Details of Proposal for the Conference

(ver.5 - 2015)

(Please keep handy all the relevant information pertaining to the

proposed Conference while filling up the form against each of the 12
points mentioned to the best of knowledge and belief. Also go through the
notes appended to the form for information, guidance, and compliance.
Form duly filled-up is to be submitted to IEEE Delhi Section
<[email protected]> without deleting any part of it & signing at the end
owning responsibility by the Conference Organizers for the information
furnished and having noted the points contained therein for necessary
action towards holding the Conference once approved.)

Main Specifications:

1. Name of the Conference (types, e.g., repeated in series periodically- 1st

/ 2nd, etc. and / or 2015 / 2016, etc., national / international with caution
in usage having surety of fairly well participation from abroad):

2. Date / Dates (single-day / multi-day):

3. Venue (Institute / Hotel / Convention Center):

4. Conference website:

Other Details:

5. Organizing Entity / Entities (in case jointly), e.g., Educational

Institute / University, not-for-profit public body, etc. vis-à-vis Organizers
(Conference Chair, Technical Program Chair, Finance Chair / Treasurer,
Publication Chair, Contacts, Committees - Advisory, Steering, Organizing,
Technical Program, Finance, Publication, Publicity, Hospitality,
Accommodation, Transportation, etc.) with details:

6. Research atmosphere prevailing at the Academic Institute / Research

Institute / Industry at the helm of affairs for organizing the Conference,
like, number of Ph. D. or higher Degree holders in the relevant areas,
number pursuing, publications by the faculty / practicing engineer in
referred journals / conference proceedings, such as IEEE Publications and
other reputed ones (naming the same), research facilities provided /
extended by the organization inside or outside, etc.:

7. Whether the proposed conference is being organized for the first time
or it has been held earlier also, and in case of latter, please furnish brief
about the same, like, new / old (with history concerning previous ones
including names of organizers behind the conference):

8. Theme and areas to be covered by the conference along with Tracks

and probable Chairs and if possible, to which Society(ies) of IEEE the
areas precisely belong, as areas may be under one or more Societies of
IEEE:

9. If there is provision for plenary session / state-of-the-art lecture(s),

the name(s) of possible speaker(s) in order to judge the level of
conference with distinguished lecturers (from IEEE Societies or experts
otherwise):

10. Time schedule with important dates – such as for, Abstract / Extended
Abstract / Full Paper Submission, Acceptance Notification, Camera Ready
Paper Submission, Registration, etc. (as placed with adequate interval of
time) with sufficient time to be given for review by involving adequate
number of qualified reviewers so that each paper is reviewed by at least 3
reviewers and no reviewer of the Conference papers gets more than 5
(ideally) or in the worst case maximum of 10 papers for review:

11. Whether the accepted papers, after due presentation (oral or poster)
only, are intended to be published through the IEEE Xplore, besides local
publication and if yes, then specific information about the review process
and estimated number of papers to be submitted and possible acceptance
(may be going by the previous few such conferences projection can be
made for this time based upon quantitative assessment of numbers,
though there may not be any hard and fast rule) in order to maintain
quality of papers going to IEEE Xplore:

12. Details of how IEEE Organizing Unit (Section as Geographic Entity) to

be associated in organizing the Conference in terms of human and other
resources, which usually may be in the capacity of (Financial) Sponsor or
one of the (Financial) Co-Sponsors, Technical Sponsor or one of the
Technical Co-Sponsors and by the way of its Members in Committees:

13 Preliminary budget with estimated income and expenditure under

various heads, like, Conference Registration Fee, Pre-Conference Tutorial
Registration Fee, Fee from Exhibitors, Amount from (Financial) Sponsor or
Co-Sponsors (usually refundable), Corporate and / or Institute Support
(non-refundable), Publication Sale (maintaining appropriate copyright),
Bank Interest, Other Income (if any), etc. as income on one hand and on
the other hand expense on rental for space for Conference, Tutorial,
Exhibition, audio, video, cost of food and beverages, transportation,
publication & printing including through web, maintaining office, bank
commission, Other Expenses (if any), etc. with sufficient reserve margin
planned (may be 20% or as suggested by the IEEE from time to time):

