How
to Obtain IEEE
SMCS Conference
Sponsorship
Why ask for SMCS Sponsorship for your Conference?
Why would the SMCS want to Sponsor your Conference?
Types of Sponsorship you can obtain
When should you request SMCS Sponsorship?
Proposal/Request and Approval Process
Recognized IEEE and SMCS Logos and Restrictions of
Use
Welcome
Dear Colleague,
We are glad that you are
interested in organizing a systems, human-machine
systems, or cybernetics related Conference, and are interested in the IEEE
Systems, Man, and Cybernetics Society (SMCS) sponsorship. We encourage
you to take advantage of the benefits of IEEE and SMCS sponsorship.
Provided for you here is
the information necessary to request and obtain IEEE SMCS sponsorship, and
useful information for working with the SMC Society of the IEEE in order to
ensure a successful and effective interaction between your Conference
Organizing Committee and the SMC Society.
The SMC Society of the IEEE
wishes you success in your plans and activities.
Why consider SMCS Sponsorship for your Conference?
The IEEE Systems,
Man, and Cybernetics Society (SMCS) is the world’s leading society for the
advancement of theory and applications in systems engineering, human-machine
systems, and cybernetics. Its mission is to serve the interests of its
members and the community at large by promoting the theory, practice, and
interdisciplinary aspects of systems science and engineering, human-machine
systems, and cybernetics. This is accomplished through conferences,
publications, and other activities that contribute to the professional needs of
its members.
If you intend to organize,
or are in the process of organizing, a Conference that is either focused on SMC
or is significantly related to SMC, you will find that having the IEEE
associated with your event is a significant benefit. The IEEE is the largest
Engineering Society in the world, and the SMC Society of the IEEE, by their
support of the event, will help ensure its success.
The SMC Society can also
provide significant technical contributions to the Conference, such as:
- Assistance in the
organization of the Technical Program
- Assistance in the
paper review process
- Organization of
Workshops and Sessions on specialized SMC topics
- Listing your
Conference in the IEEE Conference Search database and the IEEE Call for
Papers listing (after you submit an IEEE Information Schedule Form at the
IEEE web site after sponsorship approval)
- Publishing
announcements of the event in the SMCS eNewsletter/Transactions
list of Conferences.
Thus, IEEE can
help you to achieve a better, highly recognized event, supported by high
quality technical contributions.
Please note that use of the IEEE and/or SMCS name or logo without written permission from the IEEE and/or the IEEE SMCS Board of Governors (BoG) is strictly forbidden.
Why would the SMCS want to Sponsor your event?
The SMCS’s
largest benefit in sponsoring/co-sponsoring events is the very fact that
through its involvement it helps to enhance the dissemination of the discipline
of SMC and thereby perpetuate engineering progress to improve the quality of
life for the benefit of all mankind.
The objectives of the SMC
Society are scientific, literary, educational and professional in character.
The SMCS strives for advancement of theory and application in systems
engineering, human-machine systems, and cybernetics, in part, through
conferences and publications.
The Society promotes close
collaboration and exchange of technical information among its members and other
professional societies and organizations. To facilitate this exchange, the SMCS
organizes and participates in national and international symposia, conferences,
and workshops. The SMCS views these events as forums for engineers, technicians
and scientists to discuss personal views, theories and solutions.
Sponsorship/Co-Sponsorship
of Conferences also enhances the awareness of the attendees and the engineering
communities to the benefits of both IEEE and SMCS membership.
Types of Conference Involvement
As authorized in the IEEE bylaws, the SMC Society, by itself or jointly
with other IEEE entities, and/or jointly with non-IEEE, not-for-profit entities
may be involved in the organization of a conference for which registration fees
will be charged. Sponsorship relates to the responsibilities and
accountabilities of the SMCS with respect to financial, technical, publicity,
and administrative aspects of a conference. SMCS can provide sponsorship
to conferences that includes financial involvement (Sole Sponsorship or
Co-Sponsorship) or no-financial involvement (Technical Co-Sponsorship).
The types of conference
sponsorship provided by the IEEE SMCS are further outlined below.
Attention: The IEEE SMC Society CANNOT participate in the organization of conferences organized by “for profit” organizations.
Sole
Sponsorship
Sole sponsorship indicates
full and sole SMCS involvement including complete responsibility for the
technical, financial, publicity and administrative aspects of the conference.
· In the technical/professional area, IEEE SMCS members will plan the scope of the program, organize panel discussions, invite special speakers, review and select contributed papers.
·
In the financial area, IEEE SMCS members will be involved in
preparing the conference budget, monitoring the financial affairs and preparing
the final financial report.
·
At least one IEEE entity (administrative unit) will assist in local
arrangements, exhibits, publicity, public relations and publications.
·
IEEE sponsored conferences are financially accountable to the sponsoring
entities and to IEEE Headquarters.
·
The Proceedings of IEEE sponsored conferences qualify for distribution
through the IEEE Conference Publications Program (CPP). Full paper review
is necessary for conferences to receive IEEE SMCS support for the CPP and three
reviews per full paper are typically expected. Exceptions may be made for
conferences with a track record of quality proceedings production.
