Pulse Chair and Committee Roles

Society Chair and Committee RolesSociety Chair and Committee Roles

This document lays out an updated BTS Pulse (Pulse) 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, which was 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 BTS Pulse (Pulse) Recommendations and Best Practices

The Conference chair (or Co-chairs), Vice-chair and Pulse 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.

Pulse Conference Finance provides the conference treasurer and chair 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. When possible, participate as an attendee for all BTS Events.

BTS Recommended Conference Timeline provides dates for all of the duties listed below.

  • The Conference Chair and Vice-chair will appoint a Pulse Committee (with responsibility for oversight of planning of technical content presented, paper selection, and sponsorship), as well as select the session chairs, and will assign tasks to them as appropriate.  

  • The Chair will organize and moderate all Pulse calls (BTS staff will set up Webex) and will supply agendas in advance of all calls. BTS staff will take minutes and upload to a shared drive on Google.

  • The Chair and Vice-chair are responsible for creating the main conference program (i.e. workshop and tutorial topics).  The Chair and Vice-Chair will identify presenters for special sessions, invited papers, and keynotes with the support of both Committees. 

  • The Pulse Committee will ensure its members are active in recruiting speakers, sponsors and attendees. 

  • The Chair and Vice-Chair will establish registration pricing in consultation with BTS staff, Marketing Chair and Committee based on previous years, sponsorship opportunities, etc.

  • In coordination with the BTS staff, the Marketing Chair and Committee and the Chair and Vice-Chair will review all publicity (social media, webpages, fliers, notices, announcements, posters, etc.) to ensure accuracy. 

  • The Chair and Vice-Char will appoint a “host” for the conference to welcome attendees, introduce session moderators, etc.  Session moderators will introduce the speakers.

BTS staff responsibilities

  • BTS staff will assist the Chair and Vice-Chair with oversight of logistics and finances of the Pulse event and ensure IEEE policies are followed.  As noted below, staff will handle the mechanics of contract negotiation and logistics.    

  • BTS staff will manage contracts with IEEE Conference Management for the conference venue, including contract negotiation, registration management, conference logistics, etc.

  • BTS staff will submit the Pulse Schedule to IEEE Conference Services for listing in the Conference Search Database and Call for Papers.

  • BTS staff will submit IEEE Conference Budget Forms (Summary, Income, Expense & Social Functions), will check for any discrepancies, and continually monitor the budget.

  • BTS staff will create and manage website pages throughout the conference. 

  • BTS staff will handle all contracts and payments from sponsors and exhibitors.

  • BTS staff will handle conference registration and contracting.

  • BTS staff will work with IEEE Conference finance to obtain merchant accounts for credit card processing.

  • BTS staff will take care of publicity for the Pulse which includes updates to website pages, press releases, marketing and sponsorship. 

  • BTS staff will propose a schedule for the Pulse event and the Committee will determine the number and timing of presentations, and identify speakers.     

  • BTS staff will set all deadline dates This is to build a more consistent timeline, with promotion beginning earlier in the year, etc.) The BTS Conference timeline schedule was put in place so this does not have to be revisited each year.

  • BTS staff will arrange all public announcements, registration opening,  and sponsorship information.

  • BTS staff will handle obtaining slides of presentations for platform host.

  • BTS staff will manage contacts with speakers and any necessary follow-ups.  BTS staff will create a contact list of speakers for session moderators so that they can assist in getting final presentations on time.

  • BTS staff will handle applications and management of Continuing Education Unit (CEU) and PDH (Professional Development Hours) for attendees.

  • BTS staff will handle all post communications with event attendees.

  • BTS staff will take care of paying all hotel bills, submitting W9s, etc.

  • BTS staff, in coordination with the Pulse Treasurer will submit a final financial report to Audit and IEEE Conference Services.



[1.22.21 Adoption by BTS AdCom]