Important Notes:

1. After IEEE Delhi Section as a geographic Organizational Unit (OU) of

IEEE gives its consent to be associated with the Conference in any
capacity (Financial Sponsor / one of the Financial Co-Sponsors /
Technical Sponsor/ one of the Technical Co-Sponsors), Conference
Organizers are to apply online by submitting the Conference
Application Form for getting registered with the IEEE (refer:
http://www.ieee.org/conferences_events/conferences/organizers/co
nf_app.html) and get a 5-digit IEEE Conference Id number.
Thereafter, a Memorandum Of Understanding (MOU) would be
generated by the IEEE and sent to all the Financial Sponsor /
Financial Co-Sponsors, and Technical Sponsor / Technical Co-
Sponsors (collectively known as the "Sponsoring Parties") for
approval.

2. Upon approval, when MOU is executed, for abstracting & indexing

with uploading in IEEE Xplore, if it is intended, Conference
Organizers are to submit online Conference Publication Form (refer:
http://www.ieee.org/conferences_events/conferences/organizers/co
nf_app.html?appName=Publication.
Upon receiving the same, IEEE will send the Letter of Acquisition
(LoA) which is an agreement between Conference and IEEE to
consider Conference for acceptance into the Conference Publication
Program (CPP) and IEEE Xplore®. The CPP handles the acquisition
and exclusive post-conference distribution of all conference
publications for sponsored and co-sponsored conferences.
Therefore, it is also necessary to pledge copyright of papers to
IEEE. LoA provides the information how Conference Organizers need
to submit the conference proceedings to IEEE. Conference
Organizers must approve and sign the LoA for the content to be
processed for posting to IEEE Xplore. It is important that they follow
all the guidelines in the LoA, otherwise there may be a delay in
posting the technical papers to IEEE Xplore. However, the LoA does
not guarantee that the conference technical papers will be published
in IEEE Xplore. IEEE can withhold the publishing of conference
proceedings that do not meet the IEEE quality standards.

3. Until and unless any IEEE Organizational Unit (OU) is substantially

and directly involved with (Financial) Sponsoring, the name of IEEE
should not be included in the conference title.
 4. The word ‘International’ is also to be cautiously used until and
unless there are good amount of participation from abroad and that
too from a number of countries (as expected by the IEEE).

5. Once MOU is signed by all (Financial) Sponsoring / Co-Sponsoring,

and Technical Sponsoring / Co-Sponsoring parties, logo of IEEE may
be used in the conference related documents (referring to
http://www.ieee.org/about/toolkit/masterbrand/DF_IEEE_MIG_MCT
_48654).

6. Conference web-site may start indicating at appropriate time (after

applying for inclusion of papers presented in the Conference to IEEE
Xplore) something like,

"………………. (Conference Name) has applied for inclusion in the

IEEE's Conference Publication Program. This means that the
Conference proceedings of accepted papers (for oral presentations)
will be submitted to IEEE Xplore."

7. In whatever capacity IEEE Organizing Unit sponsors the Conference

it would be prudent for it to name a watchdog Oversight Committee
consisting of experts from the relevant field(s) and those having
experience of organizing Conference for playing a pro-active role as
facilitator to the Conference.

Additional points to be considered:

1. Statutory clearances:

Statutory clearances that the organizers of International conferences,

seminars, workshops, etc., have to obtain are as follows.

- Administrative approval of the Nodal Ministry: Union Ministry /

Department under which theme / subject / area / topic falls is to be
approached right at the first instance with conference name, theme /
subject / area / topic, dates, venue(s), names of organizing / sponsoring /
supporting entities, estimated number of national and international
delegates (naming countries), source of funding to meet expenditure, etc.
specified. (In case conference is multi-area based, the Ministry /
Department concerning the major area may be approached.)

