Conferences Organization Manual – Section 7

7.0 THE PUBLICATIONS COMMITTEE

7.1 DUTIES

7.1.1
The Publications Committee is responsible for the production of all material that is published in relation to the conference (e.g., papers from special tutorial sessions or colloquia, summaries of conference papers, programs, etc.), including the selection of a printer and the coordination of production logistics. In particular it is responsible entirely or partially for the following:

Conference Logo
Letterhead and Envelopes
Call for Papers
Requests For Authors Kits
Advance Program
Conference Proceedings
Final Program
Session Signs and Other Signage
Luncheon and Banquet Menus
Committee Handbook
Billing
Final Report

7.1.2
An important product of any IEEE sponsored conference is the publication of the conference proceedings. The IEEE Conference Publication Program purchases proceedings from meetings in which an IEEE OU (Society/Council, Chapter, Region, Section and/or Board) is involved. (The level of involvement need not be financial; cooperation and technical co-sponsorship are also acceptable conditions for inclusion in the Conference Publication Program.) The Conference Publication handles post-conference sales of these proceedings through its Order Plans (subscription packages) and Single Sales programs. Conference committees should contact the IEEE TAB Products-Conference Proceedings office early in the planning cycle, so that the Conference Publication can, through this office, indicate the number of proceedings required for post-conference sales. See section 7.3.2 for further details.

IEEE policy requires that all inquiries regarding publication by an agency outside of IEEE of papers presented at any meeting shall be directed to the IEEE Copyrights Manager and no representative of a IEEE Organizational Unit(s) is authorized to grant such permission. ( IEEE Policy and Procedures 6.3.1.)

7.1.3
Approximately 12 months prior to the conference, the Chair of the Publications Committee - or a designated member of the committee - should complete the "Conference Publication Form" (Section 16). This insures that post-conference sales will be handled by IEEE and establishes a payment schedule to the conference. In addition, it results in assignment of required identification numbers for the publication (Paragraph 7.2.4). Copies of this form may be obtained from IEEE Conference Services or IEEE TAB Products-Conference Proceedings.

7.1.4
The Conference Program and other printed materials required at the conference are also the responsibility of the Publications Committee (Paragraph 7.2.2). Some of these materials will be described below.

Letterhead
One of the first assignments of the Publications Committee is the design and production of the conference letterhead. At the top of the page are the conference logo and the IEEE logo, the full and abbreviated conference name, dates, location, and hotel. The left side of the page should list the committee functions, respective chairmen names and telephone numbers, in a type size that is readable. Please note that letterhead with such information can quickly become outdated, and it is recommended that letterhead be printed in several small quantities with changes made when necessary.

Author Kits
The Author Kit may also serve as notification to the author of acceptance of a paper. They are comprised of many documents and forms, which come from various sources. They usually include:

Author's Guide*
IEEE Copyright Form*
IEEE model paper (if needed)
Cardboard Stiffeners (if needed)
Large return envelope (if needed)
PDF format for preparing the manuscript

* Note: See Section 7.2.5 for more information.

In addition, the kit may include:

Acceptance Letter, personalized to each author with title and number of paper, written by the Technical Program Chair; one letter per accepted paper
Conference and Hotel Registration Forms, provided by the conference committee
Reprint Order Form
Over-length Page Form
Author Kit Acknowledgment/Audio Visual Requirement Form
Speakers' Breakfast Form
Return Tyvek Envelope (addressed to printer for mailing of manuscripts)
Location for downloading information (e.g. paper format, Advance Program, Registration Forms, etc.)
Format for submitting data needed for CD-ROM if appropriate
Sample of point sizes for visuals

The Program Chair usually generates the mailing labels for each paper for mailing the kits. Standard IEEE author kits are available through IEEE Conference Services.

Advance Program
The Publications Committee is responsible for collecting from various other Committees all the front matter for the Advance Program. The front matter consists of the following elements:

Cover Art
General Chair's Message
Program Chair's Message
Listing of Conference Committee Chairs and members
Conference Sponsor Listing
Information on:
- Conference city, including map
- Conference hotel and hotel reservation form
- Transportation
- Conference Arrangements
- Conference Proceedings Distribution and Return Mailing to Attendee
- Exhibits
- Tours
- Banquet, Luncheons, Receptions and other Social Events
Complete Conference Registration information and form
Listing of Sessions
Session Overview
Photos

The contributing committees are expected to submit their material to the Publications Chair in a timely fashion.

