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IEEE COMMUNICATIONS SOCIETY
Volunteer Recognition Policies and Guidelines

ComSoc financially sponsors more than 25 events (conferences and workshops) each year.  Managing and operating these events requires a significant number of volunteers dedicated to making their particular event a success for all stakeholders (authors, attendees, organizers, and ComSoc).  It is prudent to allocate a limited amount of event funds for some level (based on appropriateness for the specific event as well as budget constraints) of volunteer recognition to applaud these contributions.  The policies and guidelines listed below are intended to: 

  • Provide input to the event planning and budgeting processes by listing some options for recognizing volunteers
  • Highlight existing policies
  • Outline the budget impacts of volunteer recognition options
  • Offer consistency in the delivery of volunteer recognition across our ComSoc financially-sponsored events 

Policies

  • An author (lead author or a co-author) of each accepted paper is required to register for the event at a regular member (e.g. not a discounted Student, Life, etc. rate) or non-member fee
  • Each accepted paper is expected to be presented at the event and, if it is not presented, it is subject to the ComSoc No Show Policy
  • Registration fees must be paid prior to uploading the final IEEE-formatted, publication-ready version of the paper
  • Authors of multiple accepted papers may be handled in one of two ways (at the discretion of the event's Steering Committee):
    • One registration is valid for a single paper only
    • One registration is valid for up to two or three papers
  • All recognition elements must be included in the event budget 

Guidelines for Recognizing Volunteer Contributions to an Event

(Please note:  the options listed below are provided in order to describe the appropriate limitations of each option.  This list in no way implies these options are volunteer entitlements.  The organizers of each event must determine which, if any, of the options are appropriate and affordable and then adhere to the associated limitations thereof.)

  •  All Committee Positions
    • Note:  If a committee member is the author of an accepted paper, he/she is NOT to be given a complimentary registration of any kind.  He/she must adhere to the policies stated above.
    • Special name badges and/or ribbons for name badges
    • Names/affiliations listed on the website
    • Names/affiliations listed in the Advance/Final Program
    • Names listed on presentation slides (opening plenary, banquet, etc.)
    • Receive certificate of appreciation
    • Gifts (apply for speaker gifts as well)
      • Logo'd shirts or keepsake items, desk accessories, etc.
      • Not to exceed $100 in value per person
      • Accepted business practices apply:
        • No gifts for families of committee members
        • No payments for vacations (all or in part)
        • No cash payments for services
    • Committee dinner during or after the event
  • Organizing Committee and Steering Committee Members
    • Definitions
      • The Organizing Committee (OC) is the group responsible for the management of a particular event
      • The Steering Committee (SC) is the group responsible for the oversight of a particular event and all future events in the series
    • Complimentary registration fee (which includes meal functions)
    • Selected OC and SC members may receive some expense reimbursement to attend planning meetings as necessary
    • As event budget is being prepared, OC and SC travel expense reimbursement needed for the event itself must be addressed
    • Complimentary hotel rooms (directly related to volunteer's on-site duties for the event itself)
      • All hotel rooms provided for SC and OC members must be included in the budget
      • Free rooms provided by the hotel should be used for SC and OC if possible
      • Discounted staff rooms should be assigned to ComSoc staff and/or associated support staff (IEEE MCM registration staff, Audio visual personnel, etc.).  From a budgetary perspective, it is best to use these rooms for persons with the longest stays.
      • No hotel discounts shall be provided on future bookings (this is a benefit that is to be managed by ComSoc for future ComSoc events)
  • Keynote/Plenary Speakers
    • Honorarium (if offered)
      • Honorarium valued up to $2,000
      • Complimentary registration fee (which includes event meal functions)
      • One night hotel stay may be provided
    • Honorarium (if not offered)
      • Travel expense reimbursement - up to $2,000
      • Complimentary registration fee (which includes event meal functions)
      • One night hotel stay may be provided
  • Tutorial/Workshop/Panel Organizers
    • One-Day complimentary registration (without meal functions) for the day of their session
    • Individual must pay for any additional days of attendance
    • SC could opt to give a complimentary registration (without meal functions included)
    • No hotel room provided (unless deemed necessary by the SC)
  • Tutorial/Workshop/Panel Presenters
    • Honoraria for Tutorial Presenters (up to $1,000)
    • One-Day complimentary registration for the day of their session
    • Individual must pay for any additional days of attendance
    • No hotel room
  • Technical Paper Reviewers - no complimentary registration, no hotel room
  • Symposium Chairs and/or Symposium Co-Chairs
    • Complimentary registration (with or without meal functions)
    • Some travel expense reimbursement (to the event itself) may be considered
    • No comp'd hotel room
  • Session Chairs
    • No complimentary registration
    • No comp'd hotel room
  • Student Volunteers
    • Complimentary Student registration
    • Some events require IEEE membership for a complimentary Student registration
    • Some events require a minimum of 1 day of volunteer work to receive event proceedings CD.
    • Meals for student volunteers should be provided - options to consider:  pizza, no show seating in a food function, food vouchers for a maximum amount of $25.00/student, etc. 

Guidelines for Other Contributors to an Event

  • Exhibitors
    • Provisions established by the SC and OC and documented in the exhibitor package
    • Generally, exhibitors receive a number of complimentary registrations
  • Patrons
    • Provisions established by the SC and OC and documented in the patronage package
  • Press
    • Complimentary registration (without meal functions)
    • No comp'd hotel room
    • A copy of the event proceedings and a program could be provided if supplies permit

 Budget Impacts

  • Committee gifts
  • Committee dinner
  • Certificates of appreciation
  • Honoraria
  • Travel expenses
  • Hotel rooms
  • Exhibitor packages
  • Patron packages
  • Complimentary registrations
    • Registration system fee per registrant
    • Name badge and lanyard
    • Final Program
    • Proceedings CD
    • Event bag or giveaway
    • Coffee breaks
    • Social event or meal event if included in the registration fee

 

Issue Date:  October 6, 2009

IEEE