FAQs for Prospective ICT orgnaizers

The following note is has been compiled by the ITS webmaster and is issued here as a Request for Comment only. It does not constitute ITS Policy unless and until approved as such.

FAQs for Prospective ICT orgnaizers

The International Thermoelectric Society organizes an annual conference, the International Conference on Thermoelectrics, as the defining activity of the Society. As such ITS has an interest in holding the highest quality conference possible and generally provides the local organizing committee considerable latitude. Yet some guidelines for expectations may be of some help. This note contains information which should be of interest to prospective conference organizers. A brief description of the general solicitation and selection process, support ITS may provide the local organizing committee (LOC) and what is typically expected from the LOC are provided. The following note is has been compiled by the ITS webmaster and is issued here as a Request for Comment only. It does not constitute ITS Policy unless and until approved as such.

FAQs for Prospective ICT orgnaizers

The International Thermoelectric Society organizes an annual conference, the International Conference on Thermoelectrics, as the defining activity of the Society. As such ITS has an interest in holding the highest quality conference possible and generally provides the local organizing committee considerable latitude. Yet some guidelines for expectations may be of some help. This note contains information which should be of interest to prospective conference organizers. A brief description of the general solicitation and selection process, support ITS may provide the local organizing committee (LOC) and what is typically expected from the LOC are provided.

The following note is has been compiled by the ITS webmaster and is issued here as a Request for Comment only. It does not constitute ITS Policy unless and until approved as such.

The International Thermoelectric Society organizes an annual conference, the International Conference on Thermoelectrics, as the defining activity of the Society. As such ITS has an interest in holding the highest quality conference possible and generally provides the local organizing committee considerable latitude. Yet some guidelines for expectations may be of some help. This note contains information which should be of interest to prospective conference organizers. A brief description of the general solicitation and selection process, support ITS may provide the local organizing committee (LOC) and what is typically expected from the LOC are provided.

General Solicitation and Selection Process:

– ITS President issues Call for Proposal
– Written proposals submitted well in advance of ICT
– Copies distributed to ITS Board, also well in advance of ICT
– Proposers encouraged to make brief (~ 10 min.) presentation at ITS Board Meeting
– ITS Board meets (usually Sunday before the ICT) to discuss proposals
– ITS Board makes selection
– ITS President notifies each proposing organization
– ITS President makes general announcement of selection

By tradition, ITS tries to rotate location of the ICT in a three year cycle through three, broadly defined major regions of the world, representing centers of thermoelectric activity. Thus, the 2006 conference is expected to be held in greater Europe, 2007 in Asia and 2008 in the Americas. Final site selection, however, is up the the ITS Board.

ITS Support to Local Organizing Committee

While the ITS Sponsors the ICT and selects the Local Organizing Committee, virtually all aspects of the actual organizing work is left to the local committee. Areas in which ITS can and often does provide support include:

– a small ‘startup’ loan, to be promptly repaid following the ICT
– web & email announcements, based on content provided by LOC
– previous organizers will answer questions

The ITS Webmaster can also provide a basic conference web site, special its.org email addresses and other internet support. Many organizers have preferred to operate their own web site, with links to and from http://www.its.org.


Local Organizing Committee Responsibilities

ITS generally looks for the LOC to provide a number of things before, during and after their ICT. The following guidelines emphasize aspects which may be peculiar to the ICT and are not intended as a complete list of everything a LOC must do.

Prior to your ICT:

– Provide ITS with timely announcements with details on dates, fees, travel & lodging etc.
– Provide ITS with content for a conference web site, or alternatively maintain your own website.
– Chair the Goldsmid Award selection panel
– Any expenses incurred on behalf of the Society must be approved in advance by the ITS President

During ICT:

– Arrange for a meeting room for the Annual ITS Board, usually held the Sunday prior to each conference
– Provide a public space to post biographies of candidates for ITS Board elections
– Print, distribute & collect ballots for ITS Board Elections
– Distribute Goldsmid Award (including the monetary award).
– Select Best Paper Award winners & distribute Awards (including monetary awards).

After the ICT:
– Remit as soon as practicable to ITS:
– attendee membership fees
(currently US$50 per Participant, US$25 per student Participant)
– any amount loaned to LOC
– less distributions for Best Paper and Goldsmid Awards
– Promptly provide ITS a complete list of attendees, in electronic form. This is key to supporting future conferences.
– Distribute to attendees a conference proceedings
– Provide the ITS President a written report summarizing their conference.
– Conference Chair joins the ITS Board