The size of the print run for the Advance Program is determined by the committee depending on the size of the mailing list. The printing and mailing of the Advance Program may be handled by the IEEE Service Center for IEEE sponsored and co-sponsored conferences. The IEEE mailing indicia is used to take advantage of the reduced mailing rates the government grants not-for-profit institutions. It is very important to note that the indicia is non-transferable, at any time or for any conference.

Final Program
The Final Program is an update of the Advance Program. The registration form, the hotel reservation form, and the airline reservation information may no longer be needed, and therefore, deleted. Information such as session room names and numbers, spouses' hospitality information, and any changes in schedules and locations must be added. Changes in paper titles or author information on final manuscripts will also be noted and corrected in the Final Program.

7.2 PRODUCTION OF CONFERENCE PROCEEDINGS
The production process of the conference proceedings involves the following steps, in addition to the actual printing of the proceedings:

Acquisition of IEEE catalog number, Library of Congress number, ISBN and ISSN
Determination of quantity of proceedings for IEEE purchase
Determination of print run
Collection of IEEE Copyright forms
Collection of overlength page charges
Collection of all reprint orders
Collection of speakers' breakfast forms (if used)
Collection of all audio/visual requirements
Preparation of "Reverse of Title Page"
Preparation of final technical program
Preparation of author index
Pagination, and insertion of copyright lines and running feet
Delivery of proceedings to the conference site one week prior to conference/Coordination with the conference hotel
Delivery of proceedings to IEEE as soon as they have been produced

7.2.1 Preparation of Papers
It is the responsibility of the Publications Committee to coordinate the preparation of papers to be published in the conference proceedings with the Technical Program Committee. The Technical Program Committee should normally arrange for the papers to be submitted in final form on forms or mats suitable for printing before the papers are given to the Publications Committee. If a conference proceedings will be printed, detailed preparation instructions and author kits should be mailed to all authors.

For conference publications to which IEEE owns the copyright, prospective authors must be provided with an IEEE Copyright Form with appropriate instructions for its completion. IEEE Copyright Forms are available upon request through IEEE TAB Products-Conference Proceedings, IEEE Conference Services and the IEEE Copyrights Office. A follow-up should be made to insure that papers and Copyright Forms are received by a predetermined date.

The securing of a signed IEEE Copyright Form for each paper satisfies the responsibilities of the Publishing Committee. It is the responsibility of each individual author to insure that proper company and/or government clearance is obtained, if such is required. Any material bearing company or government security classification should not be considered for publication.

7.2.2 Production Costs
The Publications Committee will keep the Conference Chair and Treasurer informed of all production costs relating to the publication of the conference proceedings. The conference should pay for all production costs related to the publication of the proceedings, unless the sponsoring IEEE Organizational Unit has agreed to absorb these costs. The IEEE Conference Publication program may reimburse the conference for the copies it acquires.

7.2.3 IEEE Required Number Assignments
There are several identifying numbers that are essential to the conference publication. These numbers are the IEEE Catalog Number, the Library of Congress number, the International Standard Book Numbers (ISBN) and (if applicable) the International Standard Serials Number (ISSN). The Publications Committee will ensure that all necessary numbers are obtained and that these numbers are shown in the appropriate places in the publication. Further information on each number and its specific placement is given in Paragraph 7.4.3.3.

7.2.4 Copyright Requirements
In order to fulfill IEEE copyright requirements, the Publications Committee will ensure that a signed IEEE Copyright Form is obtained for each paper to be published in a conference proceedings. In addition, all IEEE copyrighted proceedings must have an IEEE copyright statement printed on the reverse of the title page (Paragraph 7.4.3.5; current IEEE Copyright Form.)

The Conference Publications Committee is responsible for adding the Copyright Clearance Center (CCC) code and the copyright notice at the bottom of the first page of each paper to be included in the conference proceedings. The CCC code is constructed as follows: ISBN/year/CCC fee. For example, the following code designates any of the papers appearing in the proceedings of a 2004 conference publication, where the ISBN is 0-1234-5678-9 and the CCC fee is $20.00.
0-1234-5678-9/04/$20.00.