IEEE
sponsored conferences are entitled to IEEE services at the non-profit rate.
IEEE SMCS sponsored
conferences must have the IEEE and SMC Society logos and name included
in the conference title and all conference publications and announcements.
Co-Sponsorship
Co-sponsorship indicates a
shared involvement among several entities, one of which is SMCS, in the
technical, financial, publicity and administrative areas of the conference, as
defined above under Sole Sponsorship.
IEEE co-sponsored
conferences are entitled to IEEE services at the non-profit rate.
IEEE co-sponsored
conferences, for which all co-sponsoring entities are IEEE, must have
the IEEE logo and name included in the conference title and the IEEE and SMC
Society logos and name included in all conference publications and
announcements. For co-sponsored conferences with non-IEEE entities, it is
recommended that the IEEE and SMC Society logos be used in all
conference publications and announcements.
Technical
Co-Sponsorship
Technical co-sponsorship
indicates direct and substantial involvement by SMCS solely in the organization
of the technical program. The SMCS has no financial involvement in the
conference. It also involves encouraging members to submit papers and
attend the conference through announcement in the SMCS eNewsletter
and on the SMCS web site.
The SMCS may wish to
negotiate a variety of issues with the sponsoring organization, including registration
fees for IEEE members, possible post-conference sales of proceedings through
the IEEE Conference Publications Program, or other issues that benefit the
conference and future interaction with the sponsoring organization.
For IEEE Technically
Co-Sponsored conferences, it is recommended that the IEEE and SMC
Society logos be used in all conference publications and announcements.
The SMCS name may not be
used in the conference title, but the SMCS logo may be used in conference
publications and promotional materials.
If the conference has no
sponsoring or co-sponsoring IEEE entity, then the IEEE name cannot be used in
the conference title.
Detailed information regarding the IEEE involvement may be found on the
IEEE Web site:
http://www.ieee.org
Conferences
Organize a conference
IEEE Conferences Organization Manual
2.0 Types of Conference
Involvement
When should you request/propose SMCS Sponsorship?
Requests/Proposals for any
type of SMCS sponsorship should be submitted for approval at least 1 year
in advance of the conference. It is recommended that a request/proposal be
submitted to the SMCS as early as possible and no later than the time you
generate your Call for Papers in order to guarantee that:
·
the logo and name of the IEEE is incorporated in your Call for
Papers/Announcement, if appropriate, and approved by the SMCS Board of
Governors, in a timely manner,
·
the SMC Society may be able to effectively contribute to the Technical
Program of the Conference (e.g., by organizing special workshops and tutorials)
Note that the approval process by the SMCS Board of Governors may take as
much as 2 months from the time the request/proposal is received by the SMCS
Vice President for Conferences and Meetings.
Who should you contact?
Initial contact should be made with the SMCS Vice President for Conferences and Meetings
(VPCM) and SMCS Conference Coordinator.
The VPCM will assist in initiating the process and can be contacted for
any inquiries or questions you may have.
Proposal/Request and Approval Process
Proposing
Sponsored and Co-Sponsored Meetings
Proposals for financial
sponsorship along with additional documents listed below should be submitted to
the SMCS Vice President
for Conferences and Meetings (VPCM) and SMCS Conference Coordinator.
The proposal should state the type of financial sponsorship sought from
IEEE SMCS (“sponsorship”, “co-sponsorship”). The choice depends on the
degree of financial involvement. In the case of financial sponsorship,
the IEEE will request part of the conference revenue.
Submitted proposals should be accompanied by:
·
a completed draft IEEE Information Schedule
form (a final version would be submitted online to IEEE after approval).
·
a Call for Papers
(CFP) and a web URL link to the website that contains full conference details.
·
a
complete conference budget prepared using the IEEE Financial Reporting Workbook,
a Microsoft Excel workbook that may be downloaded from the IEEE Web site:
Conferences
Organize a Conference
Required Documentation for IEEE Conferences
An example proposal
and an example CFP
are available.
Indicate any intent/plan to participate in the IEEE Conference
Publications Program (CPP). The IEEE CPP (formerly known as the
"Book Broker Program") handles post-conference distribution of
conference papers in all media and coordinates the submission of conference material
to IEEE Xplore®.
Note that full paper review is necessary for
conferences to receive IEEE SMCS support for participation in the CPP, and
three (3) technical reviews per full paper are typically expected. Exceptions
may be made for conferences with a track record of quality proceedings
production.
Note also that inclusion of conference material in IEEE Xplore® does not guarantee indexing in Ei
Compendex. IEEE will submit, but not guarantee,
papers for indexing in Ei Compendex.
Misrepresentations of guaranteed indexing services on conference materials or web
sites constitute grounds for disapproval or withdrawal of IEEE SMCS
Sponsorship/Co-Sponsorship.
Requesting
Technical Co-Sponsorship
A request
should be submitted to the SMCS Vice
President for Conferences and Meetings (VPCM) and SMCS Conference
Coordinator.
Submitted requests should be accompanied or immediately followed by:
·
a completed draft IEEE Information
Schedule form (a final version would be submitted online to IEEE
after approval).
