local convention bureau to determine dates available and selects date for

IMS. Place a tentative hold for convention center and hotels.

- 8 years 10 months

Chair writes a letter of intent for the local chapter to host an IMS Symposium to MTT-S SINC.

- 8 years 6 months

SINC Chair will advise on dates for a site visit and schedule for proposals to AdCom.  Generally, proposals from two cities for the same year are submitted for voting by AdCom.

-8 years 5 months

Chair recruits key local steering committee members.  Make sure each committee member is aware of his or her duties.

-8 years 4

months

Chair organizes preparation of proposal to host IMS.

-8 years 3

months

Chair and Local Arrangements chair work with local CVB on hotel block and planning for SINC visit. SINC visit occurs in this timeframe.

-8 years

Chair presents proposal to MTT-S AdCom

- 7 years 11 months

If proposal is not selected, the Chair should be prepared to resubmit for a future year based on guidance from the SINC Chair.

If selected

- 7 years to -3 years

Notify IEEE of the conference name, dates,

and general Chair so the conference can be placed in the

IEEE Conference Calendar.

Complete filling out the bulk of the Steering Committee assignments.

If necessary, contract with a meeting planner.

Work with local arrangements chair and meeting planner to finalize hotel block and negotiate contracts.

-5 years to -3 years

Chair organizes IMS committee meetings (approximately once a year) to keep steering committee together and build enthusiasm for IMS

-4 years to IMS

Chair prepares AdCom reports to be presented at IMSEC meetings. Keep up to date on IMS attendance for possible changes required for meeting rooms, hotel rooms, etc. Watch for successful innovations that should be continued, or opportunities for further or new innovation.

-3 to -2 years

Publicity committee design logo and layout.

-3 to -2 years

Chair requests conference loan from MTT Budget Committee

-3 years and up to IMS

Chair organizes Steering Committee meetings, initially quarterly, then increasing to monthly at 18 months.

-28 –20 months

Chair submits Conference Information Schedule to

IEEE Treasurer completes Request for Conference Insurance for all events of IMS.

- 18 months

Chair and finance Chair begin preparing budget.

-16 months

Technical program chair collects legacy data from prior year chair; solicits feedback on potential TPC members from subcommittee chairs and about potential subcommittee chairs.

-14 months

Technical program chair selects TPC members. Sends out invitation letter to members for first meeting at previous years' IMS.

-14 months

Technical program chair and publicity chair prepare advance Call for Papers using the prior year Call as a starting point

-1 year

Final budget is submitted to MTT Budget Committee

-1 year

Chair works with exhibition manager and Publicity Chair to solicit proposals from PR firm(s).

PR plan should be outlined.

-1 year

Have as many Steering Committee members as possible attend the previous year's IMS to meet with that committee to get exposure to IMS operations. Committee members should “shadow” their counterparts during Microwave Week.

-1 year

Local arrangements committee finalizes all hotel contracts, obtaining actual rates consistent with previous negotiations.

-1 year

Call for Papers is distributed to all IMS attendees

Wednesday

of previous

years IMS

Technical program Chair hosts TPC meeting luncheon

June to September prior to IMS

Send out Call for Papers to IMS mailing list plus MTT Society members plus additional Society members (could include AP, ED, SSC, AES, Photonics, CPMT, UFFC)

September to October prior to IMS

Local Arrangements and Meeting Planner select and contract housing bureau.

November -

December

prior to IMS

TPC meeting plans are finalized with RWS organizing committee

December prior to IMS

 

Local Arrangements and Meeting Planner finalize information required on Conference Housing Room Request form.

Prior to TPC Meeting

Provide Exhibition Manager with all Program material other than Technical Program Listings no later than the date of the TPC meeting.

January prior

to IMS

TPC Meeting

Technical Chair and his committee conduct TPC meeting including reception prior to meeting. Papers selected for IMS.

Local Arrangements to arrange for photographer to take pictures at TPC meeting for Symposium Digest, Program Book, Magazine etc. IMS TPC arranges sessions at Symposium, including the parallel sessions and open forum. Workshops, panel sessions, and focused sessions to be handled by local steering committee.

January prior

to IMS

Present updated plans to IMSEC and AdCom. Present updated forecast to Budget Committee.

January-February

prior to IMS

Publicity committee, with assistance of IMS committee prepares advance program. The Chair must be insistent that the committee meet deadline dates so that the advance program will be in the hands of members by April.

Chair writes "Invitation from Chair" for program as well as for Magazine.

January – May of IMS

Symposium Digest Chair makes sure papers received, Digest

information received from all IMS committee and others, i.e.,

Awards Chair.