If the author has signed Part A of the IEEE Copyright Form, the following IEEE copyright notice must appear after the CCC code: © 20xx IEEE. For example:

If the author is (or ALL authors are) employed by the U.S. Government, then Part B must be signed and the following notice must appear instead of the CCC code and the IEEE copyright notice:
U.S. Government Work Not Protected By U.S. Copyright.

If the author is (or ALL authors are) employed by a Crown government (i.e., British, Canadian, Australian, etc.), then Part C must be signed and the following notice must appear instead of the IEEE copyright notice:

The CCC code should precede the Crown Copyright line:

7.2.5 Clearance of Papers
The IEEE must of necessity assume that material presented at its meetings or submitted to its publications is properly available for general dissemination to the audiences these activities are organized to serve. It is the responsibility of the authors, not the IEEE, to determine whether disclosure of their material requires the prior consent of other parties and, if so, to obtain it. In order to ensure that the authors are aware of their responsibilities, signed IEEE Copyright Forms must be collected for all papers accepted for publication (Section 7.2.1).

Conference organizers should also familiarize themselves with two key U.S. Export Compliance Regulations: the U.S. International Traffic in Arms Regulation (ITAR) and the U.S. Office of Foreign Assets Control (OFAC) regulation.

7.2.6 Publication Requests - Outside Organizations
All inquiries from outside organizations concerning the post-conference republication of selected and/or expanded papers presented at and published in the proceedings of any IEEE conference should be directed to the IEEE Copyright Office.

7.2.7 Book Proposals From Outside Organizations
In the event that a commercial or non-IEEE publisher approaches the Publications Committee or Publications Chair with a proposal to publish a book of selected and/or expanded conference papers, the IEEE Copyright Office must be consulted.

7.3 SALES DISTRIBUTION OF CONFERENCE PROCEEDINGS

7.3.1 Pricing
There are two types of prices that should be considered for the conference proceedings. These are the conference "on site" sale price and the "post-conference" sale price. Since these two prices will normally differ, there should be no price indication printed or shown on the conference proceedings. In addition, IEEE policy requires that IEEE members receive a discount from the price charged to non-members.

The Publications Committee, in coordination with the Conference Committee and the sponsoring IEEE Organizational Unit, will determine whether the conference proceedings will be included in the registration fee or will be sold separately at the conference.

Conference "On Site" Sale Price - It is the responsibility of the Publications Committee, in conjunction with the Conference Committee and the sponsoring organizations, to establish a price for the sale of the conference proceedings at the conference site.

"Post-Conference" Sales Price - IEEE TAB Products-Conference Proceedings will determine the post-conference sale price of the conference proceedings. This price will be based on recommendations of the TAB Conference Publications Committee. IEEE TAB Products-Conference Proceedings should be contacted for the current pricing guidelines.

7.3.2 Post-Conference Sales Distribution - Conference Publication Program
The Conference Publication Program handles post-conference sales of proceedings from meetings sponsored and co-sponsored (either financially or technically) by IEEE Organizational Unit (Society/Council, Chapter, Region, Section and/or Board). The conference proceedings are sold to libraries and individuals, and they are also distributed through booksellers.

The TAB Products-Conference Proceedings staff under the general oversight of the volunteer TAB Conference Publications Committee administers the Conference Publication Program.

The Conference Publication Program has a standing commitment to supply the proceedings of IEEE conferences to several hundred libraries worldwide. It handles individual post-conference sales on a centralized basis, with prices to members lower than those to non-members.

By assuming this function, the Conference Publication Program assures wide distribution of conference proceedings. It also relieves conferences of the burden of handling proceedings after the conference is completed. In practical terms, it permits conferences to close their financial records soon after the conference is held.

Participation in the Conference Publication Program adds further value by providing abstracting and indexing of all individual conference papers for inclusion in worldwide databases, thus assuring full recognition of the material presented in these conferences. Furthermore, centralized marketing and sales of IEEE conference proceedings is a direct service to IEEE members as well as to non-members.

Several hundred libraries subscribe to the various Order Plans (subscription packages) offered by the Conference Publication program. These subscribers prepay in advance for the conference proceedings they expect to receive. Thus, there is a contractual relationship between the subscribers and the Conference Publication Program. It is most important that conferences fulfill their obligations to the Conference Publication Program by providing the number of books ordered.

