An IEEE/OES & MTS committee for OCEANS conference venue selection
The Reconnaissance (RECON) committee is in charge of identifying and evaluating prospective sites suitable for holding OCEANS Conferences. The committee begins the process approximately seven years ahead of the anticipated conference date. Such long range planning is essential to allow an all volunteer RECON committee and Local Organizing Committee (LOC) to efficiently select future venues and prepare the necessary paperwork for official approval by the societies.
The RECON Committee members are appointed by their respective OES and MTS President. They must have had previous experience with conducting an OCEANS conference. A balanced MTS-OES representation is needed for jointly sponsored conferences, with additional OES representatives for conferences sponsored solely by OES. The societies have assigned sufficient authority to RECON members to conduct their tasks.
Within OES, the RECON Committee is established under the IEEE/OES Vice President for Conference Development (VPCD). There is also a RECON subcommittee within OES that oversees the selection and operation of smaller symposia, workshops and conferences. The organization of the RECON committee is shown in Figure XX.
The RECON Committee works with JOAB and the Vice President for Conference Operations to transition the site selection and approval process to their oversight and guidance. The main tasks for RECON are summarized below:
Seek candidate venues: Initially seek single, non-competitive venue proposals for a given year and season. North American venues will generally alternate between the east (even years) and west (odd years) coasts in the September to November time frame. Non North American venues will generally alternate between Asia-Pacific (even years) and Europe (odd years) in the May to June time frame. If there are multiple interested, capable venues for a given year and season, arrange to schedule them into different years to avoid or minimize competing proposals.
- Help the representatives of the potential venue to generate a preliminary proposal (2-3 pages) that describes their objectives and information on the conference that answers the questions pertaining to “What, When, Where, How & Who”, in accord with these MTS/OES Conference Guidelines.
Venue guidance in proposal writing:
Conduct venue site visits
Assess transportation and accessibility to the site
Assess adequacy of the facilities
Identify potential sponsors and financial support
Assess leadership offered: Honorary Chairs and Local Organizing Committee
Identify venue attractions
Present information on MTS/OES Conference Guidelines
- Discuss the MTS/OES process in getting approvals and the administrative role of JOAB in assisting in conference management
Proposal and Reporting Guidance:
Request a preliminary proposal using this manual as a reference at the following URL
Request periodic reports to RECON prior to meetings of MTS, OES and JOAB.
Present to RECON (with JOAB invited), then with RECON and JOAB approval, present to MTS Board & OES AdCom at the next conference.
- Work with JOAB and the LOC to register the conference with IEEE, obtained signed MOA’s and other official documents, and submit required documentation to IEEE and MTS
An interactive flow chart is also provided on the OCEANS Conference website that walks potential bidders through the site selection process at the following link: http://www.oceansconference.org/approval/