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Hi, all,
Here's a summary of the current progress on conference concerns. As
before, updated items are preceded with "+". See v2 for the previous list.
Overall, the TCCC has identified some key areas where costs can be
reduced for future meetings. Note that this may take some time to
implement, since contracts for meetings are often made a year or more in
advance. Some cost reductions can be implemented soon, notably avoiding
publication costs by using volunteers to organize pubs.
I'm currently collecting info on all pending meetings with budgets for
publication, and will try to determine how quickly we can replace that
cost with volunteer effort and reduce the conference registration fees
accordingly. The same is true for any other conference costs that can be
reduced for conferences in progress. In the meantime, if you want to
volunteer for this role, please contact me off-list.
Again, please post suggestions to the list.
Joe
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v3.0 12/20/09
The following is an attempt to distill the recent threads on conference
concerns down to short list of focus points. Please respond either
on-list or to me directly if I have missed anything or if you feel this
summary should be revised:
1- reducing non-author presenters
ACTION: it seems like the most direct solution would be to
change the Comsoc requirements for a "full-time registration per
paper" to state that this must be a named author, and to
allow the existing rules for exceptions (at the
discretion of the chairs) to address unusual cases.
+STATUS: The Comsoc is implementing this change.
2- support for resource-challenged authors
ACTION: TCCC should identify resources for such authors
to be able to attend meetings in person, or to present
at meetings where attendance isn't possible.
+STATUS: The TCCC is updating our web pages with this resource,
also including pointers for underrepresented groups. Please
contact Sonia Fahmy, our vice chair, with pointers.
3- meeting costs
- cost trends
+STATUS: to be completed (any volunteers?
this info is online)
- costs associated with executive committee members
+STATUS: Fred Bauer has confirmed with various
other Comsoc officers that Comsoc meeting
costs, including registrations and food,
are charged to the Comsoc, not to the meeting.
- costs associated with other free registrations
+STATUS: Fred Bauer provided example budgets
and their corresponding registrations. These
are representative of recent meetings.
- other ways to reduce costs
- university locations
+STATUS: The Comsoc will continue to
explore such locations for future meetings,
although recent experience has confirmed that
such locations do not result in lower total
costs.
- LEAN meetings (bag lunches, etc.)
+STATUS: The Comsoc has suggested that such
meeting styles would reduce the quality of the
IEEE and Comsoc reputation. TCCC is committed to
encouraging the Comsoc to explore this style
on an experimental basis.
- virtual/remote presentations
+STATUS: The Comsoc is exploring this issue.
Current estimates of the net effect is that it
may increase the registration costs for
in-person attendees, e.g., remote attendees have
lower costs at the expense of not amortizing
fixed costs over the entire author pool.
It currently appears that this option might be
useful to consider for extenuating cases, e.g.,
illness, family issues, or visa problems, but
that it may be difficult to offer as a general
alternative.
- * (see above) reduced fees for 'research' presenters,
e.g., published/PC/exec members in past year
+STATUS: TCCC is committed to exploring this
issue for "commercial" meetings. For meetings
whose primary purpose is research presentations,
such as ICC, Globecom, and Infocom, this
would have no net effect, however/
- pointers to conference planning information where
available
+STATUS: TCCC is updating its web pages with
this information.
- surplus/deficit info for specific meetings
and journals
ACTION: TCCC will collect the relevant information
and report back.
+STATUS: Fred Bauer recently posted information on
typical conference costs, including conclusions as noted
above.
As reported, although the IEEE is showing a 10% surplus
across conferences for the past year, that is not the
case for the Comsoc.
The TCCC has identified some specific areas to address,
notably publication costs and reception costs. Trimming
these costs may result in rates more in line with
expectations.
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