Workshops and Symposia

Workshops and Symposia

The IEEE Oceanic Engineering Society sponsors a number of workshops and symposia each year and is looking for new workshop/symposium topics and individuals to organize them.  For those interested in organizing an OES sponsored workshop/symposium an outline of the requirements is presented below.

Requirements to organize and conduct an OES Sponsored Workshop or Symposium

  • The Workshop/Symposium Chair must be an IEEE OES member in good standing
  • Any prior workshops/symposia conducted by the Workshop/Symposia Chair must be closed in the eyes of the IEEE and the OES prior to the request for OES sponsorship of a new workshop/symposia
  • The Workshop/Symposium Chair must submit a request to the OES for approval to conduct an OES sponsored workshop or symposium
    • The request must be submitted to the OES Workshop and Symposium Coordinator (ieeeoes.workshop@gmail.com)
    • The OES Workshop/Symposium coordinator will present a motion to conduct the requested workshop/symposium to the AdCom
    • The request must be received 6 weeks prior to the AdCom meeting held at least one year before the planned workshop/symposium
    • The request must include:
      • Name of the workshop/symposium
      • Date the workshop/symposium will be held
      • Location of the workshop/symposium
      • List of workshop/symposium committee members, their workshop job and contact information
      • Number of attendees expected
      • Number of presentations expected
      • Type of sponsorship requested of the OES
        • Technical
          • Note: Beginning in January 2016, IEEE technically co-sponsored events, or their IEEE Organizational Unit (OU), will be charged a fee of $1000 plus $15 per paper sent to IEEE Xplore®. The OES AdCom will determine, on a case by case basis, how these costs will be shared by the workshop/symposium and the OES.
        • Financial
      • Type and amount of funding requested from the OES if financial sponsorship is desired
        • Seed money (money is returned to the OES at the conclusion of the event)
        • Grant (money is not returned to the OES at the conclusion of the event)
        • Student attendance
        • Other (please specify)
      • Budget with best case, nominal and worst case forecasts
      • Method used to select presentations
        • Review of submitted abstracts
        • Other (please specify)
      • Will papers be generated by this workshop
        • If yes, will they be loaded into IEEE Xplore®
        • If yes, will any of the papers be expanded to full length articles suitable for publication in JOE
      • What tools will be used for abstract and paper submission, registration and secure payment of fees
      • Benefits to the OES for sponsoring this workshop/symposium
  • The OES Workshop/Symposium Coordinator will notify the Chair of the proposed workshop/symposium of the AdCom’s decision
  • If the AdCom approves the proposed workshop/symposium, the chair of the workshop/symposium or their designee must
Advertising
  • The workshop/symposium chair or their designee is responsible for advertising the event.
    • Obtain the latest IEEE/OES logo from the OES Workshop/Symposia Coordinator and use it on all advertising.
    • Obtain a URL and set up a website. The site can be hosted by the OES if desired. Contact the OES Workshop/Symposium Coordinator for assistance (ieeeoes.workshop@gmail.com).
    • Design flyers for the different stages of the workshop/symposium (i.e. Call for Papers, Early Registration, General Registration …) and give to VP Professional Activities for distribution at member recruitment events
    • Publicize in:
      • OES Beacon (published 4 times/year)
      • OES calendar
      • OES eNews
      • Trade magazines (Sea Technology, Ocean News and Technology, Hydro International, Marine Technology Reporter, International Ocean News, etc.)
      • OES email list (done through Veraprise)
Abstracts/Papers/Registration
  • Submission of abstracts and papers should be done on-line.
  • When a paper is submitted, the author must sign an IEEE Copyright Form. This can be done electronically. Go to: www.ieee.org/conferences_events/conferences/organizers/conf_app.html?pageType=financeto view the form and learn how to set up electronic submission.
  • The payment of registration fees must be done using a secure payment site.
  • The OES has developed a suite of tools for abstract and paper submission, author notification, and registration. These modules can be used by OES sponsored workshops/symposium for a fee. Contact the OES Workshop/Symposium Coordinator (ieeeoes.workshop@gmail.com) for details.