- Event clearance from Ministry of Home Affairs: Section Officer

(CC), Ministry of Home Affairs, Foreigners Division, NDCC Building II, Jai
 Singh Road, New Delhi - 110001 is to be approached seeking 'no
objection' in principle from the security angle for holding of the
conference with subject, dates and venue(s) and other details as
above specified in the letter.

- Political clearance from Ministry of External Affairs: Section Officer

(Coordination), Ministry of External Affairs, South Block, New Delhi -
110011 is to be approached seeking political clearance by Ministry of
External Affairs for holding of the conference with subject, dates and
venue(s) and other details as above specified in the letter.

In addition, (as of now) for authorization of visa to participants

from (1) Afghanistan, (2) China, (3) Iran, (4) Iraq, (5) Pakistan,
(6) Sudan, (7) foreigners of Pakistani Origin and (8) Stateless
persons, the information in the format given below, in CD format
if number of participants is above 15 (in 3 CDs), is required to be
submitted to the Ministry of Home Affairs (Foreigners Division) at
least 60 days before the commencement of the said event(s). It
is, however, advisable that the details may be sent to MHA
(Foreigners’ Division) as soon as the details are available.

Sl. Name of Father’s / Nationality Date Place Passport Date Date Address
No. applicant Husband’s of of Number & of
Name Birth Birth Place Expiry
of
Issue
1 2 3 4 5 6 7 8 9 10

So far as visa authorization to participants from the countries other than

those as mentioned above, Indian Missions abroad are authorized to issue
conference visas to delegates on production of an invitation letter from
the organizer(s) together with copies of MEA's political clearance as well
as MHA's security clearance.

In this context it is also worthwhile to look into the new visa scheme of
Government of India called e-Tourist Visa that has the requirement that
are minimal (refer: https://indianvisaonline.gov.in/visa/tvoa.html).

- Clearance from the concerned State Government: Home Ministry of

State concerned where Conference is being held is to be approached.
Again it is too more for information to the authority and they do not
usually object, once the clearance from Union Ministries are sent to them.
- Clearance from local law enforcing authority: Commissioner of Police is
to be approached from law and order angle. Though it may not be a
problem, prior intimation should be there.

While obtaining the above mentioned statutory clearances without fail, in

this context for guidance Conference Organizers may like to have a look
at the FAQs on Conference Visa at the MHA site (http://www.mha.nic.in/)
also.

2. Identification of proper IEEE Organizational Unit for association:

- It should be in consonance with the provisions under IEEE Constitution &

Bylaws.

o Usually Geographic Entity concerned within whose area the location of

Conference falls, and in case Geographic Council covering not only the
area of the concerned Section, but also a cluster of Sections of a country
and agrees to provide sponsorship in any form, concerned Section should
also be in the picture.

o In certain cases it may be another Geographic Entity acceptable under

Contiguous Section provision of IEEE due to affiliation of large number of
IEEE Members from the area of location of Conference to that Geographic
Entity. (Similar may be the case with the Student Branch too.)

Conference Financial Reporting:

1. While continuously accounting is to be maintained and finally

balance sheet is to be prepared, Income Tax Department of
Government of India stipulates separate maintenance of accounts
and closure thereof with surplus / deficit shown properly along with
the names of entities financially involved with the Conference.

2. In case of Conferences with IEEE entities having majority stake in

financial matter for the Conference and / or having projected
income and / or expenditure more than a specified limit, right from
the beginning and from time to time till the closure, in prescribed
format, reporting has to be done to IEEE.

Additional considerations for International Conferences in India:

1. Some basic issues to be considered are

- Facilities available

- Connectivity (physical as well as e-communication) with the rest

of the world
 - Interest of local organizers as well as Institutes and Industries
around, if applicable

2. Considering above, 6 (six) Metropolitan cities of the country and in

addition, few other cities may be in a position to host International
Conferences in India. Of course, extensive availability of e-
communication covering other areas vis-à-vis improvement in
transportation, also promise to usher in with feasibility of hosting
such International Conference in near future

Submitted by -

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Conference Position:

Affiliation:

Contact Information:

Email:

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Date: