Chapter E: Publications and Publicity Committee

IEEE MTT-S International Microwave Symposium

Guidelines and Procedures Manual

Prepared by George Heiter and his Team (2010)

Table of Contents


Publications and Publicity


Logo and Branding


Electronic Paper Management




TPC Meeting


Microwave Magazine Special Issue


Call for Papers


Proceedings CDROM


Program Publications


Special Event Programs


Workshop Notes & CDs


Print on Demand






Marketing  & Publicity


Publicity Items / Gifts


Session Management


E17 Collection of logos and themes

E18 Recent Reports

            E18a IMS2010

            E18b IMS2011

            E18c IMS2012

            E18d IMS2013

            E18e IMS2014

           E18f IMS2015   





E0: Purpose and Duties of the P&P Committee

The detailed organization of the Steering Committee for an IMS is determined by the conference general chair and varies from year to year. For IMS2009, the Steering Committee was divided into 4 major operational committees: the Technical Program, the Publications and Publicity, the Operations and the Local Arrangements Committees. This section addresses the duties, organization, functionality and IMS2009 implementation of the Publications and Publicity (P&P) Committee.


Besides the obvious tasks of providing the various Technical Publications and International Marketing and Publicity for the Conference, the P&P Committee is responsible for meeting the IEEE publication requirements and for supporting the website, the technical program management system (TPMS) for the technical paper submissions, the electronic services (such as the technical session paper and signage management), the photography and the gift programs. Additionally, for IMS2009, two separate TPMS sites were required, one for the technical papers and one for the workshops.


To support these tasks, some basic decisions have to be made early to allow for proper implementation. An early, clear outline and statement of responsibilities is highly desirable. Careful coordination between the respective major operational Committees is required to avoid either duplication of efforts or overlooking of essential items.

At least 18 months in advance of the conference date, it is important to establish an accepted timeline of major milestones to achieve these goals; details can easily be filled in later. For IMS2009, the chairs of the major committees agreed to the schedule shown in Atttachment E0.1, where many of the details have been added. This schedule has to be enforced throughout the preparation cycle. At the same time, the plans should be finalized concerning the types of publications to be provided before and during the Conference as well as the publicity campaigns to be implemented in preparation for the Conference. This should include a careful review of the website, which provides an important communication tool for both information distribution and publicity.

About 9 months in advance of the conference date, the technical session organization (including the paper upload process and signage), the photography and the gift program implementations should be finalized in order to allow sufficient time to set up the details. For IMS2009, central uploading of author presentations was used, with the session opening slides and signage information generated by the Electronic Services group from the final manuscript submissions.


Some specific items are highlighted below.


E0.1. IEEE Registration

At least 12 months before the start of the conference, all of the IEEE conference requirements should be reviewed and updated, if necessary.

For the publications, the specific requirements for registration of the conference with the IEEE can be found on the conference publications site: .

Assuming that the Information Schedule ( ) has been filed with the IEEE by the General Chair, the two most important forms to be submitted are:

the publications form ( )

and, after the Letter of Acquisition (LoA) has been received, the PDFeXpress registration form ( ).

Please be aware that the IEEE process is under review and the URLs given above may change.

The LoA will contain all of the required registration numbers for the conference publications. The PDFeXpress site will have to be used by the authors of accepted papers to ensure that their Final Manuscripts are IEEE Xplore compatible when the specially created Proceedings CD ROM is submitted to the IEEE for uploading. Detailed requirements can be found on the IEEE conference publications site referenced above.

E0.2. Publications

The selection of publications is partially given by requirements (such as the Call for Papers), and partially depends on the preferences of the IMS organizers (such as the Programs and Proceedings).


The overall Program of Microwave Week needs to be published as soon as possible after the content of the Technical Program is established at the TPC meeting, normally held early in January of the conference year. In addition to the technical programs of the constituent conferences (RFIC, IMS, ARFTG), this publication contains information related to Registration, Guest Programs, Travel, Local Attractions, etc. Historically, this has been done through an “Advance Program”, containing the information for the technical papers as submitted by the authors in their Summary submissions. In a subsequent edition, the “Final Program”, produced just prior to the opening of the conference with updated information, was made available at the Microwave Week venue.

In order to avoid the effort and cost of the double publications, IMS2009 decided to produce only a single “Program Book” as early as possible after the TPC meeting. Updated versions were then provided on the website, essentially continuously as information became available, but specifically excluding detailed technical paper session updates; these were produced in the Abstract Book. Copies of the Program Book as well as of the Abstract Book were made available during Microwave Week.


For the publications of the Technical Program Proceedings, the selection for IMS2009 represented a compromise between the production of a full digest, a digest of extended abstracts or introductions, an abstract only book, or no hardcopy implementations with just a CD ROM, and was based on overall usefulness to the current attendee and cost. With the need for a full printed Digest outdated, publication of the Abstract Book only was selected by IMS2009, since it provides a convenient means of obtaining more detailed and updated technical paper information than is available in the Program Book. In particular, IMS2009 obtained the updated abstracts directly from the Final Manuscript submissions and the Abstract Book was made available on the website prior to the beginning of the Conference. In addition, free use of “Print-on-Demand” kiosks was provided in 12 locations throughout the venue to provide some of the functionality of an extended abstract or extended introduction publication and make an individually selected, small number of complete paper texts available to attendees during the conference.


The IMS2009 selection of Workshop publications is discussed in the Section on the Technical Program. The P&P Committee was responsible to produce, for each of the 30 Workshops and 5 Short Courses, a set of individual, spiral bound, black-and-white notes and individual (color) CD ROMs from the submissions of the presenters and overviews of the organizers. In addition, IMS2009 decided to make an All-workshop CD ROM available for separate purchase which included the right to attend one full-day or two half-day workshops and receive the respective sets of notes.


In summary, IMS2009, decided to provide the following publications:

        a. the Call for Papers,

        b. a Program Book (formerly “Advance Program”, published soon after TPC meeting),

        c. an Abstract Book (published from Final Manuscripts for IMS distribution),

        d. the CD ROM of the Proceedings and the IEEE Xplore upload CD ROM,

        e. for Workshops: printed Notes and individual CD ROMs, and an All-workshop CD ROM,

        f. the Special Event Pamphlets (Plenary Session, Banquet, Student Competition),

        g. additionally, “Print-on-Demand” (POD) kiosks were set up in various locations throughout the conference venue to allow attendees to print out individual papers from the Proceedings CD ROM.


E0.3 Publicity

In addition to the currently traditional publicity tools of hard copy mailings, conference distributions, journal advertisements and e-mail broadcasts of the Call for Papers and the Program Book, a periodic newsletter, the “IMS INSIDER” was introduced for IMS2009 and made available on the website and through e-mail subscription. Frequent updates of the website home page including a “Bulletin Board” were used to make information readily available to prospective attendees. Local attendance was specifically encouraged through incentives and a publicity competition for local representatives.


E0.4  Organization and Operation

Accordingly, the Publications and Publicity Committee structure was organized into groups, which were responsible for supporting the individual efforts (see Table D0.1); the group chairs were responsible for coordinating the individual tasks, with the local contacts providing communications, if required. The full P&P Committee membership is listed in Attachment E0.2 .

Staffing of the individual groups was carefully considered such that each member had a clearly defined and accepted task and deadlines. Communication and coordination within the group was handled by the chairs. In addition, a web designer and two graphic artists were hired to design and maintain the website and to support the production of the Program Publications and Workshop efforts, respectively. Note, that the Abstract Book and Workshop Notes are two concurrent efforts, each requiring major time commitments, which can not be met by a single person.

In addition to the regular IMS2009 (monthly) Steering Committee meetings, the Committee scheduled separate group meetings as well. A large number of small meetings were held, with 4 separate major special purpose meetings:

·       20 November 2008, 18:30 – 22:00 hrs of the entire P&P Committee: to review overall strategy and status, coordinate and finalize group and individual tasks and schedule commitments, as well as finalize the Program Book design.

·       29 January 2009, 09:00 – 18:30 hrs of the Program group, with the help from several additional members of the Committee, scheduled after the TPC had finalized the technical program: to audit the TPMS entries from the Summary submissions of accepted papers, in preparation for importing the information into the Program Book.

·       27 February 2009, 09:00 – 18:00 hrs of the (extended) Program group: to proof the galleys of the Program Book.

·       21 May 2009, 09:00 – 17:00 hrs of the Workshop Notes and CD group: to proof the galleys of the Workshop Notes.


Summaries of the individual group efforts are provided below.


