Broadband Multimedia Systems and Broadcast (BMSB) Conference Committee
This document updates the BMSB conference planning process, including the impacts of the COVID19 pandemic on all IEEE conferences. Regardless of the way conferences have operated in the past, IEEE has established new processes and procedures for all future events. This document, reviewed and adopted by the BTS AdCom, highlights some of those processes and procedures. It will be the responsibility of BTS staff to report all budgetary items to the BTS President, Vice-president, Treasurer, FinCom Chair, and Vice-President of BTS Conferences.
IEEE International Symposium on Broadband Multimedia Systems and Broadcasting (BMSB) Recommendations and Best Practices
The BMSB Conference Co-chairs and Conference Treasurer need to Submit Conflict of Interest (COI) forms to IEEE Conference Services. COI forms will be sent via email from IEEE Meetings, Conferences, Events (MCE). See Principles of Business Conduct and Conflict of Interest.
BMSB Conference Finance Guidelines provides the Conference Treasurer and Conference Co-Chairs with IEEE BTS specific guidelines. BTS staff will work with the conference treasurer on all budget items and will report to BTS Treasurer and VP of Conferences.
BTS Recommended Conference Timeline provides dates for all of the duties listed below.
Once the location and chair have been named BTS staff will oversee (with participation of the chair) to follow IEEE conference guidelines with proposed budget, required IEEE financial system, documentation and assist conference finance with regards to registration and budget (completed by conference chair).
To provide consistency with IEEE and BTS branding, the conference chair should use the IEEE BTS Marketing teams’ templates (currently being worked on) for the Call for Papers, BMSB website, program materials etc.
In coordination with the BTS staff, Marketing Chair and Committee the conference chair will review all publicity (social media, webpages, notices, announcements, fliers, posters, etc.) to ensure accuracy.
Staff can regularly update the BTS website to link to the local BMSB website. Promotion will be to the BMSB local website with prominent IEEE and BTS logos as well as links to BTS opportunities.
Staff will send out promotion emails throughout the year for CFP, registrations, etc.
Staff will keep social media active before and during the live event.
BTS Staff works with conference chairs on handling papers, paper submission websites, and handles the proceedings post event.
If the conference uses IEEE Meetings, conferences and events (MCE) to handle the registration for the conference, they will print and mail badges.
BTS/BMSB liaison tallies the downloads and emails winners of Scott Helt and Best Paper Awards. BTS Staff can make certificates and order plaques.
Should the local organizers of the conference choose to handle the badges, plaques, and certificates on their own, please be sure to keep all transactions transparent in your conference budget.
Staff will take care of paying all bills, submitting W9, etc.
Staff will submit a final financial report to Audit and IEEE conference services within 60 days of the conference.
BTS staff will assist with conference proceedings to load to IEEE Xplore within 30 days of the conference.
Adopted by AdCom 1.22.21