IEEE Broadcast Technology Society IEEE Broadcast Technology Society IEEE Broadcast Technology Society

Conference Chair and Committee Roles, VP BTS Conferences

For IEEE BTS (Broadcast Technology Society) conferences, the successful orchestration of events relies on the harmonious collaboration between two important roles: the VP BTS Conferences and the resp. Conference Chair. As the VP BTS Conferences serves as the overarching person in charge of conference activities throughout the society, their role involves strategic planning, coordination, and management under the direction of the BTS President and Vice President. The VP works closely with the Conference Chair, whose responsibility is to lead the various conference committees and execute essential tasks for the event's success. The VP approves relevant activities proposed by the Conference Chair, emphasizing a cohesive partnership for seamless conference execution.

Roles of VP BTS Conferences: 

The VP BTS Conferences assumes a central role in steering the strategic direction of conference-related endeavors within IEEE BTS. Elected by the Adcom as an AdCom member, the VP works in together with the BTS President, Vice President and Head of Marketing to craft a comprehensive plan for conferences taking into account the strategic direction of BTS. Their responsibilities encompass initiating, developing, and coordinating strategic programs, as well as participating in BTS events when feasible. The VP also maintains communication with the conference committee members, BTS staff, and AdCom members. Key functions include reporting on progress at AdCom meetings, recruiting individuals for committee positions, and serving as the primary contact for volunteer-related inquiries.

Moreover, the VP BTS Conferences collaborates with the Conference Committee to:

  • Monitor the status of all BTS-supported conferences.
  • Recommend the initiation of new conferences based on technological advancements and geographic considerations.
  • Oversee the review and approval process for new conference requests and recurring conferences.
  • Propose solutions for conferences facing challenges such as low attendance or financial difficulties.
  • Facilitate workshops or mini-colloquia in emerging technology areas.
  • Manage budget reviews and final reports for financially sponsored conferences.
  • Oversee the entire life cycle of BTS-supported conferences.
  • Contribute to the display of meeting-related information on the BTS website.

Roles of the Conference Chair: 

The Conference Chair serves as the key person for the successful execution of a specific IEEE BTS conference. Their leadership spans various facets, including:

  • Providing overall leadership for the conference organizing committee.
  • Coordinating and overseeing the work of subcommittees and volunteers.
  • Developing a comprehensive conference timeline and plan in collaboration with the organizing committee.
  • Selecting and securing a suitable venue, determining the conference theme and scope.
  • Managing the conference budget, setting registration fees, and securing funding.
  • Collaborating with the program committee to define the technical program.
  • Reviewing and selecting papers, presentations, and speakers.
  • Overseeing the publication of conference proceedings.
  • Supervising the registration process and coordinating logistics.
  • Implementing marketing strategies and working with the publicity committee.
  • Seeking and securing sponsorships, managing exhibition space.
  • Ensuring adherence to IEEE standards and guidelines.
  • Facilitating networking opportunities and community building.
  • Conducting post-conference evaluations and submitting required reports.

The Conference Chair works closely with the VP BTS Conferences, seeking approval for relevant activities and consulting with past Conference Chairs to ensure a smooth and successful conference experience. The synergy between these roles is essential for upholding the high standards of quality and professionalism associated with IEEE events.