September 2024 OES Beacon

VP OCEANS Report (September 2024)

Venugopalan Pallayil, Vice President for OCEANS (VPO)

Dear Colleagues,

As many of you probably would have heard by now, the OCEANS Conference is taking a new direction in its organization after 2025. Marine Technology Society (MTS), our long-term partner in the organization of OCEANS, has decided to pull out of the existing joint agreement. They will be a partner to the conferences until OCEANS 2025 Great Lakes. MTS feels that the current business model of OCEANS is not working out well for them and hence the need to look for other avenues where their interests would be better served. Even so, MTS is open to collaborations in the areas of mutual interest on a case-by-case basis. During the past couple of years the OCEANS Steering Committee (OSC) had been trying to re-imagine and restructure the conference operations, but without much success. A Conference Manager was hired, and a Joint Conference Committee was formed. However, there were operational challenges in meeting our objectives and the Conference Manager post had to be terminated. Subsequent efforts to hire a Conference Manager, and also the call for a single Professional Conference Organiser for OCEANS conference operations, did not materialize. The Joint Conference Committee, or JCC (which never had an opportunity to convene), has also been disbanded. OSC has also decided to cancel the OCEANS 2026 Washington DC conference at the request of MTS.

A panel session in progress

OCEANS has been a highly rewarding conference for the oceanic engineering community technically and offered one of the best networking planforms for our scientific and industrial community. Hence, it will continue in its full rigor under a new leadership from OES. So, you can continue to enjoy and contribute to this flagship conference as in the past.

A straw poll was conducted among the AdCom and ExCom members to decide whether OES should continue organizing OCEANS beyond 2025 and if so whether it is recommended to hold one conference per year or continue with the current model of two conferences per year. In all, 21 responses were received and there was unanimity in the decision of continued organization of

OCEANS by OES beyond 2025. However, the opinions were divided on the frequency of holding OCEANS per year with no clear majority. A detailed discussion on future OCEANS is proposed to be carried out during the AdCom meeting in Halifax on 27th and 28th of September.

Attendees during a break

A Standing Committee to oversee operation of future OCEANS conferences is proposed to be setup. The role of this Central Coordination Committee will be to support the local organizing committee and the Professional Conference Organiser, as well as to provide directions for a successful organization of the conference. The full scope of this committee will be detailed in a policy and procedure (PnP) document, which is under preparation. The President, Past President, VP OCEANS and Treasurer will be permanent members of the committee, while there will be four nominated members. Each of these members would serve the committee for a period of two years and their terms can be extended by another two years, if they so wish.

OCEANS 2026 Sanya will take place as decided during April 2026 and OES will be the sole sponsor for this conference. We are exploring Aberdeen as a possible venue for our 2027 conference. Future North American conferences will soon be finalized.

Dinner with delegates

Preparations for Halifax conference is progressing well. Out of 619 abstracts received, 405 have been accepted (acceptance rate of ~66%) and 399 final papers are expected to be presented. 21 of these papers are under the Student Poster Competition Category. About 100 exhibitors are expected (70 booths already sold out). OES Ocean Decade Initiative is organizing a couple of panels. There will be regular events like Student Mixer, Member’s Reception, Young Professional (YP)/Early Career Oceans Professionals (ECOP)/Women In Engineering (WIE) luncheon. Please check the Halifax conference website for schedule details (https://halifax24.oceansconference.org/schedule-at-a-glance/) and sign up.

I attended the IEEE Convene meeting, that was held in Hawaii, at the invitation of IEEE CEE (previously MCE). This is an invitation only event where thought leaders and decision makers come together to address conference leadership practices, discuss challenges in the conference landscape, envision the future and launch new conference initiatives. The attendees consist of VPs for conferences, VP for workshops and symposia, Vice-President MGAs, Region Directors, Section Chairs, leaders from Technical Activities Boards, etc.   There was also strong presence from IEEE Conference Events and Experiences (CEE) as well as from Tourism Industry and Hotel Venue Managers. The first day of the event discussed conference organization related challenges including growing the conferences, industry engagement and maintaining publication quality.

A beautiful evening at the beach

Day 2 was filled with panel discussions and a presentation by the IEEE VP for Conferences as well as Chair for IEEE Conference Committee. Day 3 was primarily an event design workshop where the participants experienced different stages of conference organization from various stakeholder’s viewpoints through an event organization exercise. This was a fun exercise and rewarding experience for some of the young and upcoming conference organisers. Please visit the website: https://ieeeconvene.org/ to know more about IEEE Convene. Personally, this was a good opportunity to meet up with some of the top-level IEEE volunteers and IEEE Staff, whom I have known only through email correspondence. Evenings were filled with excellent social events on the beaches of Waikoloa village.

 

Please feel free to send your feedback and comments to me at vp-oceans@ieeeoes.org.