January of

IMS to IMS

Local Arrangements and Meeting Planner to prepare Day Book which is a listing of events, scheduling, and requirements. This is a central collection point for scheduling all events of the IMS. Keep up to date. Two Day Books are needed, one for the Convention Center and one for the Headquarters Hotel.

January of

IMS to IMS

Local Arrangements to arrange for audiovisual, transportation,

all meals, banquet, entertainment, hospitality rooms, signs, speakers preparation rooms, open forum, speakers, breakfast, RFIC arrangements, ARFTG arrangements, panel sessions, workshops, photographs, and continental breakfasts.

Work with exhibit manager and exhibit decorator of specific room sets (such as poster sessions) and signage plans.

February of IMS to April of IMS

Chair works with Protocol Chair to finalize protocol lists. Meeting Planner sends out invitations.

Saturday and Sunday prior to Symposia

Present updated forecast to Budget Committee, overview to IMSEC and AdCom

Week of Symposia

Chair delegates to committee jobs required. Do not assign yourself any jobs that could be handled by a committee member.

Have a short meeting with the committee each morning to review symposia activities.

Monday of IMS

Chair's reception dinner for AdCom, past presidents, members of Symposium Steering Committee, new fellows, award recipients, etc.

Monday Evening or Tuesday Morning IMS Opening Session

Welcome the attendees to the IMS at the plenary session and introduce speakers.

Wednesday of IMS

IMS Banquet - Welcome the attendees to the banquet.

Wednesday evening of

IMS

Chair's reception. It is customary for the Chair to host a

reception after the IMS banquet for the local committee,

members of MTT-S AdCom, new fellows, award recipients, etc.

IMS Close - Friday

Thank members of committee for work and set date for thank-

you dinner

IMS Close - Friday

Request that all committees submit their input to the final report. Have a committee member like the secretary receive and compile the report with your assistance. Request inputs due about 1 to 2 months after IMS. It is important to get the inputs while things are still fresh in the minds of the committee.

About 1 to 2

months after

IMS

Chair's thank-you dinner. Have a thank-you dinner for all members of committee. It is suggested that dinner be scheduled after the date for inputs for final report are due.

Within 1

month of IMS

Treasurer to return loan to IEEE.

 

Within 3

months after

IMS

Treasurer to pay all outstanding bills, transfer partial IMS surplus to IEEE. Prepare preliminary treasurer report for IEEE.

 

December

after IMS

Members receive MTT-S Dec. Transactions Symposium Issue.

 

Within 8

months after

IMS

Treasurer to have both MTT audit by past presidents council and professional audit. Return surplus to IEEE. Complete final treasurer report.

 

Within 6

Months of

IMS

Publish IMS Final Report.

 

 

6. Appendix

 

This section contains IEEE forms and reports from the Steering Committee Chair and Vice Chair.

 

The IEEE documentation is now all online. Go to http://www.ieee.org/web/conferences/organizers/required_documentation.html. It is particularly important to click on the “IEEE Conference Information Schedule” link and fill out the form. This puts the IMS on the searchable IEEE calendar.

 

2009 Transactions editorial

2009 Magazine Article

 

7. Multiyear IMS Key People

IMS_Multiyear_Key_People\Multiyear_IMS_Key_People.xlsx

8. IMS Recent Reports

 

8.1 IMS2006

IMS2006_Reports\IMS2006Report-MicrowaveMagDec2006.pdf

IMS2006_Reports\Summary-MicrowaveMagreport.pdf

IMS2006_Reports\2006_ MTT-S_ FULL_ PROG.revised.pdf

IMS2006_Reports\RFIC2006_ Program.pdf

IMS2006_Reports\ARFTG_Technical_Agenda.pdf

 

8.2 IMS2008

IMS2008_Reports\IMS2008_StatusReportJune08c.pdf

IMS2008_Reports\IMS2008ProgramBook.pdf

IMS2008_Reports\RFIC_AdCom_Report_June2008.ppt

IMS2008_Reports\Vice_Chair'sReportForIMS2008.doc

IMS2008_Reports\IMS2008JAN2009AdComReport.pdf

 

8.3 IMS2009

IMS2009 final budget committee report

IMS2009 final IMSEC report

IMS2009 final AdCom report

IMS2009 Program Book

RFIC2009 Program Book

 

8.4 IMS2010

IMS2010_Reports\IMS Chairman 2010 Final Report.doc

 