Table E0.1:

IMS2009 Committee Organization and Primary Local Contacts



Publications and Publicity

George Heiter


Logo and Branding

Roger Sudbury


Electronic Paper Management

George Heiter



George Heiter


TPC Meeting

George Heiter


Magazine Special Issue Editor

Steve McKnight


Call for Papers

Candice Brittan


Proceedings CD

Don Sherwood


Program Publications

Tom Perkins


Special Event Programs

Paul White


Workshop Notes & CDs

Candice Brittain


Print on Demand

Francios Colomb



Charles Wang



Paul Martyniuk


Marketing  & Publicity

Carl Sheffres


Publicity Items / Gifts

Mark Lewis


Session Management

Pat Hindle






E1: Logo and Branding


Traditionally, each IMS has created a unique logo and frequently a theme statement as well, to provide branding and to underline the character of the conference. While the theme statement is restricted mostly to banner type uses (such as letter and website headings, advertisements, venue banners etc.) due to the larger space requirements, the small, and frequently essentially square logo, enjoys widespread and varied applications (such as gifts, slides, etc.) in many different sizes. Frequently, different logo versions are created, with or without the conference dates, for specific applications.


A number of themes and logos were proposed for use by IMS2009. It was decided early that no specific theme would be associated with the conference.

From the proposed logos, the brush stroke, outlining the roofline of the Boston Convention and Exhibition Center (BCEC), as captured in the dusk photograph of Figure D1.1, was selected.













Figure E1.1: Dusk Photograph of BCEC


For different applications, several versions of the IMS2009 logo were created. Figure E1.2 shows two examples created with and without the date of the conference.




Figure E1.2: Examples of IMS 2009 Logos.


The web banner, shown in Figure D1.3, was used on the home and destination web pages as well as the letterhead and a number of different publications, such as the Program Book, the IMS INSIDER, the Exhibit Guide etc. and in several variations on Banners hung throughout the venue during the conferennce.




Figure E1.3: IMS 2009 Banner.


A collection of logos and themes for all symposia is found in the following file: collection of logos and themes\collection of logos and themes.doc

E2: Electronic Paper Management

The P&P Committee is responsible for setting up and maintaining the electronic paper submission and technical program management site. Two separate sites of the MTT-S Technical Program Management System (TPMS) had to be created to support the IMS2009 Technical Program as well as the submission, review and final publications of the Workshops and Short Courses. The primary resource for TPMS is Jeff Pond ( ). Support for all IMS2009 TPMS requirements was provided by two members of the P&P Committee.


E2.1: Technical Program Support Site

In general, the traditional TPMS configuration, as created for the IMS conference series, was used with the 4 phases: Summary Submission, Paper Evaluation, Technical Program Creation (“TPC Meeting”) and Final Manuscript Collection. In order to satisfy some special IMS2009 requirements, a number of modifications were introduced. These included:

·       Special markings of papers submitted to Special Sessions and available to any author, using one of 7 special Interest Area designations during the summary submission, consisting of 5 Focus Sessions and 2 Special Interest Sessions.

·       The division of the Technical Program into 4 tracks was reflected in Interest Area groupings.


E2.2: Workshop and Short Course Support Site

A completely revised workshop selection process was used to establish the IMS2009 workshop offerings. This process is discussed in the Technical Program Section.

To support this new approval process, a special version of the TPMS, version 6, software was created to allow implementation of this new workshop proposal submission and 2-tier review process.

The Initial Workshop Proposals were received using the Summary submission (suffix -1) configuration and the MTT-S Technical Committees (TCs) were entered as the “Technical Areas” (= “Subcommittees”). The Technical Program review committee membership was constituted from the chairs of the MTT-S TCs. This made the proposals visible to the subcommittee chairs for their review and ranking.

The Final Workshop Proposals, downselected from the initial proposals, were uploaded, complete with speaker names, titles and abstracts and reviewed by the members of the MTT-S TCs. Disposition was based on the results of this review.

Workshop Notes submissions for accepted Workshops were received using a modified Final Manuscript submission (suffix -2) configuration. The 30 accepted workshops were entered as the “Technical Areas” and also formed the “Subcommittees”, whose chairs were the workshop organizers. This allowed each organizer to determine the order of the presentations within the workshop using the “Session Configuration” process. The Notes and CD ROMs were produced from this database.


E3: Website

Administration of the IMS website is the responsibility of the P&P Committee and frequently provided by a committee member. Site names have been purchased by MTT-S for a number of years in advance; the present contact is Tim Lee ( ).

The website serves a dual purpose: it allows the Steering Committee to communicate important aspects of the conference organization to potential attendees (such as critical dates, process descriptions, organization and event announcements etc.) and it provides publicity for all aspects of the Microwave Week. Navigation of the site should be intuitive and its administration responsive to the needs of all operational Committees of the conference, with the webmaster serving as the content filter.

In reviewing the volunteer-administered website using the traditional design, IMS2009 decided to hire professional help to address website design and support. Kathleen Ballos of Ballos Associates, Townsend, MA ( ) was contracted to:

a)     design a new website with a more user friendly navigation system,

b)     improve the formatting of web contents,

c)     achieve a faster response time for website redesigns and updates.

The results are summarized below.

E3.1: Website Design

The final home page, as seen during the conference, is shown in Figure E3.1.

The top of the home page (Fig.D3.1a) shows the main (horizontal) navigation tool with drop-down menus, which is repeated in all destination pages as well. In addition, the destination pages feature a copy of the (left) activities bar, in order to make it convenient for the user to navigate to different sections of the technical program and other conference activities.


The body of the Home Page is divided into 3 sections:

·       the left bar features the current conference activities and is updated regularly during the months leading up to the conference. The Bulletin Board is used to announce recent updates and to point towards important events or deadlines. Other aspects of the Technical Program are addressed by the frequently updated “Current Events” window, which provides shortcuts to important pages, and a listing of critical dates.

·       the center section header (Fig.D3.1a, photo etc.) was kept without additional navigation tools until ~ 6 weeks before the start of the conference in order to avoid confusion. Once all relevant information was finalized, fast access to specific functions was provided from that area. The Call for Papers was provided in different languages (see flags, Fig.D3.1b), while the headers for the invitation to attend the conference as well as for the conference contents were scrolled through a number of languages. The remainder of the center section remained unchanged with the different level sponsors (Fig.D3.1c) shown at the bottom of the center section.

·       The right bar was used for communications and is unique to the homepage. It contains the link to the IMS INSIDER publication site, with the current issue accessed directly, and the subscription opportunity. The 2 Facebooks and the Twitter site are accessible from this bar. Current News of the IMS preparations and the Microwave Industry were updated regularly, courtesy of the Microwave Journal.


A typical Destination Page is shown in Figure D3.2. Note the duplication of the top navigation tool and the left bar from the Home Page. The center section is made as wide as possible in order to allow maximum use of the screen display for the topic of the Destination Page.




Figure E3.1a: Top of Homepage



Figure E3.1b: Center of Homepage



Figure E3.1c: Bottom of Homepage



Figure E3.2: Top of Typical Destination Page



E3.2: Suggestions and Recommendations


Only finalized content was placed on the website, which delayed the availability of the information. Earlier placement of limited or partial information may be helpful to attendees, as long as that is clearly stated.

Superseded information should be archived transparently and remain accessible and not just be removed.








E4: TPC Meeting

E4.1: Overview

Recent meetings of the IMS Technical Program Committee (TPC) to select the papers for presentation at the technical program, have been taking place in conjunction with the MTT-S Radio Wireless Week (RWW) conferences, one of which is the Radio and Wireless Symposium (RWS). These are typically scheduled during the second or third week of the January preceding the IMS conference, with the TPC meeting scheduled on the Sunday beginning the week. The responsibility of the Publications Committee is to provide the communication facilities for the connection of the ~ 200 members in the ~ 30 Subcommittees to the internet and to support the use of the TPMS paper selection process.


E4.2: Implementation

For recent conferences, 2 members of the Committee have shared in providing the configuration and operational support for TPMS to the Technical Program Committee. Since IMS2009 introduced a new workshop selection process which required special adaptation of a second TPMS site to this process, one member concentrated on the technical paper selection site, while the workshop site was mainly supported by the second member (see Section D2). Both sites are actively used during the TPC meeting.

With the bandwidths of Local Area Networks available in the venues chosen for the meetings increasing to the point where the required number of simultaneous internet connections (e.g. WiFi) is readily and reliably available, the use of special wireless routers connected to a broadband feed is no longer required. The cost of this service has to be carefully negotiated with the provider by the local arrangements committee.

Besides the standard A/V requirements, the major remaining task is to provide printer access to the individual subcommittees.


