Transcript 2008 IEEE International Conference on Communications 19

IEEE ICC 2008
Wrap-Up Report
May 22, 2008
Beijing, China
Contents
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Conference Committee
Conference Venue
Local Arrangement
Conference Marketing
Patronage & Exhibit
Finance
ICC 2008 Organizational Structure
General Chair
General Co-Chairs
Jichuan Wu
Qinjian Lou
Anmin Sun
Deqiang Zhou
Jintong Lin
Xiaochu Wang
Jianzhou Wang
Chunjiang Zhang
Xiaobing Chang
June Leach-Barnaby
GITC Advisor
Abbs Jamalipour
GIMS Advisor
TPC Chair
Michael Kincard
Ke Gong
Project Manager
Conference Organizing Committee Chair
Technical Program Committee Co-Chairs
Khaled B. Letaief
Zhisheng Niu
Qianjian Lou
Technical Symposia Co-Chairs
Workshops Co-Chairs
Conference Organizing Committee Co-Chairs
Rulin Liu
Mengqi Zhou
Exhibits/Patrons/Publicity Chair
Abbas Jamalipour
Jian Ma
Signal Processing for Communications
Panel Co-Chairs
Communication Software and Services
Victor O.K. Li
Byeong Gi Lee
Advances in Networks and Internet
Wenhai Chen
Publication Chair
Finance Co-Chairs
Lin Zhang
Bruce Worthman
Jennifer Zhou
General Symposium
Wireless Networking
Tutorials Co-Chairs
Website Chair
Lin Zhang
Xuemin S. Shen
Junshan Zhang
Wireless Communications
Optical Networks and Systems
Registration Chair
Jian Song
Local Arrangements Chair
Kunlun Wang
Information and Network Security
Communication Theory
Communications QoS, Reliability
and Performance Modeling
• Beijing International Convention Center (BICC) – 24
meeting rooms
• Crowne Plaza – 9 meeting rooms, 661 room nights
• Beijing Continental Grand Hotel – 2187 room nights
Sleeping Room Block
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BEIJING CONTINENTAL GRAND HOTEL
5/15
5/16
5/17
5/18
5/19
5/20
5/21
5/22
5/23
5/24
5/25
5/26
5/27
5/28
5/29
5/30
5/31
0
28
188
163
200
200
200
90
35
0
0
0
0
0
0
0
0
1,104
Room Rate: CNY 880 = US $125
26
36
80
242
333
348
348
317
188
79
46
30
25
23
22
22
22
2,187
Sleeping Room Block
CROWNE PLAZA HOTEL
5/16
5/17
5/18
5/19
5/20/
5/21
5/22
5/23
5/24
5/25
5/26
5/27
5/28
Original Block
27
112
187
200
200
150
75
15
0
0
0
0
0
966
Pick Up as of 5/19
14
17
82
121
130
130
104
53
1
1
4
1
1
661
Room Rate: CNY 1,500.00 = US $215.00
Sleeping Room Block
• Utilized opportunity to reduce room block by 5% at each of
the two cut off dates.
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No attrition penalty involved even though we did not reach
our room block because of the following:
• ComSoc returned concessions
• LOC was able to give the hotel two additional events (Awards
Luncheon and Conference Banquet)
Local Arrangement
• On-site management & On-site Staffing
– An excellent local organizing team
– Strong support from volunteer students
BICC Lobby
Registration Area
Poster Area
Internet Café
Welcome Board
Local Arrangement
Social Events
Date
Social Events
Food & Beverage
Monday
Welcome Reception
1100
Tuesday
Award Luncheon
Exhibition Reception
Organizer’s Dinner
600
700
185
Wednesday
Conference Banquet
680
Thursday
Student Night
200
Opening Ceremony
Conference Banquet
Tours
OT-01
Tian'anmen Square & Lao She teahouse
OT-02
The Respectful King Mansion
OT-03
Forbidden Citv. Temple of Heaven & Summer Palace
OT-04
Beijing Badaling Great Wall & Ming Tombs
OT-05
The Old Beijing Alleyway Tour
OT-06
Peking Univ Tsinghua Univ. & Zhonqquancun Science Park
OT-07
Tian'anmen Square, Forbidden City & The Capital Museum
OT-08
The Lama Temple of Peace & Harmony N. Sea Jing Shan
OT-09
Forbidden City &Temple of Heaven
15
2
24
51
7
5
5
5
16
Lessons Learned
• Pre-posting tour information early on the
website
• Remind attendees to apply for VISA at
least two month before the event
• Schedule conference call with ComSoc
more frequently
• Backup plans for social events
Conference Marketing
• Placed advertisements in IEEE communications magazine
• Sent emails to ComSoc mailing lists
• Excellent conference Brochures and gifts distributed at ICC 07 and
GC 07
• Saved money by not sending out advance programs via postal
service
• Developed a local promotion plan
• Developed a special promotion program for Six Primary Patrons.