·
a Call for Papers
(CFP) and a web URL link to the website that contains full conference details.
·
a copy of the
conference budget (requested for IEEE SMCS information but not factored into
the technical co-sponsorship approval decision).
·
a statement of
confirmed interest and intent to support the conference (e.g., organization,
paper review, etc) from a representative of one or more IEEE
SMCS Technical Committees.
An example CFP
is available.
Indicate any intent/plan to participate in the IEEE Conference
Publications Program (CPP). The IEEE CPP (formerly known as the
"Book Broker Program") handles post-conference distribution of
conference papers in all media and coordinates the submission of conference
material to IEEE Xplore®.
Note that full paper review is necessary for
conferences to receive IEEE SMCS support for participation in the CPP, and
three (3) technical reviews per full paper are typically expected. Exceptions
may be made for conferences with a track record of quality proceedings
production.
Note also that inclusion of conference material in IEEE Xplore® does not guarantee indexing in Ei
Compendex. IEEE will submit, but not guarantee,
papers for indexing in Ei Compendex.
Misrepresentations of guaranteed indexing services on conference materials or web
sites constitute grounds for disapproval or withdrawal of IEEE SMCS Technical
Co-Sponsorship.
What Happens
Next
Upon receipt of a proposal for SMCS financial
Sponsorship/Co-Sponsorship and all required documents, the VPCM will present
the proposal and budget to the SMCS Conferences and Meetings Committee (CMC)
for separate Sponsorship/Co-Sponsorship and budget approval. The SMCS BoG must approve the conference Sponsorship/Co-Sponsorship
and conference budget before the proposal can be granted official and final
SMCS approval.
Upon receipt of a request for Technical
Co-Sponsorship and all required documents, the VPCM will consider and evaluate
the request and decide on approval. Technical Co-sponsorship requests do
not require the approval of the SMCS BoG.
Decisions of the CMC/BoG
during the approval processes will be taken based on criteria such as:
·
Conference organization by not-for-profit organizations (mandatory IEEE
criterion)
·
Extent of relevance of the conference contents to the disciplines of SMC
and benefit of the conference to the IEEE SMC Society membership
·
Time of application (at least one year in advance or sufficiently early
to ensure timely and effective SMCS contribution to the conference)
·
Expected technical and administrative quality of the conference program
and proceedings
·
Potential competition with other SMCS-sponsored events within 3 months of
the proposed conference dates.
The SMCS policy for approving a conference budget after sponsorship
approval requires that:
·
The
budget (sponsorship/co-sponsorship) is provided to the current VPCM in the
required format.
·
The VPCM
forwards the budget to the SMCS CMC for comments and approval. (The review is
typically completed within several weeks of initial budget submission.)
·
It is
possible that revisions will be required; if so, the budget is revised by the
submitting entity and steps 1 – 2 are repeated until approval is granted by the
SMCS CMC.
·
Upon
SMCS CMC budget approval, the VPCM forwards the budget to the SMCS BoG for approval.
·
Once BoG approval is granted, the VPCM notifies the submitting
entity of official SMCS approval.
·
The
submitting entity then submits an online IEEE Conference Information Schedule
form at the IEEE web site and the SMCS-approved budget directly to IEEE
Conferences Services at IEEE Headquarters for IEEE approval.
·
If after
initial budget approval significant changes are required, the budget must be
resubmitted for approval by both SMCS and the IEEE.
Whether the CMC/BoG
approves or disapproves the sponsorship proposal/request, the VPCM or
Conference Coordinator will communicate the decision shortly thereafter.
MOU
If the Co-Sponsorship/Technical
Co-Sponsorship proposal/request is approved, you will be advised of the need to
prepare an MOU (Memorandum of Understanding) between the non-SMCS conference
co-sponsors and the SMCS BoG. The MOU provides
terms and conditions of the SMCS participation in the Conference and must be
signed by authorizing representatives of the co-sponsors and the SMCS.
More information about MOU requirements, as
well as sample MOUs that can be downloaded for direct
use or as guides, can be found here.
Upon completion of the MOU, submit 2 (two)
signed copies of the MOU to the VPCM to be counter-signed by the SMCS
President.
Having countersigned the MOUs,
1 (one) copy will be returned to you for retention purposes.
From this point on, you will work with the VPCM
to ensure that all provisions outlined in the MOU are accomplished prior to and
during the Conference.
Recognized IEEE Logos and Restrictions of Use
The IEEE Logos are registered with the U.S.
Patent & Trademark Office and therefore must be accompanied by the ®
("Registered Trademark") placed at the lower right.
If use of the IEEE logos is approved, visit IEEE Master Brand
to access the official logo.
Please note that use of the IEEE and/or SMCS name or
logo without the written permission from the IEEE and/or the IEEE SMCS BoG is strictly forbidden.
For detailed instructions regarding the Use
of the IEEE Logo and Logotype "IEEE" please refer to the IEEE
Intellectual Property Rights, Trademark Registration Information.
Points of Contact
SMCS
President
Michael Berthold
SMCS
VP for Conferences and Meetings
Philip Chen
SMCS
Conference Coordinator
