Material to Communicate at Your Conference
There are several requirements and policies from IEEE and NPSS which need to be communicated at your conference. Please place them on your website.
Logos
When organizing an NPSS conference, the IEEE NPSS logo must appear on the conference website. See this page for more details. A zip file of NPSS logos is available here.
Required Website Cookies Banner and IEEE Privacy Policy
A banner about the use of cookies is required on sponsored conference websites due to the GDPR law. Instruction on how to do this can be found at here. In addition, each website must contain a link to the IEEE Privacy Policy.
Committee Information
The conference website usually provides contact information for the organizing committee members. This information should be limited to name, affiliation, email address, and a photograph.
IEEE Event Terms and Conditions
The Event Terms and Conditions sets out the conditions between IEEE and the individual when registering for any event organized by IEEE. They are in addition to the IEEE Privacy Policy and covers areas such as disclosure of their personal information to event vendors supporting the event (i.e. registration, housing, and mobile application providers) photography and videography statements, as well as badge scanning during an event, among others.
When asking people to fill out registration details, conference organizers will need to make sure that they are GDPR ready.
All events will be required to incorporate pro-active consent to both the IEEE Privacy and IEEE Event Terms and Conditions as part of the event registration process to capture and affirm active consent. Acceptance is mandatory as a condition of registration for an IEEE event. For audit purposes, they must remain as two separate questions and cannot be combined.
Please add a tick box, as shown below, on your conference webpage and a link to the IEEE Terms and Conditions https://www.ieee.org/conferences/event-terms-and-conditions.html.
All events are required to incorporate pro-active consent to both the IEEE Privacy Policy and IEEE Event Terms and Conditions as part of the event registration process to capture and affirm active consent. Acceptance is mandatory as a condition of registration for an event and requires a specific format. Best practice is to place these questions on a stand-alone page allowing the attendee to focus on these questions as well as ensure they are not lost during the registration process. If possible, they should do this before the registrant enters any personally identifiable information.
For Your Plenary or Opening Session
NPSS gives various Grants and Awards, we have three journals, Social Media channels, and support Women In Engineering events. Below you will find example slides that can be used to inform the conference attendees about NPSS activities. We kindly ask you to show a selection of them in your plenary/opening session and in other sessions.
- Social Media at Conferences
- WIE at Conferences
- Plasma Journals
- Nuclear Journals
- Awards at Conferences
Chairperson’s Conference Welcome Suggestions
The goal of the membership desk at NPSS conferences is to promote the activities of the NPSS and IEEE and encourage membership. For a small section of the Chairperson’s welcome consider including some of the following:
Why is IEEE and NPSS important to your particular technical community? Of course, there is the conference itself supported and protected by a large professional organization, plus highly ranked journals in which to publish. But there are other considerations like the synergy with other technical groups that have benefited the community. There is the administrative support and experience of an organization that runs over 1,200 conferences a year, with over three starting each day of the year, plus an additional ~800 conferences with IEEE technical involvement, for a total of over 2,000 conferences each year.
More important is to say why involvement with IEEE and NPSS was, and is, significant to your career. And adding details helps.
Consider using a part of this PowerPoint file or this NPSS Overview and this NPSS Membership presentation as part of your welcome. It is suggested that, at a minimum, you mention that there is a free offer (free always peaks interest!). A quick mention in your general announcements would really help the team sitting at the membership table.
Photography at Conferences
IEEE requires the following minimal policy to inform your attendees:
Attendance at, or participation in, this conference constitutes consent to the use and distribution by IEEE of the attendee’s image or voice for informational, publicity, promotional and/or reporting purposes in print or electronic communications media. No flash photography will be used.
Video recording by participants and other attendees during any portion of the conference is not allowed without special prior written permission of IEEE.
Photographs of copyrighted PowerPoint or other slides are for personal use only and are not to be reproduced or distributed. Do not photograph any such images that are labeled as confidential and/or proprietary.
Broadcasting of Conference Talks
When broadcasting conference presentations there are a few things you should consider:
1) Releases: If the speakers will be presenting conference papers they should have completed the IEEE Copyright Form which allows for use of the recording. If they are not presenting papers, the speakers should complete this Release Form prior to their presentation.
2) Notice: It is recommended that notice of the broadcast be either posted or communicated to attendees prior to the broadcast.
3) Location Releases: In some instances, you need to obtain location releases to film on event/conference property. It is recommended you make the venue aware of the plan to broadcast.
4) The live nature of the broadcast limits our ability to correct mistakes. To the maximum extent possible, you should work to ensure that you have everything sorted out before the stream begins as once it is out there you cannot undo the presentation. Sometimes unplanned things do happen. You should make sure that someone is watching the stream< and paying attention. If things go wrong (a speaker says something they weren’t supposed to or shouldn’t have, the comments section on the Facebook page takes an unexpected turn, etc.) you should have the ability to shut the stream down immediately.
Non-Discrimination Policy
IEEE is committed to the principle that all persons shall have equal access to programs, facilities, services, and employment without regard to personal characteristics not related to ability, performance, or qualifications as determined by IEEE policy and/or applicable laws.
The following Non Discrimination Code of Conduct is asked to be communicated:
IEEE is committed to the principle that all persons shall have equal access to programs, facilities, services, and employment without regard to personal characteristics not related to ability, performance, or qualifications as determined by IEEE policy and/or applicable laws. For more information on the IEEE policy visit http://www.ieee.org/about/corporate/governance/p9-26.html?WT.mc_id=hpf_pol.
Ethics and Compliance
IEEE strives to achieve the highest standards of integrity and endeavors to conduct business around the world in a responsible and ethical way. It is important that those who act on the organization’s behalf ensure IEEE’s compliance by adhering to the same standards and expectations. The IEEE code of Conduct describes the commitment of IEEE members and staff to the highest standards of integrity, responsible behavior, and ethical and professional conduct. Find the IEEE Code of Conduct at https://www.ieee.org/about/ieee_code_of_conduct.pdf
Reports of violations, or concerns regarding potential violations, of IEEE Policies or the IEEE Code of Conduct can be filed anonymously through EthicsPoint at +1 888 359 6323 or by submitting an online report at https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=20410
The example in html for a compliant IEEE footer can be downloaded here as a zip file.
Information on Plagiarism
Information to authors of conference proceedings about the check for plagiarism before publication:
Authors should be aware that each manuscript will be checked for plagiarism before publication. If plagiarism is found, the manuscript will automatically be rejected. In addition, each manuscript will be checked to ensure that there is not excessive reuse of an author’s previously published material; the manuscript should contain significant new content beyond anything previously published. If it is determined that there is insufficient new content, the manuscript will be rejected.
IEEE Event Safety and Conduct Statement
The IEEE Conferences Committee has introduced the IEEE Event Safety and Conduct statement, which reflects the positive values and behaviors espoused by IEEE and extends these values to the events community. The statement should be shared on your webpage, in welcome packages, in the program, etc. Important to link is the statement and the following sentence: “If you have any safety or conduct concerns, you can report them to eventconduct@ieee.org“.