8.5 IMS2011

..\Chapter B_The_IMS\IMS2011_Reports\General_Chairs_Final_Report.doc

IMS2011_Reports\Symposium_ViceChair\ViceChairReportIMS2011.htm

 

8.6 IMS2012

IMS2012_Reports\General_Chair_Final_Report.docx

IMS2012_Reports\steering-committee.pdf

 

8.7 IMS2013

IMS2013_Reports\General ChairmanReportIMS2013A.doc

 

8.8 IMS2014

IMS2014_Reports\ChairReportIMS2014.pdf

IMS2014_Reports\ViceChairReportIMS2014.doc

IMS2014_Reports\IMS_ Program_Special_Sessions.docx

IMS2014_Reports\IMS_Committee_Member_Thank_You_template.docx

IMS2014_Reports\IMS2014 PostConferenceReport.pptIMS2014_Reports\IMS2014_June2014Adcom_ReportTampa.pptx

IMS2014_Reports\IMS2014_Plenary_Closing_jhhtw.docx

IMS2014_Reports\IMS2014_Plenary_Session_Cue_Lists_8_May_2014_REV1.xlsx

IMS2014_Reports\IMS2014_Plenary_Speaker_Invite_Vida_Ilderem.docx

IMS2014_Reports\MTTS_General_Chair_2014_Welcome_tw.docx

IMS2014_Reports\bio_vida_Ilderem_IMS.doc

 

8.9 IMS2015

IMS2015_Reports\IMS2015_chair_Magazine_article_Vijay.pdf

IMS2015_Reports\IMS2015_chair_MWJournal.pdf

IMS2015_Reports\IMS2015_chair_Repor_Vijay.docx

IMS2015_Reports\IMS2015_chair_welcome_China Magazine.pdf

IMS2015_Reports\IMS2015_chair_welcome_final.pdf

IMS2015_Reports\IMS2015_chair_welcome_revised.docx

IMS2015_Reports\IMS2015_chair_writeup _Magazine_Final_Vijay.docx

IMS2015_Reports\IMS2015_FallAdcomUpdates_final .pptx

IMS2015_Reports\IMS2015_May ADCOM_Updates_VN.pptx

IMS2015_Reports\IMS2015_Plenary _Updates_Vijay_1.pptx

IMS2015_Reports\IWS2015summaryadcom.ppt

IMS2015_Reports\IWS2016summarymspreso.ppt

IMS2015_Reports\Presentation1_Tampa2014.ppt

IMS2015_Reports\Timeline_for_IMS_Steering_Committee.doc

 

8.10 IMS2016

IMS2016_Reports\2016_IMS_KeynotePoster_Print.pdf

IMS2016_Reports\AmateurRadioActivities-IMS2016.docx

IMS2016_Reports\general_chair_welcome_web-PaulK-LT.docx

IMS2016_Reports\IMS2016_Brochure_Print.pdf

IMS2016_Reports\IMS2016YoungProfessionalActivities.docx

IMS2016_Reports\InteractiveForumreport_IMS2016-part1.docx

IMS2016_Reports\InteractiveForumreport_IMS2016-part2.pdf

IMS2016_Reports\Khanna_HighFrequencyElectronicsApril16.docx

IMS2016_Reports\Khanna_IMS2016_ADCOM_Presenttaion_May22_16.pptx

IMS2016_Reports\Khanna_IMS2016_KickOff_May21_2016.pptx

IMS2016_Reports\Khanna_IMS2016_STEM_Presentation.pptx

IMS2016_Reports\M&RF_Article__April2016.pdf

IMS2016_Reports\Microwave_Magazine_Article_April2016.pdf

IMS2016_Reports\MicrowaveJournal_April2016.docx

IMS2016_Reports\WebBlog_May2016_HistoricallySpeaking.docx

 

8.11 IMS2017

IMS2017_Reports\1000.1 IMS2017 SC Roster r18AR.pdf

IMS2017_Reports\1000.2 IMS2017 Timeline.xlsx

IMS2017_Reports\1000.3 IMS2017 ExCom Slides 04-20-17.pptx

IMS2017_Reports\1000.4 E Komo Mai from the IMS2017 General Chair.pdf

IMS2017_Reports\1000.5 What's New for IMS2017.pdf

IMS2017_Reports\1000.6 Reflections on a Perfect Match - Volunteers and Mentors.pdf

IMS2017_Reports\1000.7 IMS2017 IMSEC 2017-01-14 r2.pptx

IMS2017_Reports\1000.8 IMS2017 IMSEC 2017-06-02 r0.pptx

IMS2017_Reports\1000.9 IMS2017 AdCom Status 2017-10-05.pptx