E4.3: Suggestions and Recommendations

·       It is important that the internet connections are not interrupted during the meeting, since continuous communication with the TPMS server is required. Negotiations with the service provider should include the provision of backup connection facilities in case of primary connection failures.

·       The printer(s) provided should be high speed, high quality devices.

·       A small number of laptops, with MS Office (or equivalent) software, should be available to subcommittees as backups.

·       Several experienced Committee members should be available at the beginning of the TPC meeting to assist subcommittee (SC) chairs with login procedures.

·       Details of the login process should be discussed and, if possible, practiced during the SC chair meeting on Saturday evening to avoid delays in starting the disposition discussions on Sunday.


E5: Microwave Magazine Special Issue

E5.1: Overview

In cooperation with the editors of the IEEE MTT_S Microwave Magazine (MM) it was decided to publish the first special issue devoted to IMS, published in April 2009 for optimum IMS publicity. This issue was to contain the technical program as well as feature contributions relating to the special sessions to be organized during the conference. The most critical element in this task was the very tight time line which had to be met in order for IEEE to produce this issue on time.


In particular, we were looking for between four and six feature articles with the topics to be selected from among the Focus Sessions and Panel Sessions with the advice of the respective chairs. We received four contributions plus the Metamaterials “Speak Out” column.   In addition, we had articles from the Steering Committee members. The final content of the Special Issue is shown in Attachment E5.1. 

E5.2: Lessons Learned

1.       One person from the Steering Committee is sufficient to support the Special Issue along with the Microwave Magazine editors.

2.       The IMS2010 Steering Committee should look for a tenured professor to be the Special Issue Guest Editor, since you need someone who can lean on recalcitrant academics and get them to meet stringent deadlines.

3.       The Guest Editor should be identified earlier, preferably by the end of September (see below). He or she should contact the IEEE editor of the Special Issue (presently Kate Remley, ) promptly to coordinate tasks and set deadlines.

4.       The deadlines 2008/2009  were:

(a) 11/21: Identify Guest Editor.

(b) 12/1: Author commitments

(c) 12/22: Initial paper submission

(d) 1/15: Final date for technical and background articles.

(e) 2/1: Exhibitor listing:

(f): 2/15: Technical Program due date.


The Steering Committee authors were responsive to getting their material in on time.  (The only exception was the article on Workshops and Short Courses, since information from the Workshop/Short Course leaders were not available until after Jan 15). 

The feature article authors required a little more nagging.  It would be useful to get the topics for the feature articles resolved earlier so that the tight three-week schedule between Author Commitments and Initial Paper Submission could be extended a little.  Identifying the Guest Editor two months earlier (say 9/21) so that he or she could start identifying topics for the feature articles simultaneously with the solicitation of Panel/Focus Session topics might help.

5.      The Special Issue Guest Editor needs to be willing to do significant editing work. Although one of the two feature articles that I edited needed very little work, the other required extensive revision.  And this is despite the fact that the IEEE editors did all the editing of the Steering Committee material and two of the four feature articles.  Next year it would probably be better if the Guest Editor was more involved in editing the Steering Committee material since the Guest Editor has an opportunity to interact directly with the Steering Committee authors.

E6: Call for Papers

E6.1 Purpose

The full, 4-page IMS Call for Papers (CfP) serves as the announcement of the conference to solicit papers in technical areas and workshops commensurate with the MTT-S charter. It is the most important publicity tool to inform prospective authors of the content and time table of the conference. It is distributed in hardcopy by mailing and by distribution at appropriate related conferences as well as in electronic notifications via existing e-mail lists, the IEEE info site and is placed on the IMS website.

A second short, single page version of the CfP is created from the updated version to be used in Journal advertising.


E6.2 Time Table

The initial CfP is traditionally made available at the preceding IMS in the delegate bags as well as on the registration floor. Some revisions may be made and in late August, this version is printed and mailed as well as sent out via electronic notifications.

Journal advertising is concentrated between September and November.


E6.3 Implementation

A single member of the Committee took on the task of coordinating the creation of all versions of the CfP. The printer-ready files were submitted to MP Associates for production and distribution, the .pdf versions were placed on the website.


The two major inputs come from the technical program committee’s definition of the technical areas listed for selection by the authors, and setting of the major milestones in the process of creating the technical program. The remaining inputs are provided by the general chair.

For IMS2009, an additional challenge was posed due to the introduction of the 4 tracks into the technical program. It was decided to introduce a color code for these tracks, to be carried throughout all aspects of the conference. The graphic artist provided the color selection and produced the layouts of the CfP, based on the IMS2009 letterhead, including the creation of the appropriate files for the various uses.


E6.4 Suggestions and Recommendations

·       Start the design of the CfP early (typically late March) to avoid last minute decisions.

·       Clearly and early define the printer interface requirements.

·       Keep electronic file size to a minimum.


E7: Proceedings CDROM

E7.1 Purpose

  • Generate Proceeding digest of IMS papers in CDROM format for distribution to attendees,
  • Provide IEEE with CDROM containing IMS papers in IEEE Xplore compatible format.


E7.2 Duties

  • Write spec. 

The SOW/Spec defining the content and requirements for the 2009IMS CDROM is provided as Attachment E7.1., the SOW for the replication of the Master CD is provided in Attachment E7.2.

  • Solicit Bids
  • Select CD producer(s). 

For the 2009 CD, Causal was awarded a contract to produce the master copy which was downloaded to a local CD replicating company, CD\Works, to make the production quantity distributed to the attendees at sign-in.  Causal edited the master copy and sent the required number of Explore compliant CDs to the IEEE. 

  • Gather front matter (preface) material from responsible committee sections.  Provide to CD producer well ahead of close of final manuscript date to allow early completion of this task.
  • Audit, or have CD producer audit, final manuscript title, author and affiliation fields from TPMS.
  • Provide timely answers to CD producers questions
  • Track and report progress


E7.3 Membership Structure

  • The chairman is responsible for overall project.  He has to contact the appropriate SC sections chairs to supply the materials for the various inputs to the CD.


E7.4 Time line of Events


The following schedule is from the 2009 IMS SOW and reflects the requirement for the CD producer to provide the full production quantities of deliverable CDROMs to the conference site.


Table E7.1: Schedule for Single Source CD ROM Production and Replication


CDROM Schedule

Step #




Release SOW

12 April 2008


Send out RFQs

19 April 2008


Receive Proposals

13 June 2008


Select Winners

27 June 2008


Notify Winner / Losers

7 July 2008


Sign Contract

28 July 2008


Open Final Manuscript Site

26 Jan. 2009


Advanced Front and Back Matter Material Available for CD Vendor

24 Feb. 2009


CD Supplier access to Final Manuscript Site

1 March 2009


Close Final Manuscript Site

20 March 2009


Audited Set of Final Manuscripts available to Supplier

12 April 2009


Deliver Initial Proof CDROM from supplier

19 April 2009


Submit Initial Proof CDROM review comments to supplier

26 April 2009


Deliver 4 Copies of Master Final Poof CDROM for approval prior to production

12May 2009


Approve Final Production CDROM

16 May 2009


Deliver Production Quantity (3600) CDROMs

4 June 2009



31 July 2009


The following schedule is from the 2009 contract with Causal.  It reflects our selection of their reduced cost (“Green”) option to provide a CD master to a local replicating company.


Table E7.2: Schedule for CD ROM Production only, - Local Replication





Dec 20th 2008


to notify Causal Productions in writing if the client wishes to take up the GREEN option

the client

Nov 30th 2008


final version of CDROM navigation demonstration fileset available for download

Causal Production

Feb 24th 2009


front matter and back matter

CDROM splash page

the client

Feb 24th 2009


CDROM cover artwork (jewelcase booklet + CDROM label)

the client

Mar 20th 2009


close submission site

the client

Mar 21st 2009


download manuscripts from submission site, start processing downloaded manuscripts

Causal Productions

Apr 12th 2009


1st proof available for download

Causal Productions

Apr 19th 2009


feedback on 1st proof

the client

Apr 21st 2009


2nd proof available for download

Causal Productions

Apr 25th 2009


approval of final proof

the client

Apr 30th 2009


completion of delivery via Internet:

 IMS 2009 proceedings CDROM MASTER

 IEEE Xplore fileset

Causal Productions

Jun 4th 2009


completion of delivery to USA:

                    3600 proceedings CDROMs

4 CDRs of IEEE Xplore fileset



* Milestone #2b does not apply to the GREEN option.

§ Milestones #9a and #9b are mutually exclusive. Milestone #9a applies to the GREEN option only.