Conference committees should contact the TAB Products-Conference Proceedings office early in the planning cycle so that the Conference Publication can, through this office, indicate the number of proceedings required. Once the number of proceedings has been agreed upon, it must be viewed as a binding agreement between the conference and the Conference Publication Program.

The Conference Publications Committee, working with the IEEE staff establishes a schedule of payments for conference proceedings. The schedule is reviewed on an annual basis and adjustments are made as needed. The payments are set to exceed average production costs of the proceedings by a generous margin. In addition to paying for the conference proceedings, the Conference Publication Program reimburses the conference for the costs of shipping these proceedings to its warehouse. (Note: Payments are subject to the approval of the IEEE Organizational Unit(s) involved in the conference.).

It is the aim of the Program to make participation beneficial to conferences. Thus, conferences should expect to be reimbursed no less than the average expenses incurred in printing the copies needed by the Conference Publication Program. Although the payments normally exceed production costs by a generous margin, if under unusual circumstances the payment is less than these production costs, the conference may forward documentation, such as printing bills, to be considered for reimbursement of the additional expenses. Deductions from an acquisition payment may be imposed if the proceedings is not prepared correctly (i.e.; ISBN, Library of Congress and catalog numbers are missing or incorrect, copyright statement does not appear on reverse side of title page, etc.).

The operating costs of the Program include acquisition payments for proceedings to the conference, reimbursement to the conference of shipping costs, indexing, storage, handling, packaging and shipping to customers, as well as marketing and administration.

In cases where major conferences are co-sponsored with non-IEEE professional organizations, it is the responsibility of the IEEE sponsoring Organizational Unit to negotiate an agreement with the outside organizations that will allow IEEE to handle the post conference sale of conference proceedings in the same manner as for conferences entirely sponsored by IEEE Organizational Units. In some instances, it may be necessary to make exceptions to these guidelines in the interest of maintaining good relationships with these organizations. Such exceptions must receive prior approval through the Conference Services office.

7.4 GUIDELINES - CONFERENCE PROCEEDINGS COMPOSITION
The following guidelines are suggested as a checklist for the Publications Committee to follow in the assembling and the printing of the conference proceedings.

7.4.1 Selection of Printer
The Publications Committee shall obtain cost estimates or bids from reliable printing firms for production of the proceedings and select the conference printer(s). IEEE Publishing Services will also bid on the publication, if so requested. Upon request, IEEE TAB Products-Conference Proceedings will recommend printing firms familiar with IEEE work. Arrangements for all printing, including establishing proper deadlines for each phase of the work, supplying text and illustrative material, approving proofs and specifying the quantities to be printed, are the responsibility of the Publications Committee.

7.4.2 Timetable
The Publications Chair should establish a timetable with the printer that is consistent with the overall conference planning schedule. The schedule should indicate key dates for the Publications Committee, including the date when manuscripts must be submitted and the date when the printed proceedings must be delivered for distribution at the conference and to IEEE TAB Products-Conference Proceedings. The printer should be given precise delivery instructions, and prior arrangements with the receiving agency are to be made to ensure the proceedings are available when required.

7.4.3 Format
The Publications Committee will determine the layout and format of the conference proceedings using the following guidelines. Additional assistance may be obtained from IEEE TAB Products-Conference Proceedings.

7.4.3.1 Use of IEEE Logo and Logo Type "IEEE"
The IEEE Logo is registered with the U.S. Patent & Trademark Office and therefore must be accompanied by the ? ("Registered Trademark"). The IEEE Logo should appear on the front cover of all IEEE owned/copyrighted publications/printed products. It is recommended that the Logo appear on publications' spine and back cover.

The full name ("The Institute of Electrical & Electronics Engineers, Inc.") must appear on the copyright page of any conference proceedings to which IEEE holds copyright. The full name should also appear in a prominent position, such as the cover or title page of all proceedings.

When used with a logo of an organizational unit within IEEE, the IEEE logo must be at least the same size as the other logo; preferably larger or in a more prominent position. When used with logos of other societies, normally all logos should be the same size. (It may be acceptable to use logos in different sizes if society participation is unequal.) A conference logo may be larger than the IEEE Logo.

In the case of for-profit organization, the right to use the IEEE Logo can be given to other organizations to use in exchange for royalty payments. In the royalty agreement, the IEEE must have the right of approval for all uses of the logo. The royalty agreement is normally by contract signed by the IEEE Executive Director. The free use of the IEEE's name and logo by a for-profit organization is prohibited. Such free use would jeopardize IEEE's 501(c)(3) non-profit status.

