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Site selection for the
larger conferences is usually done 3 to
5 years in advance, often
before the complete Conference Committee
is formed.
What's Involved:
Site
Selection
Some of the criteria for the
selection of the conference site are:
- Easy accessibility to
city, domestically &
internationally
- Meeting Room
requirements & sleeping room
needs
- Availability of
overflow hotels
- Appeal of local
attractions/climate
- What events may be
booked before, during or after
Guidelines
- Site Selection &
Hotel Contracts
The most important function
of the Local Arrangements Committee is
to select the site and to help negotiate
a contract of understanding
between the primary hotel/convention
center site and the IEEE
Organizational Unit(s).
Negotiating
Contracts
After the completion of the
site selection process, contracts must
be written for the space required. Below
are some key factors when
negotiating a contract.
- Room rates
- Complimentary rooms
- Upgrades
- Staff rooms
- Meeting Space
- Exhibit Space Rental
- Parking
- Cancellation Clause
- Amenities
- Cut/off Date
- Telephone Surcharge
Executing (Signing) Contracts
PLEASE NOTE: Contracts
Valued over $25K must be forwarded to
IEEE for review &
execution. All others will be reviewed
upon request.
Contracts
& Legal Documents
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