E7.5 Description of Events (using Table E7.2)

  • Item 0:  Requirements are defined in SOW Rev C
  • Item 1: Causal uploaded initial navigation demonstration to their website.  Kathleen Ballos, Ballos Associates, downloaded files and made review discs which were distributed to key committee members for review and comment.
  • Item 2:  Front and back matter consisted of the preface items contained on 2009 CD.  Judi Glidden, JD Design, did the layout and production of the preface from material supplied from various SC sections.
  • Item 2b: The type of case dictates the required artwork format and should be selected early.
  • Item 3: Closing date for final manuscript submission to TPMS.
  • Item 4: Causal was given access to the TPMS site when it was first opened on Jan. 26, 2009 to get head start.
  • Item 5: Causal uploaded first proof review files.  This included audited title, author and affiliation fields from the TPMS abstract base.   Kathleen Ballos, Ballos Associates, downloaded files and made review discs which were distributed to key committee members for review and comment. The opening page with navigation is shown in Fig.D7.1.
  • Item 6: Committee provided feedback within one week
  • Item 7: Causal uploaded second proof review files.  CD\Works (local replicating company) downloaded files and made review discs which were distributed to key committee members for review and comment.
  • Item 8: Committee provided feedback within four days.
  • Item 9a: Causal uploaded final files to their website. 

Note1: Several errors and paper modification were identified after acceptance of second and final proof copies.  Causal made the required changes (at additional cost) and CD\Works downloaded the corrected files.

Note2: Causal’s abstract files were used to generate the abstract book.

  • Item 9b:  Causal produces Explore compliant CDROM and submits it to IEEE with no issues 

·       Item 10 (New): CD works replicates 2,400 CDROMs and delivers to conference site on time.

o      Cover artwork was produced by Judi Glidden, JD Design to fit the unique slim line case

o      CD\Works prints artwork

o      CD\Works downloads files from Causal’s website and replicates CDs using out of state company



Figure E7.1: Opening Page of Proceedings CDROM


E7.6 Problems Encountered

·       Pictures

o      The IEEE AdCom pictures were taken without name tags.  It took considerable effort to identify everyone

o      In at least one Technical Committee group picture, the members changed position between taking shots with name tags and without name tags.

·       Generating abstract book from CD abstract files: The printer’s software was not 100% compatible with the CD abstract files, particularly in translating superscripts and subscripts.  This required an additional audit session. 

  • Changes past the acceptance date for the second and last proof create schedule and cost issues.  There were several critical changes that had to be incorporated at added cost.  Several other late corrections were not made due to schedule requirements.
  • It was difficult get complete information on the awards recipients in time for the front matter preface deadline.  The pictures were particularly a problem. 


E7.7 Suggestions and Recommendations

  • CD\Works used an out of state company to replicate the CDs.  This negated the possibility of reviewing the first CD off the production line, one of the reasons for going with a local company.  Without complete local control, it’s probably easier to use a single company.
  • Costs of contracts with a single company vs. separate companies have to be evaluated.


E8: Program Publications

E8.0: Overview

Creation of the publications of the Technical Program is one of the main tasks of the Publications Committee. The production of the Proceedings CDROM for distribution to attendees and the IEEE Xpore upload CDROM are discussed in section D7.

IMS2009 decided to publish hard-copy versions of a single Program Book (formerly the “Advance Program”) as soon as possible following the creation of the Technical Program at the Technical Program Committee (TPC) meeting, and an Abstract Book in pocket format just prior to the beginning of the conference. Both books require major efforts and time commitments, particularly for the creation of the files to be used by the printer. Since sufficient volunteer efforts were not available to IMS2009, a professional graphic artist with considerable previous IMS experience, Judi Glidden of jg-Designs, Alton, NH, ( ), was contracted to perform the graphic design and file preparation functions for both books. The Program Book and Abstract Book projects required 326.25 hrs and 56.5 hrs, respectively, on a very tight time line, in order to meet the publication schedules.

Details of the two projects are summarized below.


E8.1: The Program Book

Production of the Program Book is one of the major, time-consuming tasks for the Conference preparation, which requires coordination between the Publications Committee and most of the other major Committees. Therefore, a very tight organization and planning is required. The completed InDesign file was scheduled to be sent to MP Associates for submission to their printer by 13 February 2009 and was actually provided on 18 February, with proofing scheduled for 20 February, but performed on 27 February.


Membership Structure:

For IMS2009, the Program Book was divided into 6 sections, each with a Committee member assigned the responsibility to provide the relevant information to the designer by a hard deadline. The sections were:

1.   Front/Back Cover sheet design and layout, including the schedule matrix,

2.   Front Matter and general information,

3.   RFIC / ARFTG information,

4.   Technical Program information,

5.   Workshop, Short Course and Panel/Rump session information,

6.   Exhibitor (incl. MicroApps) and Guest Program information.


Design and Implementation:

The basic design and layout of the Program Book contents were finalized by the Committee during the 20 November 2008 meeting, allowing the designer to complete those sections for which final information became available before the TPC meeting, held on 18 January 2009.  The front and back covers are shown in Fig.D8.1



Figure E8.1: Program Book Front and Back Cover Designs.


The technical program was completed by the TPC and the TPMS system was updated to prepare for the Auditing Meeting, held on 29 January 2009. At that meeting, the TPMS database information for each accepted paper was verified and updated as needed to comply with the standard style used in the Program Book. This included the format and spelling of Title, Affiliation(s) and Name(s) as well as the conventions for abbreviations. The papers were then imported from TPMS into the Program file by session. The completed Program file was sent in .pdf format to the committee members for proofing of their respective sections before submission to MPAssociates for forwarding to the printer. Two sets of galleys were received by the Committee and proofed at a group meeting on 27 February 2009. A single, marked-up copy was returned to the printer for a print run of 30,000 copies.  The complete Program Book  (2009_ProgramBook_r47b.pdf)  is included in this document.


E8.2: The Abstract Book


The size of the Abstract Book (4.25” x 9.0”) was designed to fit into a pocket with the paper abstracts of all 3 days of sessions in a single book. Therefore, the front matter and back matter items were kept to a minimum with a Table of Contents (ToC) for Sessions only and no author index (available on the CD ROM). Each session was allocated 2 pages, starting on an odd numbered page with a tab listing day, session and track name, staggered by day. Maps of the locations of individual Interactive Forum (Poster) presentations were included near the corresponding session listings.

The print paper was selected for minimum thickness with tolerable bleed-through. The back cover was extended into a foldout to allow reproduction of the Daily Session Schedule on the inside with conference venue maps placed on the outside. The final designs are shown in Fig. D8.2.



Figure E8.2: Abstract Book Front and (unfolded) Back Cover Designs.



The paper abstract information for the Abstract Book was obtained from the Final Manuscript .pdf file submissions by the authors in order to reflect the actual session contents as closely as possible. The abstracts were extracted from the submitted .pdf files by the CD producer and collected into the “Abstract Book” section of the CD in the proper sequence by session. This file was imported into the InDesign file and formatted for the Abstract Book.  The complete Abstract Book  (2009_Abstractbook_r10.pdf  ) is included in this document.



The .pdf file of the completed Abstract Book was placed on the IMS2009 website prior to the opening of the conference to allow attendees access to more detailed session information when planning their schedules.

Besides the standard availability in the registration area, copies of the Abstract Book were placed next to the Print-on-Demand kiosks as well as in selected area within the venue.



The abstract source file was made available from the CD producer via an ftp site on 28 April 2009. The proofed InDesign file was submitted to the printer on 14 May for the production of 3000 Books at a cost of $8,687.-, to be delivered to the venue by 3 June 2009. The cost of the graphic design and print-ready file creation was $3,671.- , which included proofing corrections.



E8.3: Suggestions and Recommendations

Program Book:

·       Additional help for the 29 January auditing meeting was required on short notice to have at least 8 auditors available in order to complete the task in 1 day. The presence of the designer for the afternoon was very helpful to define the information transfer of the accepted papers from TPMS into the Program Book file.

·       Delivery of the final printer files to MP Associates was delayed by 5 days due to unavailability of final IMS209 information in several sections; tighter enforcement of deadlines should help.

·       The interface with the printer (originally agreed to be an InDesign file) through MP Associates turned out to be a problem which further delayed proofing; early direct discussions with the printer should alleviate the problem.

·       Unavailability of the mailing list for printed copies delayed delivery by 1 additional week; verified mailing list should be delivered to the printer with the proofs.


Abstract Book:

·       Location maps of the Poster Papers were well received.

·       At the expense of a few additional pages, the author index should have been included.

·       Locations of the Print-on-Demand kiosks should have been included in the maps.

·       More publicity should have been given to the early posting of the Abstract Book on the IMS website.


E9: Special Event Programs

E9.1 Purpose

In addition to the hardcopy printed program materials, the committee was responsible to produce the special event programs for the banquet, the plenary session and the student competition. A single member of the group was responsible for these pamphlets.  The complete plenary session book (IMS2009PlenarySessionBook.pdf )  is included in this document.


E9.2. Design and Implementation

The basic design followed prior examples, using the 8.5” x 8.5” size and the (free) image of Figure D1.1: “Dusk Photograph of BCEC” on the cover. The page layout followed the Program Book design for consistency within the conference. The graphic design, layout and InDesign file creation of all pamphlets was performed by a graphic artist under contract.

The information content was obtained from a number of different sources, scheduled to be complete by 24 April 2009.


E9.3 Production

The proofed InDesign files were delivered to the local printer on 12 May 2009, with some corrections supplied while the galleys were in production. Galley proofs were delivered on 22 May, with corrections returned on 23 May. Subsequently, 2000 Plenary Session pamphlets, 500 Banquet pamphlets and 200 Student Competition pamphlets were produced at a cost of $ 6,135.- and shipped to the convention venue. The cost of artwork generation was $ 900.-, which included the InDesign file creation.

E9.4 Suggestions and Recommendations

The major problem was the availability of the content information. Although schedules were supplied to the contributors, original as well as updating information was received up until 22 May, the galley proofing date. As a result, additional alteration costs of $ 595.- were incurred from the printer and delivery schedules were endangered.


E10: Workshop Notes and CD ROMs

E10.1 Purpose

IMS2009 decided to publish a set of printed notes and a separate CD ROM for each of the 30 workshops and 5 short courses. In addition, a single CD (the “all-workshop IMS/RFIC CD”) was assembled, which contains all of the IMS2009 and RFIC2009 workshops, to be offered for sale during the conference week.  The all-workshop IMS/RFIC CD did not include short courses.  An all-workshop RFIC CD was also produced.  It includes the joint IMS/RFIC workshops in addition to the RFIC workshops.  An additional task was added to the list: a total of three pamphlets for the awards banquet, plenary session and student awards luncheon were produced. The details are covered in Section D9. In summary the following was produced by the Workshop publications team:


1.     A set of printed notes for each workshop and short course, reproduced in black and white (B&W) with 2 presentation slides/page.

2.     A CD of each workshop and short course, reproduced with 1 presentation slide/page in color.

3.     An all-workshop IMS/RFIC DVD (no short courses), produced with 1 presentation slide/page in color.

4.     An all-workshop RFIC CD (includes joint IMS/RFIC workshops), produced with 1 presentation slide/page in color.

5.     A total of 3 pamphlets (for awards banquet, plenary session, student awards luncheon)


E10.2 Organization

For the production of the printed workshop notes and CDs, the Workshop Publications group was divided up, with each member taking responsibility for the following:

1.     Individual Workshop/Short Course CD & Notes:

a.      First set of 10 Workshops

b.     Second set of 10 Workshops

c.      Third set of 10 Workshops

d.     Five Short Courses

2.     All-workshop IMS/RFIC DVD

3.     All-workshop RFIC CD

4.     Pamphlets

5.     Artwork

6.     CD/DVD Production

7.     B&W Notes Production


The contracted graphic artist provided the support, requiring 153.4 hours to create the individual workshop notes covers, the CD artwork and assemble the presentation files for submission to the producers.

The workshop CD ROMs were produced by the local CD producer, under the guidance of the Program CD ROM chair (see Section D7). Minimal navigation tools were provided. The CD labels and case inserts were designed by the graphic artist and printed with the Program CD production by the CD producer. The contents of the individual CDs were assembled by the graphic artist from the workshop notes submission files. The all-workshops CD contained the merged files of the individual workshop CDs, with a special Table of Contents provided, but only limited navigation tools.


E10.3 Production

The individual workshop presentations were due by 17 April 2009 (advertised: 31 March) to meet production schedules. Each presentation was required to include the summary, speaker bio and 1 or 2 sets of presentation slides in .pdf format. The first set was required to provide the slides in black-and-white, with two slides/page, to be used for the notes production, while a second set could be provided in color, with a single slide/page, for the CD production.

Prior to the deadline, the design and layout of the notes cover pages as well as the CD labels and inserts was completed, based on the accepted workshop title and time/location information. In order to lower the cost, the free venue dusk image of Fig. D1.1 was used for the IMS workshops and a similar, front image of the venue for the RFIC workshop publications.

The publication group members collected the presentations, with the help of the workshop organizers, and assembled them sequentially into individual workshop files. Substantially completed sets were passed on to the graphic artist, with the missing items from stragglers provided as they became available.

The galleys of the workshop notes were proofed in a meeting of the (extended) group on 21 May 2009 in the office of the printer.

The printing cost of the 35 workshop and short course books was $ 19,254.-, using soft, full color covers and spiral binding. In addition, the cost of late corrections was $ 1,200.-, due to author alterations requests received during galley proofing. The cost of graphic design support was $ 7,670.-, which included both the IMS and RFIC workshop and short course notes as well as the CD production.


E10.4 Suggestions and Recommendations

·       Many presentations were received late and incomplete, causing the group members to spend considerable efforts to obtain the requested information and merging it into the files or updating previously supplied inputs. A more thorough briefing of workshop organizers may help to alert the presenters to their duties.

·       The all-workshop CD sold 11 copies.

·       A script in TPMS could greatly reduce the amount of time it took for the workshop organizers to proof-read and correct the spelling for the authors, titles, etc.

·       A script in TPMS to download information to non rich text format would be useful.  The graphic artist had to manually convert.

·       A feature in TPMS to “lock-down” the title, author, author order, summary and bio could be implemented.  This information should be available early on, which would allow the graphic artist to create the templates and then simply insert the presentations as they become available.  This would reduce the “crunch” time we experienced at the end of the task.

·       It would have been beneficial to save two copies of each piece for the graphic artist and to hand-off to the next Steering Committee.

·       The master list of workshops that the team used throughout the proofreading process was useful. 

·       It would have been easier to have each team member take on 5 workshops a piece instead of 10. 

·       Many reviews were conducted throughout the process:  before hand-off to the graphic artist, before hand-off to the reproduction company and before hand-off to actual reproduction.  We needed a review at the end to check that the CD and print companies actually printed the correct quantities and placed the materials in the CD cases etc.  In one case, the CD company forgot to place the CDs in cases for one of the workshops.


E11: Print-on-Demand

E11.1 Purpose

  • Allow conference attendees to print papers from the IMS Technical Digest easily and quickly during the symposium (nominally Monday to Thursday).


E11.2 Duties

·       Decide what content to print.

o      We discussed many options including printing papers in groups, for example all the papers of a session at once.

o      In the end, we decided to setup the program to allow printing only one paper at a time - the current paper being viewed.

·       Determine user interface and implementation.

o      Decided to give the interface the same look and feel as the electronic Proceedings CD and to use electronic kiosks with 19" touchscreen monitors, similar to those used in airports for passenger check-in. Most attendees are familiar with the organization of the CD and the search capabilities of Adobe Acrobat. Therefore, the CD ROM opening page (see Fig.D7.1) was selected as the Print-on-Demand (POD) home page.

o      The Proceedings CD was used as the source of papers and for the Table of Contents to find a given paper. In cooperation with the CD producer and Kiosk provider, a special interface software was written to provide the attendee with a convenient interface and limit the functionality to single paper search and printing.

·       Decide cost structure

o      Many ideas were discussed.  Initially we were thinking about allowing 5-10 papers free and charging a small fee for additional papers.  We envisioned using credit cards or some form of rechargeable cash cards.  We discussed also the possibility of using the attendee's badge to add and track printing pages.

o      We decided to make it completely free, i.e. included with registration.  The primary motivation behind this decision was that we wanted to make Print-on-Demand as easy as possible for the attendees.

o      We opted for black and white printing only to save cost.

·       POD Publicity

o      Although we heard that print-on-demand was tried at IMS several years ago, the results had been mixed and we hoped to give POD a bigger presence at IMS2009.

o      A POD logo was created.

o      An article was written in the IMS Insider electronic newsletter describing POD.  It introduced the logo and emphasized the fact that POD was going to be free.


Big foamcore signs were prepared to identify each kiosk and also as maps with locations of the other kiosks throughout the convention center.