Complete guidelines for Use of the IEEE Logo and Logotype "IEEE" can be found on the IEEE Home Page, http://www.ieee.org/copyright/logos.html & IEEE P&P 6.3.2.

7.4.3.2 Table of Contents
Each conference proceedings should include a table of contents. It is recommended that this table of contents include both the author's name and affiliation for reference purposes. Responsibility for the preparation of a table of contents for the conference proceedings should be assigned to an individual member(s) of the Publications Committee by the Chair.

7.4.3.3 Placement of Required Numbers
The IEEE catalog number should be shown on the spine and the reverse side of the title page. In addition, the Library of Congress Number, the ISBN and the ISSN (if applicable) should be shown on the reverse side of the title page. These numbers are supplied through IEEE TAB Products-Conference Proceedings.

7.4.3.4 Title
The exact title of the conference proceedings should be shown on the spine, front cover, title page and reverse of the title page. It is imperative that the title of the proceedings remain consistent with those of previous years. For further instructions regarding continuity in the titling of conference proceedings, IEEE TAB Products-Conference Proceedings should be contacted ( IEEE Policy and Procedures 6.3.3).

7.4.3.5 IEEE Copyright Statement
The IEEE copyright statement should be shown on the reverse of the title page, with "20XX" representing the year of publication:

Abstracting is permitted with credit to the source. Libraries are permitted to photocopy beyond the limit of U.S. copyright law for private use of patrons those articles in this volume that carry a code at the bottom of the first page, provided the per-copy fee indicated in the code is paid through Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923. For all copying, reprint or republication permission, write to Manager, Copyrights Office, IEEE Service Center, 445 Hoes Lane, Piscataway, NJ 08855-1331. All rights reserved. Copyright © 20xx by The Institute of Electrical and Electronics Engineers, Inc.

7.4.4 Layout, Cover, Binding
Standard book paper size is 35" x 35" which represents sixteen, 8-1/2" x 11" sheets. Therefore, it is recommended that the publication be assembled in multiples of 32 pages. Lesser page add-ons are disproportionately costly. Fifty-pound white offset husky or equivalent substitute is the normal paper stock used for conference proceedings.

The front and back covers of the conference proceedings should be on the same type of coated stock. It is only necessary that the stock be coated on the outside cover. In some instances, it may be less expensive to use a white-coated stock (e.g., Ten Point Carolina) and overprint multiple colors rather than purchase color-coated stock.

Perfect binding is recommended because it is generally less expensive, more professional in appearance and durable.

TAB PUBLICATION COMMITTEE

POLICY STATEMENT
CONFERENCE PROCEEDINGS DISSEMINATED ELECTRONICALLY

With the increased use and acceptance of efficiently disseminating information via the World Wide Web/Internet, the Conference Publications Committee is aware that some IEEE Organizational Units (OU), (Societies, Regions, Sections, Boards, etc.) are exploring its use in making their conference proceedings (either in total or in part) electronically accessible.

The Conference Publications Committee supports this exploration and endorsed the following policy regarding IEEE Copyright material appearing electronically:

1. If placing conference proceedings electronically on the WWW/Internet (in total or in part), the OU responsible for the conference proceedings shall notify the Conference Publications Committee that they (the OU) approve such placement; and

2. The Society will be responsible for obtaining and placing within the body of the document the appropriate copyright statements and permissions, which shall be obtained from the IEEE Copyright Office.

It should also be noted that as part of the Conference Publication Program, conference proceedings are purchased from conference sponsors in hard copy form for the purpose of fulfilling subscription commitments and post-conference single sale requirements. Placing a conference proceeding on the Web/Internet has the potential of affecting the revenue stream from the sale of such hard copies. Therefore, an IEEE OU, which elects to freely disseminate their conference proceedings on the Web/Internet, should give careful consideration to the anticipated income it expects to receive from the hard copies sold via the Conference Publication Program.

For more information, please contact:

IEEE Copyrights Manager
+1 732 562 3966
w.hagen@ieee.org

IEEE TAB Products-Conference Proceedings
+1 732 562 3912
confpubs@ieee.org

rev: 4 Sept 2001