• Arranged press conferences to increase our efforts in publicizing the
event.
Patrons
• Six Primary patrons
• Other Patrons
Patrons
• Made patron prospectus two years ago
• Six local companies were purposely
selected as primary patrons
• Exceeded the revenue forecast for
sponsors ($470K vs 404K)
Exhibit
• 23 Exhibitors:
– 14 companies
– 4 publishers
– 1 ComSoc
– 4 future conferences
Exhibition Hours
Tuesday 20 May
Wednesday 21 May
Thursday 22 May
8:30am-6:00pm
8:30am-5:00pm
8:30am-4:00pm
Tuesday Exhibition Reception
6:00pm-8:30pm
Coffee Break Hours
Tuesday 20 May
Wednesday 21 May
Thursday 22 May
3:45pm-4:15pm
10:15am-10:45am
3:45pm-4:15pm
10:15am-10:45am
3:45pm-4:15pm
Exhibitors
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Cambridge University Press
Elsevier B.V.
John Wiley
Seninode
Springer
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IEEE ComSoc
IEEE GC 2008
IEEE GC 2009
IEEE ICC 2009
IEEE ICC 2010
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China Telecom
China Mobile
China Netcom
China Unicom
Huawei
ZTE
Datang
Nokia
Orange
Sang Fei
Anyka
TRguard
Netqin
Lessons Learned
• Hard to attract more exhibitors: ICC is recognized as an
academic conference, it is not a well known event in the
industry in China
• Lower the booth price
• Recruit more patrons, offer complimentary exhibition
space.
FINANCE
Revenue
• US $ vs. RMB
• Registration
– Total paid attendance revenue was 1% higher than
budget
– Tutorial/workshop revenue was 15% lower than budget
• Patrons/Exhibitors
– Patrons exceeded budget by 18%
– Exhibits exceeded budget by 100%
FINANCE
Expenses
• Categories above the budget
– Travel, Committee Expenses, Promotion,
Exhibition, tutorial, Finance & Admin
FINANCE (US$)
Revenue
Final
Budget
Variance
Registration
$872K
$850K
$22K
Tutorial/Workshops
Publication Sales
Exhibition/Patron Sales
$71K
$25K
$493K
$84K
$20K
$404K
($13K)
$5K
$89K
Other Revenue
$59K
$33K
$26K
$1,520K
$1,391K
$129K
Total
FINANCE (US$)
Expenses
Final
Budget
Variance
Travel & Sustenance
$80K
$66K
$14K
Other Committee Expenses
$29K
$21K
$8K
Support Services
$98K
$114K
($16K)
Promotion
$67K
$55K
$12K
Production
$4K
$10K
($6K)
On-Site Publications
$23K
$54K
($31K)
Exhibitor/Patron
$61K
$3K
$58K
Audio Visual
$45K
$56K
($11K)
Venue
$687K
$688K
($1K)
Tutorials
$23K
$7K
$16K
Finance & Administration
$39K
$8K
31K
$1,156K
$1,082K
$74K
Total
FINANCE (US$)
Financial
Summary
Final
Budget
Variance
Revenue
$1,520K
$1,391K
$129K
Expenses
$1,156K
$1,082K
74K
Contingency
$35K
$32K
3K
Surplus
$329K
$277K
52K
Surplus
Percentage
28%
25%
Thanks to all for a successful
IEEE ICC 2008!