Figure E11.1: Print-on-Demand Logo and Maps Showing POD Kiosk locations


  • Contract electronic kiosk provider
    • Received quotes from three providers of audio-visual equipment.  Picked one based on cost, responsive attitude and presence of local office.  Provider we chose brought a kiosk to RFMD offices and gave a free demo.
    • Cost of Print-on-Demand was $14,575.00 for 12 kiosks and toner + $90 for paper.
  • Create POD Graphical User Interface
    • Done by a member of the committee.
    • Became familiar with adobe acrobat hierarchy and search capabilities of digest CD.
    • Added a layer for navigation and printing.
    • Programmed interface to block undesired menus of Acrobat.
    • Preliminary version of GUI was tested at AV provider's facility.
    • Preliminary version required only minor modifications (block printer form and modify look of POD buttons.
    • Sent final version of software to AV provider for installing on 12 kiosks.
  • Identify locations for POD kiosks
    • Walked in convention center with convention floor manager to identify best locations to place the kiosks.  This was in March or April.
  • Stock materials
    • Paper and extra toner cartridges were stored in the war room.
  • Coordinate personnel for maintenance of kiosks during the event
    • Kiosk maintenance during the event was done by two student volunteers fully dedicated to POD.  Two POD committee members helped set up at the beginning and take down at the end and regularly checked that everything was running smoothly.


E11.3 Membership

  • POD committee included 2 members sharing the responsibilities.  One of the members wrote the POD GUI.
  • Periodic feedback from the Publications and Publicity committee.
  • Student help to run the event:  2 full time students per day.


E11.4 Description of Event

  • Saturday: Kiosks delivered to convention floor and powered up.  Added stickers to each kiosk with printed step by step instructions on how to search and print papers.  Another sticker indicated that the kiosk did not have internet access.
  • Monday 7am.  Calibrated all touchscreen monitors. Recorded counter of each printer to track copies per printer per day.  Repeated each morning and before taking the kiosks down.
  • Kiosks functioned smoothly during first day of high traffic except for one printer that kept jamming.
  • Tuesday 8am: kiosk provider replaced printer that was jamming.
  • Smooth operation of 12 kiosks until time to take them down Thursday evening.




Figure E11.2: IMS2009 Print-on-Demand Manuscript Page



Figure E11.3: Symposium Attendee using Print-on-Demand Kiosk


Figure E11.4: Print-on-Demand Usage


E11.5 Problems Encountered

  • Discovered on Monday that some kiosks had been loaded by AV provider with preliminary version of the POD software. 
  • One printer jamming during first day; replaced the next day


E11.6 Lessons Learned and Suggestions

  • A good relationship with kiosk provider is essential.  We developed the GUI ourselves and it was key to be able to try it and debug it on the same kiosk model as the one selected for the symposium.  We had to make small software changes we had not identified prior to the test run.
  • Need to ensure that all kiosks have only the final version of the software installed.
  • Test software and kiosks thoroughly ahead of event and again the day before the beginning of the symposium.
  • Anticipate having to replace malfunctioning equipment.  Work out details of arrangement with AV provider ahead of time.
  • Many attendees asked if it would be possible to extend POD to include the RFIC symposium in future years. (We only provided access to IMS papers).
  • Consider double-sided printing for saving paper.  Our printers could only do single sided printing.
  • Place paper recycling baskets adjacent to POD kiosks.



E12: Signage

E12.1: Purpose and Duties

Signage in the conference venue has two distinct purposes: to direct attendees (e.g. to the registration area) and to provide location information (e.g. ongoing session information). Implementation of the former is unique to each venue and requires close cooperation with the Local Arrangements operational Committee, the meeting planner and exhibit organizer. For the latter task, inputs are received from many different sources including the Technical Program Committee.

Detailed design and production plans, including the creation of signs on location as needed during Microwave Week, should be finalized at least 3 months in advance of the start of the conference.


E12.2: Design

The basic design of the signs should incorporate at least the logo, if not the banner, to enhance the branding of the conference and make them easily identifiable among the other (venue provided) signage. Selection of a small number of different size signs enhances that image.

One major location information task is to provide the technical attendees with the session contents of the technical program’s oral and interactive forum (poster) presentations. Although electronic displays are available for individual session rooms in some of the newly constructed venues, poster board type signs are required to be used in most cases. The session contents information is derived from the technical program. A convenient source is the MS Powerpoint file of the session slides (see Fig. D16.1) produced by the Electronic Services group for the opening and the presentation schedules of the individual oral sessions.


E12.3: Production

Contracting for sign production is highly recommended, in order to obtain high quality printing and color reproduction. Local vendors have the advantage of providing short turn-around service, but may be more expensive than national companies. IMS2009 used a national company (Champion Exposition Services, Local contact: Matt McClellan, ) since this provider has been serving previous IMS organizations, is therefore familiar with the requirements and has been recommended by prior organizers.



E13: Photography

E13.1: Purpose and Duties

Traditionally, photographs are taken of the Steering Committee, of the AdCom members and Technical Program Committee members during the January meetings and of various events during Microwave Week. The primary use for the first two sets is in the Program Book and Proceedings, but additional uses are made in publicity and historical records. Photographs taken during the events are used in a number of different publications, such as the Microwave Magazine, publicity for the subsequent IMS, recognitions of awardees etc.

A schedule of shoots (see Attachment E13.1  should be finalized at least 2 months ahead of each of the January and IMS week events. For the Steering Committee photographs, a definite date should be set and advertised well in advance of the particular Steering Committee meeting where those photos are to be taken; this should be scheduled prior to the January set of meetings.


E13.2: Organization

Currently, photographs are taken in 3 different locations at 3 different times: the meeting place of the Steering Committee (~November), the location of the TPC meeting (January) and the conference venue (~June), yet uniformity of appearance should be maintained. This can be achieved by setting proper specifications, particularly for portraits, on the type, background and postprocessing of the images. For IMS2009, this was accomplished by contracting with a single photographic service (Jim and Tammy Lyle, Atlanta, GA, ), travelling to all locations. The copyright for all images should be retained by MTT-S.

For all portrait photos, a method has to be in place to identify the subject(s). For the Steering Committee, that is typically done by a member of the committee from the proofs. However, for the January sessions, a complete set of individual name printed sheets has to be prepared ahead of time. That is particularly important for the TPC Subcommittee and AdCom groups, since identification by local members is difficult and very time consuming.


E13.3: Suggestions and Recommendations

·       The MTT AdCom pictures were taken without name tags.  It took considerable effort to identify everyone

·       In at least one TPC group picture, the members changed positions between taking shots with name tags and without name tags.

·       Some Steering Committee pictures were taken at different times; although the same background was used, image backgrounds varied.

·       Responsibility for the creation of image footers has to be assigned early to avoid publication delays.

·       Inputs have to be solicited from all operating Committees for scheduling of photographers during the IMS event.


E14: Marketing and Publicity

E14.1: Purpose and Duties

  • Increase international awareness of the event
  • Keep the event in front of the targeted audience 
  • Maximize local attendance through awareness and promotional initiatives

E14.2: Suggested Membership Structure

One person can handle the duties, working with media partners and outside vendors

E14.3: Timeline of Events

  • Global marketing initiatives should begin as soon as possible following current year’s event
  •  Local promotion should begin approximately three months prior to event

E14.4: Description of Events


The first IMS newsletter was launched with the goal of keeping the event “front of mind” and increasing global awareness. The newsletter debuted in July, 2008, soon after the Atlanta show. It was sent monthly to an international email list comprised of Microwave Journal FLASH newsletter subscribers, past IMS attendees and steering committee members. The initial list consisted of 33,753 names. Between July, 2008 and July, 2009, an additional 3,132 people subscribed to the newsletter, bringing the total name count to 36,885. The content was solicited from steering committee chairs, allowing them to update recipients on the status of the technical program, exhibition, social events, etc. Upcoming deadlines were highlighted and relevant news items were included. The newsletter was produced, edited and distributed by Microwave Journal. Sponsorship was offered to exhibitors to defray the cost.   


A poster, titled “New England Microwave Milestones” was produced by MWJ, highlighting local achievements by individuals and corporations. The poster was then inserted in to the May issue of MWJ and distributed to all New England subscribers. The goal was to increase awareness of the event and generate local attendance. The cover panel of the poster provided a promotional message, offering free Red Sox tickets to randomly selected people who registered for the exhibition with the special code provided.


A similar promotion was initiated with New England based manufacturers representatives, in which the reps were provided with specially coded exhibition passes and Red Sox tickets were awarded to the two firms who generated the most attendees.

E14.5: Problems Encountered


Despite the fact that the content was scheduled for several months ahead, it was difficult to get some authors to submit their information on time. This led to some last minute content changes and occasional delays. Sponsorships were difficult to sell, so I would not rely on this as a revenue source. The newsletter was time consuming to produce.


Very time consuming project requiring quite a bit of research and creative production time.


No problems that I’m aware of.

