IEEE Robotics and Automation Society: IEEE Robotics and Automation Society: Meetings & Conferences ReportMeetings & Conferences Report

T. J. TarnIEEE RAS

2004-2007 Vice-President for Conferences

October 2005 IEEE RAS AdCom Meetings

San Francisco, USA

RAS Meeting Proposal ProcedureRAS Meeting Proposal Procedure

Established a meetings proposal procedure :o “Proposal & Sponsorship Request Procedure

for Sponsorship, Co-Sponsorship, or Technical Co-Sponsorship of a Conference or Workshop by the IEEE Robotics and Automation Society (RAS)”

o The procedure can be found on the Society website, http://www.ieee.org/ras

Proposal Procedure to be updated to streamline and highlight latest IEEE Conference requirements.

For Technical Co-Sponsorship For Technical Co-Sponsorship by IEEE RASby IEEE RAS

No IEEE RAS financial interest

Proposal Processo Send the following documents to IEEE RAS Conference

Board Meeting Chair for Conferences Conference Information Schedule (IEEE form) Draft Memorandum of Agreement (for all sponsoring parties) Conference Information (history, committees, CFP, etc.)

o There are several requirements and conditions for IEEE RAS technical co-sponsorship IEEE cannot be used in event title – IEEE & RAS Logos

(brands) can be used. Requires special request for proceedings to be included into

IEEE archives Conference sponsor must pay US$500 as the IEEE RAS G&A

(general and administration) fee. At least two current IEEE RAS Administrative Committee

members must be involved in the conference organizing and/or program committees.

o Approval by the RAS AdCom

For Sponsorship or For Sponsorship or Co-Sponsorship by IEEE RASCo-Sponsorship by IEEE RAS

IEEE Robotics and Automation Society has a financial interest Proposals request for RAS sole-sponsored conferences or workshops

should be submitted at least three years before the actual date of conference.

Proposals request for RAS co-sponsored conferences or workshops should be submitted at least two years before the actual date of conference.

Current Proposal process:o Send the following documents to IEEE RAS Conference Board

Meeting Chair for Conferences Executive summary (in presentation format) Draft Memorandum of Agreement (for all sponsoring parties) Completed proposal packages are to be received 60 days before the

annual meeting of the IEEE RAS Conference Board to be considered.o Contact IEEE RAS Vice-President (VP) for Conferences before

submitting a proposalo Requires approval by Society AdCom

IEEE-RAS ProposalsIEEE-RAS Proposals

Proposals to host IEEE-RAS Conferences are being accepted from:o IEEE RAS volunteerso IEEE Sections or RAS Chapters.

Proposals are evaluated and the final selection is typically taken at the IEEE RAS Administrative Committee meeting.

IEEE Geographic Unit OrganizationIEEE Geographic Unit OrganizationRelationship to TABRelationship to TAB

Societies

Parents - WIE, Consultants, GOLD,

Technical

Activities

BoardCouncils

Areas

Chapters Affinity Groups

Sub-Sections

SB Chapters SB Affinity Groups

Student Branches Council

Sections

Regions

Regional Activities Board

Changes to IEEE-RAS Proposal Changes to IEEE-RAS Proposal ProcessProcess

Consider a 2 stage proposal process to host IEEE-RAS Conferences.o Stage 1 – Select Location & key conference

volunteers (General Chair, Program Chair, Treasurer, Publications Chair).

o Stage 2 – Finalize & approve conference plan & budget

Consider standardizing use of IEEE Entity Web Hosting for all conference websites

Consider creating a policy regarding the use of IEEE Concentration Banking