Committee Responsibilities

IEEE Infocom 2002

July 23-28, 2002

Executive Committee

Chairperson

Members

General Chair
Vice-Chairs 
Local Arrangements Co-Chairs
International Vice-Chairs 
Technical Program Co-Chairs 
Financial Chair 
Tutorial Program Co-Chairs
Panel Program Co-Chairs
Publicity Co-Chairs
Publication Chair
Internet Co-Chairs
Information Systems Co-Chairs
Corporate Partners Chair 
Standing Committee
Registration

Mission

Manage the overall aspects of the conference to ensure its success

Responsibilities:

• set direction/develop overall plan for the conference
• establish schedule for major activities
• approve technical program, budget, keynote speakers, award presentations etc.
• administer the conference, conduct final audit
• arrange suitable meetings, e.g., Infocom 2001, Globecom 2001

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Vice Chair Team

Administrative Vice-Chair

Mission

• Assist the General Chair and other chairs on administrative matters

Responsibilities

• Dynamic, according to needs
• Guide and assist the publicity, finance, local arrangements, publications
  and corporate partners chairs, and serve as a backup for these chairs, 
  if necessary

Technical Vice-Chair

Mission

• Assist the General Chair and other chairs on technical matters

Responsibilities

• Dynamic, according to needs
• Guide and assist the technical program, panel, tutorial, keynote speaker
  and internet chairs, and serve as a backup for these chairs, if necessary

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Local Vice-Chairs

Mission

• Be responsible for all local arrangements at conference site

Responsibilities

• Carry out plans outlined by the Executive Committee
• Facility arrangements for meeting, advertising booths, registration, sessions, panels, social activities, exhibits
• Interface with hotel in all cases
• Arrange transportation as required
• Arrange inspection trips as required
• Arrange for local printing, Audio visual requirements,
• Operations room, photocopying
• Plan and manage receptions, dinners, speakers breakfasts, lunches, special events 
• Arrange for printing notices as required
• Arrange for coffee breaks
• Arrange for security as required
• Arrange for clean up/close up after conference
• Arrange for appropriate signs
• Arrange for Comsoc and Computer Society membership desks if required.

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International Vice-Chairs

Mission

• Promote paper submissions and high level of attendance from their respective geographical areas

Responsibilities

• Use local lists and innovative ideas to promote papers submissions
• Place advertisements in suitable local media
• Place advertisements at local conferences
• Develop program to increase attendance of people from respective geographical areas

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Technical Program Committee

Technical Program co-chairs

Mission

• Prepare and determine the technical program

Responsibilities

• Produce call for papers
• Establish and chair Technical Program Committee (TPC)
• Receive, track and arrange for review of papers submitted for publication
• Select papers and notify authors
• Develop technical program (Advance and Final)
• Arrange for appropriate author kits, in coordination with Publication chair(s)
• Identify local arrangements requirements for sessions to Local Arrangement Chair
• Prepare and submit budget and other financial records as requested by the Finance Chair
• Arrange meetings, e.g., Infocom 2001, early July 2000, mid October 2000

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Financial Team

Financial Chair

Mission

• Mission: carrying out sound financial policies and ensure that the conference operates within the approved budget

Responsibilities

• Coordinate budget estimates
• Prepare budget for Executive Committee approval
• Establish conference bank account
• Arrange for operating loan if appropriate
• Establish a control system to review financial performance on a regular basis and report to Executive Committee
• Draft financial reports as required
• Pay approved expenses and mainatain suitable records of expenses
• Distribute final funds as previously agreed upon
• Establish refund policies
• Apply for NSF grant for student travel aid

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Tutorial Program Team

Tutorial Co-Chairs

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Panel Program Team

Panel Program Co-Chairs

Mission: 

• Determine topics and arrange for panel discussions

Responsibilities:

• Determine topics for panels
• Solicit panelists
• Forward panel topics and participants to Publicity/Publication Chair(s).
• Identify local arrangement requirements for panels to Local Arrangements Chair(s)
• Prepare and submit budget and other financial records as requested.

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Publicity Team

Publicity Co-Chairs

Mission: 

• Publicize the conference in a way that promotes high attendance

Responsibilities:

• Use previous attendance lists
• Use selected mailing lists available from IEEE
• Place advertisements in suitable media
• Place advertisements at other conferences (e.g., Infocom 2000, ICC 2000, Globecom 2000)
• Arrange for promotional material for booths.

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Publication Team

Publication Co-Chairs

Mission: Manage and execute all aspects of publications

Responsibilities

- edit and publish Call for Papers, Advance Program, Final Program and Conference Proceedings
- arrange for printing and delivery of Call for papers, Advance Program, and Final Program
- arrange for publication and distribution of conference Tutorial Notes
- verify all Copyright Forms completed by authors and coordinate with Technical Program Chair(s) to obtain missing ones
- ensure all IEEE publication requirements are satisfied

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Internet Committee

Internet Co-Chairs

Mission: Arrange Internet communications for the conference

Responsibilities:

- identify equipment and communication needs
- establish reliable and fast Internet connection
- identify local arrangements requirements for Internet connection to Local Arrangement Chair
- prepare and submit budget and other financial records as requested by the Financial Chair(s).

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Information System Team

Information Systems Co-Chairs

Mission: Maintain adequate information systems for the conference to run smoothly

Responsibilities:

- identify areas in which the electronic paper processing can be improved and implement them
- identify ways in which executive committee members can do their jobs more effectively with better information systems
- create and maintain the web pages for the conference

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Corporate Partners Team

Corporate Partners Chair

Mission: Solicit financial support for the conference

Responsibilities:

- identify potential corporate partners in the communication industry
- solicit financial or other donations from corporations
- solicit financial support from government agencies

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Standing Committee

Standing Committee Chair

Mission: 

• Steer the Executive Committee

Responsibilities:

• Advise the Executive Committee on all aspects of the conference
• Help with the relations with the IEEE Communications and Computer Societies 

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Registration

Computer Society Registration

Mission: 

• Manage and execute all aspects of registration

Responsibilities:

• Provide contact for advance mail in registration
• Account for and report on all advance registration when requested by the finance chair(s)
• Route hotel registration to Local Arrangements Chair(s)
• Arrange for printing of name tags, receipts, tickets, etc. as requested
• Input budget and facility requirements to Local Arrangements Chair(s)
• Provide supplies for Registration
• Develop registration procedure
• Arrange for appropriate staffing of registration booth
• Manage registration booth
• Arrange for press and VIP registration, badges, etc.
  
  

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