E14.6: Suggestions and Recommendations


If this program is to continue, it should be launched in January, 2010. I recommend delivering it twice a month, due to the late start. I suggest that it be outsourced to a vendor proficient at newsletter production and that a firm schedule of content be determined at the outset.


I believe that this project proved to be very effective. I suggest that something similar be designed for 2010.


I believe that this was an effective promotion that got the local rep groups invested in the event and increased local attendance. I strongly suggest that it be continued for 2010.

E14.7: Conclusion

I think that the newsletter, though difficult to produce, was well worth the effort and achieved its goal of expanding awareness and creating a buzz around the event. It acted as a monthly reminder of upcoming deadlines and kept the event in front of potential attendees for the entire year.

Local attendance is critical to the success of every IMS event. Any promotional activities designed to increase local attendance are worth pursuing. 


E15: Publicity Items / Gifts

E15.1: Purpose and Duties

Publicity items advertising IMS are distributed at a number of events preceding the conference, in particular at the IMS in the year directly preceding this conference and at the Radio and Wireless Week (RWW) held in January, immediately following the TPC meeting. Some MTT members have been carrying these items to the preceding Asia Pacific Microwave Conference, held in December.

In addition, IMS has established a history of presenting various types of gifts to a number of groups making significant contributions to the success of the conference. In the order of increasing gift value, these groups include:

·       attendees of IMS,

·       guests of attendees as a hospitality gift,

·       speakers presenting papers at sessions and workshops during the conference,

·       chairs of sessions and workshops,

·       members of the Technical Program Committee,

·       members of the Steering Committee,

·       VIP recognition (determined by protocol).


E15.2: Organization

Budgetary limitations basically limit the types of gifts selected for the different categories. Ideas are solicited from the Steering Committee and final decisions made in small committee, including the General Chair. While the values of the gifts increase in the sequence listed above, the number of gifts needed for each category decreases. Orders have to be placed sufficiently in advance to allow for possibly long lead times and/or shipping intervals.


As Publicity items, IMS2009 decided to distribute luggage tags, embossed with the IMS2009 logo. An order for 6000 tags was placed for delivery before the 2008 IMS in Atlanta. In addition, T-shirts with the IMS2009 logo were purchased primarily for several occasions:

·       Publicity during IMS2008 in Atlanta and subsequent occasions,

·       Steering Committee photographs,

·       Student volunteers during IMS2009 (also presented with a Proceedings CD).

Among additional recipients were AdCom members, support staff members and other recognitions of efforts on behalf of IMS2009.


Of the Conference Gifts, the VIP recognition gifts were presented by the General Chair (or his representative) directly to the person to be recognized. Distribution of the attendee’s gifts was via the delegate bags, with the guest gifts mostly presented in the hospitality suite. The speaker and session chair gifts were delivered directly to the sessions and workshops, or could be picked up in the war room by the session and workshop chairs. The TPC and SC committee gifts are traditionally presented individually by the General Chair or the chairs of the operational committees within the steering committee.


IMS2009 selected the following gifts and order (leftover at end of conference) quantities:

-    Attendee gift:  necktie/scarf, ordered: 2600/400  (remaining: 400/95)

-    Hospitality gift: backpack, ordered 350  (remaining: 171), to be given with water bottle

-    Speaker/Chair gift: water bottles, ordered: 1200  (remaining: 150)

-    TPC and SC gift: wristwatch (male-female), ordered: 300-25 (remaining: 178 due to late arrival, to be distributed)

-    VIP: several, as needed.


E15.3: Suggestions and Recommendations

·       When deciding on source and main order quantities, consider availability of short order turn-around for additional quantities, if needed, just before or during the conference,

·       Consider that multiple positions are held by some recipients in selecting order quantities,

·       Overestimate production and shipping intervals to ensure timely arrival of main order,

·       Clearly set up gift distribution system.



E16: Session Management

E16.1: Purpose and Duties

One of the tasks of the Electronic Services group is to provide the management of the presentations to be made in the oral and workshop sessions. In close cooperation with the Audio/Visual group of the operational Local Arrangements Committee and the Signage group of this P&P Committee, the uploading process of oral session and workshop presentations to the desktops (or other computers) located in the presentation rooms has to be organized. A description of that process has to be provided to the operational Technical Program Committee for incorporation into the instructions sent to the authors.


E16.2: Organization

In most of the recent conferences, no special arrangements had been made and authors were to contact their session chairs at the Speaker’s Breakfast to arrange the uploading of their presentations during the session breaks. In a number of cases, that process was not completed by the start time of the session, thus cutting into the session time allocated to paper presentations. This process also does not allow the authors to preview their presentations in any detail.


To address some of these issues, IMS2009 introduced central uploading of oral session presentations. In cooperation with the A/V vendor (Projection Presentation Technology (PPT), San Francisco, Simon Tuck, ) the services of the speaker’s preparation room were expanded to require authors to submit their files to the upload desk at any time, starting on Monday and up to 10 minutes before the start of their presentation. The files were collected on the central server in folders, which were named with the session ID (e.g. TU1D), and sent to the appropriate room for the sessions. This allowed authors to see their files exactly as they will appear on the session screen and make some last minute modifications, if desired, before the final uploading. Once stored, modifications could still be made with the same 10 minute deadline.


To set up the system, the technical program information was provided to the A/V vendor using the Session Lead Slides (see Fig.D16.1), created by the electronic services group as the opening slides for each of the oral sessions of the conference. These slides were also uploaded by the vendor into the appropriate folders. This provided an additional convenience to the session chairs, since it allowed them to hyperlink to the presentations from the paper ID of the session schedule (see the last 3 presentations in Fig. D16.1b) for simple (and quick) transitions between presentations. The same set of slides was used to create the signage for the oral session rooms (see section D12.2).


E16.3: Suggestions and Recommendations

·       Inform oral session chairs and authors early and in detail of the session management process,

·       Use Final Manuscript submission information to create the Session Slides,

·       Reiterate session management process at speaker’s breakfasts.



a: Session Lead Slide



b: Session Schedule


Figure E16.1: Example of Session Lead Slides




Attachment E0.1: IMS 2009 Task Schedule Overview


Attachment E0.2: Publications and Publicity Committee Membership


George Heiter, Chair, Heiter Consulting,

Nick Kolias, Chair, Raytheon,


Logo & Branding

Roger Sudbury, Chair, MIT Lincoln Laboratory,

Rich Bushey, MIT Lincoln Laboratory,

David Vye, Horizon House,


Electronic Paper Management

Jon Hacker, Rockwell Scientific,

Roger Pollard, University of Leeds,
Jeff Pond, NRL,


Web Site

Kathleen Ballos, Chair, Ballos Associates Web Design,

Mitch Shifrin, Hittite,

Tim Lee,


TPC Meeting

Chad Deckman, Wavestream,



Steve McKnight, Northeastern,


Call for Papers

Candice Brittain, BAE Sysems,


Proceedings CD

Don Sherwood,



Tom Perkins, Chair, BAE Systems,

George Duh, BAE Systems,

John Guenard, Vishay - EFI,

Nick Kinglsey, Auriga Measurement Systems,

Pete Alfano, Response Microwave, Inc.,

Paul White,

Judi Glidden, JG Designs,


PDA Program

Tim Lee,


Workshop Notes & CD(s)

Candice Brittain, Chair, BAE Systems,

Nick Kingsley, Auriga Measurement Systems,

Raghu Mallavarpu, Raytheon,

Amit Burstein,Skyworks,


Special Event Program Booklets
Paul White,


Electronic Services

François Colomb, Raytheon,

Pat Hindle, Microwave journal,

Dogan Gunes, Skyworks,

Michael Parkes, Raytheon,



Matt Morton, Raytheon,
Charles Wang,



Paul Martyniuk, Chair, RFMD,

Jim Lyle, Lyle Photos,


Marketing and Publicity

Howie Vogel, Chair, Agilent,

Carl Sheffres, Chair, Microwave Journal,
Dave Vye, Microwave Journal,
Pat Hindle, Microwave Journal,



Lee Wood, MP Associates,


Publicity Items / Gifts

Mark Lewis, Hi-Peak,

Ke Wu, Poly-Grames Research Center,



Attachment E5.1: Final Table of Contents of the MM Special Issue




tables & figures




From the Editor's Desk



Welcome to IMS 2009



What's New in 2009



Attending the Conference



The Technical Program



Workshops and short courses



Short Course Abstracts



Workshop Abstracts



Virtual Participation






What To Do in Boston



IMS Student Competition



RFIC 2009






Plenary Announcement






IMS Survey facts









Microwaves & Superconductors



Si RFICs for Phased Arrays



Faster than Fiber









Metamaterials column






Advanced Program information

36 pp


Exhibitor listing

5 pp















































Attachment E7.1: Proceedings CDROM Statement of Work


IMS 2009 requires the production of 3600 copies of the Proceedings on a single, searchable Conference CD, and of 4 copies of a separate CD of manuscripts to be submitted to the IEEE. We anticipate having approximately 600 papers of 4 pages each, accepted into an estimated 80 sessions. The Conference CD should be produced with a label, placed in a thin case, including a jacket (estimated at 4 pages) and shrink wrapped. Suggested artwork and texts for the case will be provided.


