IEEE MTT-S International Microwave Symposium
Guidelines and Procedures Manual
Prepared by Ed Godshalk
Reviewed by Roger Marks
Edited by Brian Wadell (2009)
The procedures for the ARFTG Conference held in conjunction with each IMS are explained in the ARFTG/MTT Agreement of 13 October 2000 (see Appendix A). It is essential that the IMS Steering Committee understands its commitments under this agreement and ensures proper coordination. In particular, the Agreement states that “ARFTG shall appoint a Conference Chair and Conference Committee to be responsible for the execution of the Conference.” Thus, ARFTG has primary responsibility for the conference. The Agreement also states that “The ARFTG Conference Committee and IMS Steering Committee will agree on an ARFTG Conference Liaison to serve on the IMS Steering Committee and be responsible for coordinating all Conference activities with the IMS Steering Committee.” The IMS Steering Committee and the ARFTG Conference committee should be sure to consult with each other before naming the ARFTG Conference Liaison.
The ARFTG Conference Committee shall develop a one-day Technical Program, which will be presented on Friday of IMS week. The Technical Program review process will generally be independent of that of the IMS
The key duty of the Liaison is to assure that the necessary infrastructure to allow a successful conference to take place. The essential needs are:
1. Necessary announcements must be included in all IMS conference mailings (Advanced Call for Papers, Call for Papers, Conference Program, etc.)
2. Adequate room space must be reserved for the conference. Typically this consists of the following rooms, which should be included in the IMS Conference Day Book (See Appendix B):
· Plenary Session
· Exhibits (typically held in separate Exhibit room)
· Poster Session (often held in the Exhibit room)
· Speaker’s Breakfast
· Area for Breaks (typically held in Exhibit room)
· Lunch (typically, an awards ceremony is held at this time)
· Registration area, table, and seating for ARFTG
signs must be made and displayed by the IMS signs coordinator
Signs required include directional signs leading attendees: from IMS registration area to ARFTG area, from IMS workshop area to ARFTG area, from ARFTG paper room to ARFTG poster/vendor room, from ARFTG area to meals and breaks.
Tent signs for sponsor booths with sponsor logos are needed where a meal or break is sponsored. E.g, a sign for the Tektronix booth on IMS floor saying they are sponsoring the ARFTG lunch.
Poster sign for the ARFTG Luncheon with sponsor logos.
Be sure to plan for sign easels, etc.
Large poster signs on easel with listing of papers, authors, locations, and times.
4. Required badges and ribbons must be ordered.
· Speaker’s Breakfast
· Continental Breakfast for attendees
· Morning coffee
· Afternoon beverages and snacks
· Dinners “on the town” for the ARFTG Board of Directors after their Board of Directors meeting and on the closing day of ARFTG. Maps and transportation for these dinners. Propose possible restaurants. Plan and announce rendezvous location, get meal counts and forward to restaurant, etc.
6. Necessary Audio-Visual and other presentation equipment is reserved and provided. Ordinarily, ARFTG attendees will provide their own laptops for projection. ARFTG will bring their own projector for the meeting room.
7. Coordinate Booth Size and Power
Requirements, Break Setup, Posters
Vendor tables use more than typical wall outlet power. The vendors should be polled in advance for their power needs (how many outlets, how many amps on each outlet). After sitting vendors on the floor plan the power is brought in where needed.
Competitive vendors need to be sited away from each other. Complementary vendors need to be sited adjacent to each other.
Booths will most often require a double-deep table to hold the large equipment. Tables will have a skirt.
Break food, coffee in the vendor booth room should be arranged to flow traffic past the vendors without blocking any vendors.
8. Transportation if required
To successfully accomplish these tasks, the Liaison must work closely with IMS Local Arrangements Committee, ARFTG Conference Chair, and ARFTG professional meeting planner) will be negotiating cost of room space, meals, audio-visual services, etc. so it is imperative that the Liaison and/or the ARFTG Conference Chair work closely with them to manage expenses.