Authors will be required to submit their papers in electronic form (.pdf files) to a Technical Program Management website (TPMS). The format for these submissions will be described on the 2009 IMS web site ( ) under "Final Manuscript Preparation". The CD supplier will be provided access to the TPMS electronic submission data base to obtain the final manuscripts.


Additional front mater and back mater material, such as organizing committee, symposium information, and cover artwork will be provided in electronic form to the CDROM supplier.


A: The conference CD shall contain the following material:

  1. A home page with the main menu and background artwork
  2. Getting Started Instructions
  3. A set of Preface Matter, to be delivered in mutually agreed format, estimated to contain approximately 30 pages based on Advanced Program files.
  4. A Table of Contents (ToC) , listing the individual sessions and titles by day, each session estimated to contain 5 – 8 papers each.  The ToC will be obtainable from a file to be supplied from the TPMS electronic submission data base.
  5. The set of final manuscripts, containing an estimated 600 papers of 4 pages each, inserted in the appropriate sequence, paginated and the first page provided with IEEE required footers (text provided).  The final manuscripts will be available from the TPMS electronic submission data base.
  6. Individual paper abstracts generated from the final manuscripts
  7. A standard author’s index generated from the final manuscripts.
  8. An expanded author’s Index generated from the final manuscripts.
  9. An affiliation index generated from the final manuscripts.
  10. A set of navigation tools.
  11. Full text search capability
  12. A set of back matter


It is desirable, but not required, that the individual Final Manuscripts be tested for compliance with IEEE Xplore requirements.




In addition, a set of four copies of the CD with the submitted Final Manuscripts shall be created for submission to IEEE Xplore.  This set shall meet the IEEE publications conference standard requirements, including a packing list, provided at the web site .


C: Material to be provided by IMS 2009 Committee:

  1. Front Preface and back matter files derived from the Advance Program  files
  2. Access to the final manuscript TPMS electronic submission data base


D: CD ROM Software shall provide:

1       Operation on PC, MAC, and Unix platforms

2       Navigation flow is outlined in the appendix.  Provisions to return to previous menu should be included.  Access to Main Menu bookmarks shall remain on view

3       Full test search capabilities


E: Proof CDROM

The supplier shall provide two submittals of the CDROM for review and approval before final production.  Proofs will include final materials and integrating authors’ electronic copy submittals as well as additional material provided by the publication committee. 


F: Deliverables

1       Four copies of an Initial Proof CDROM containing final material including case, label and jacket.

2       Four copies of a Master Final  Proof CDROM containing all final material, including case, label and jacket, for approval prior to production

3       Production CDROMs

                                                    i.     Qty: 3600

                                                  ii.     Options for quantities of 4000, 4500, and 5000

4       Three copies of an IEEE EXPLORE upload CDROM


G: Schedule

The present schedule calls for the submission of Final Manuscripts from authors by 20 March 2009. Mutually agreeable arrangements shall be made for a small number of late submissions.  The publication committee will review and audit the title/author/affiliation database entries referenced to the final manuscript files and make the completed data available by 12 April 2009.  The production copies of the Conference CD have to be on site in Boston, MA by 4 June 2009.  Key availability and delivery dates are presented in the schedule below.


CDROM Schedule

Step #




Release SOW

12 April 2008


Send out RFQs

19 April 2008


Receive Proposals

13 June 2008


Select Winners

27 June 2008


Notify Winner / Losers

7 July 2008


Sign Contract

28 July 2008


Open Final Manuscript Site

26 Jan. 2009


Advanced Front and Back Matter Material Available for CD Vendor

24 Feb. 2009


CD Supplier access to Final Manuscript Site

1 March 2009


Close Final Manuscript Submission Site

20 March 2009


Audited Set of Final Manuscripts available to Supplier

12 April 2009


Deliver Initial Proof CDROM from supplier

19 April 2009


Submit Initial Proof CDROM review comments to supplier

26 April 2009


Deliver 4 Copies of Master Final Poof CDROM for approval prior to production

12May 2009


Approve Final Production CDROM

16 May 2009


Deliver Production Quantity (3600) CDROMs

4 June 2009



31 July 2009


H: Contact Information

Please refer all questions concerning this Statement of Work (SOW) to:

Don Sherwood

2009 IMS Publications Committee, CDROM

Telephone: (603) 883-4298, Cell: (603) 438-9050


Appendix E7.1: Navigation Flow


Attachment E7.2: Digest CDROM Replication Statement of Work (Rev D)


The IMS 2009 requires a minimum quantity of 3,000 CDROMs of the Proceedings Digest to be delivered to the BCEC by 4 June, 2009.   The CDROM contains approximately 450 technical papers, front matter material and a complete set of navigation and search tools.  The CDROM master is being produced by Causal Productions,   The replicated CDROMs shall be based on master files that will be accessible from Causal’s web site.  The replication process shall generate CDROMs that exactly duplicate the performance of the master files. 



1)     The CDROM shall execute all functions of master files

2)     The CDROM label shall be high quality full color offset print process

3)     The CDROM shall be packaged in a 5.2mm poly slim line, clear case with sleeve.  The CDROM case dimension shall be 13.3cm wide, 12.8 cm high and 5.2mm thick.

4)     The CDROM case insert shall be high quality full color offset print process

5)     Minimum quantity: 2,000

6)     Optional quantities:  2,500 and 3,000

7)     The full production quantity of CDROMs shall be delivered to shipping address below no later than 2 June, 2009.

8)     Shipping Address:


To:      Nancy Cumming, IMS2009 Show Management

            Bag Insert

For:     2009 IEEE MTT-S International Microwave Symposium

C/O:    Champion Exposition Services

            Yellow Transportation

            1555 Bedford Street

            North Abington, MA 02351





Required Date



Submit sample of CDROM label and insert artwork

7 April, 2009



Provide CDROM case insert template

4 May, 2009



Provide final insert artwork

7 May, 2009



Provide insert proof samples.  Note: inset proof to use Epson print color matched to production printing process (exact match).  Proof to be printed on same stock paper used for production quantity.

12 May, 2009







Provide final CDROM label artwork

7 May, 2009



Provide proof samples of CDROM label using production offset printing process

15 May, 2009







Access master CDROM files from Causal’s web site

4 May, 2009



Provide IMS reviewers’ mailing addresses

4 May, 2009



Deliver CDROM proof copies to IMS reviewers.   Note: proof CDROMs to be burned at CD\Works and mailed overnight delivery.

5 May, 2009



CDROM proof feedback / accept

8 May, 2009



Replicate production quantity of CDROMs. Note: CD\Works will outsource replication and shall be responsible that replicated CDROMS are exact duplicates of proof CDROMs.




Deliver production quantity CDROMs to shipping address.  Note: Shipment must be received at the shipping address on or before the required date

2 June, 2009








Contact info:

Don Sherwood:, (603)-438-9050




Attachment E13.1: Subjects and Schedule of SC and TPC Photographs

Note: this is a workbook with 6 sheets detailing different sets of images required for several publications.

The Steering Committee (SC) sets can be scheduled during local Steering Committee meetings, with a specific meeting (e.g. the November SC meeting) designated and heavily advertised for the SC subset. For IMS2009, the missing photos of the large group sets were inserted as subgroups under the group image on the same page.

The Technical Program Committee (TPC) meeting images were taken during the combined AdCom/TPC/RWW set of meetings and conferences, held 17 – 22 January in San Diego, CA.

A separate event listing was created for the Microwave Week in Boston in June, which included the Banquet, Awardee portraits, Plenary and other special sessions as well as candid shots during the conferences.


E17 Collection of logos and themes


E18  Recent IMS Reports

E18a IMS2010

IMS2010_Reports\Microwave Magazine Special Issue.doc

IMS2010_Reports\PHOTOGRAPHY  Final Report.doc


IMS2010_Reports\PUBLICITY AND PUBLICATIONS  Final Report.doc

IMS2010_Reports\WEBSITE Final Report.doc


E18b  IMS2011




E18c  IMS2012





E18d  IMS2013




E18e  IMS2014









E18f  IMS2015

IMS2015_Reports\IMS2015 Communications_Committee_Final_Report.docx