As the person responsible for coordinating all Conference activities with the IMS Steering Committee, the Liaison must coordinate with the appropriate IMS Steering Committee members concerning the following additional activities:
1. Optional joint sessions with the IMS as part of the IMS technical program, typically held on Thursday. It is the responsibility of the ARFTG Conference Committee to initiate such sessions and negotiate their terms in conjunction with the IMS Technical Program Chair. This may include a mention in the IMS Call for Papers.
2. The ARFTG Conference Committee may propose to hold one or more workshops as part of the IMS Special Sessions.
3. As early as possible, the Liaison should bring the ARFTG/MTT Agreement to the attention of the IMS Treasurer, making sure the financial details therein are well understood.
ARFTG shall appoint a Conference Chair and Conference Committee to be responsible for the execution of the Conference. The typical structure is:
1. Conference Chair
2. Conference Co-Chair (optional)
3. Technical Program Chair
4. Publications Chair
5. Finance Chair
6. Exhibits Chair
In principle, the Liaison should interface primarily with the ARFTG Conference Chair, who will interface with the rest of the Conference Committee. However, direct communications may sometime be required.
A lot of interaction in the last month centers around the titles of papers and their locations. Changes at the last minute affect the signs and proceedings which are being approved at several layers throughout the IMS organization. A shared document on the IMS web site would be very helpful in reducing frustration and repetitive edits.
1) No later than two years before the Conference, the IMS Steering Committee and ARFTG should agree on the Liaison.
2) As early as possible, the Liaison should reserve the necessary rooms for the conference and have them appear on the IMS Conference Day Book.
3) No later than thirteen (13) months prior to the ARFTG Conference, ARFTG shall submit to the MTT-S Meetings and Symposia Operations Chair the following IEEE forms:
a) IEEE Conference Information Schedule (to include the ARFTG Conference Committee roster)
b) IEEE Summary Financial Report (conference budget).
4) No later than one year prior to the ARFTG Conference, ARFTG shall submit to IEEE Conference Services, with a copy to the MTT-S Meetings and Symposia Operations Chair, the following forms
a. IEEE Conference Information Schedule (to include the ARFTG Conference Committee roster)
b. IEEE Summary Financial Report (as approved by the MTT-S)
c. Conference Publication Form
d. Request for Insurance Conference
5) In the 1-3 months prior to the conference the Liaison should make necessary detailed arrangements for:
a. Menus and quantities of food and beverage
c. Audio-visual equipment
d. Transportation if necessary
e. Exhibitor facilities (tables, power)
6) The Liaison, the IMS Local Arrangements Committee, and ARFTG Conference Chair should meet at least once per day during the week of the conference to:
a. Monitor registration figures.
b. Estimate head-count for meals
c. Ensure that signs are available and printed correctly
d. Ensure that audio-visual equipment is arranged for
It is suggested that future ARFTG Liaison person should describe each event here. Links to files should include filename (test.doc) to facilitate locating documents for future use.
1. Technical Sessions
2. Awards Luncheon
4. Interactive Forum (Posters)
5. Thursday night Post-Board of Directors meeting dinner.
6. Friday night Post-Conference meeting dinner.
Signs were tough. Making an editorial fix often introduced an unwanted change. There was some confusion about how ARFTG fit into the IMS. My suggestion would be that: 1) the signage chair create a template for events held in conjunction with IMS, like ARFTG (small IMS logo, large ARFTG logo) with the same branding as the IMS conference
2) the technical sessions and interactive forum schedule be done with the assistance of online capabilities like a SharePoint list. This information could then be referenced by the person making signs, together with the proper templates. Edits to the schedule would then fire to all involved directly.
Shipping is described well for the IMS, however ARFTG has some differences: either the vendor is on the floor and will move equipment from IMS to ARFTG or they will have it in storage until ARFTG. It would be nice if shipping instructions explicitly handled IMS separate from ARFTG, etc.
The key issues maintain a good line of communication between the Liaison, the IMS Local Arrangements Committee, and the ARFTG Conference Chair. The primary goal is to get the IMS Local Arrangements Committee well aware of ARFTG’s needs early on, and to consistently reiterate them. If this is done, then the IMS infrastructure will be very supportive, and a successful conference will result.
The primary duty of the Liaison is to facilitate communication between the ARFTG Conference Chair and the IMS Steering Committee. The Liaison should be proactive in all cases.