2011 Section Congress
Region10 – Announcement - I

Dear Colleagues and IEEE Volunteers,

IEEE Sections Congress 2011 will be held on 19 - 22 August 2011, in San Francisco, California, USA.  It will be held at the hotel San Francisco Marriott Marquis.The theme for SC2011 is “Empowering members to create the future”. Please refer to the SC2011 website (www.ieee.org/sc2011) for details.

Region 10 will also have its additional R10 Meet on August 19, 2011 (8:00 am to 12:00 noon) to be attended by all participating delegates from the Region 10.

Sections Congress is an important event which brings the leaders of IEEE communities together and provides an excellent opportunity for networking and training the next generation leaders.It is requested to encourage volunteers of the sections to participate in the Congress so that we achieve 100% participation from the Region 10.

FINANCIAL INFORMATION

1. Primary Delegates from Sections

Region 10 will provide a FIXED amount of subsidy of US$1250 to assist ONE primary delegate from each Small Section and US$750 to assist ONE primary delegate from each Large Section.Small and Large sections will be decided based on 2010 membership data i.e. as on 31st December 2010. No claim from Region is required and R10 will only provide a fixed amount of subsidy (US$1250 to Small Sections and US$750 to Large Sections) upon confirmed attendance of one primary delegate from these sectionsat the Congress.

The sectionsare expected to support their nominated delegates to cover the balance of the costs of attending Sections Congress 2011 which may include airfare, accommodation, food and taxi as necessarybut the balance is expected to be minimal. The primary delegate is expected toclaim his/her expenses from the section according to IEEE travel policy.

MGA is covering following for the primary delegates from the section.

1. Registration fee for Sections Congress 2011
2. Sleeping room rent (hotel accommodation) for 3 nights stay for attending Sections Congress 2011

Definition of Small and Large Sections

Small Section: Number of members (including Student Members) ≤ 500
Large Section: Number of members (including Student Members) ≥ 501

2. Delegates from Sub-Sections

Region 10 will provide a FIXED amount of subsidy of US$1250 to assist ONE delegate from each sub-section. The section (or sub-section, depending on the accounting arrangement between the two) is expected to support thenominated delegate to cover the balance of the costs of attending Sections Congress 2011. This includesairfare, accommodation, registration, food and taxi as necessary. No claim from theRegion is required and R10 will reimburse the fixed amount of US$1250 to the section(or sub-section) account upon confirmed attendance of one sub-section delegate at thecongress. The sub-section delegate is expected to claim his/her expenses from the section(or sub-section) according to IEEE Travel policy.

There will be no cover from MGA for the registration fee and sleeping room rents (hotel accommodation) for the delegate from the Sub-section.

3. GOLD Delegates

In order to promote GOLD participation, Region 10 will reimburse the full expenditure of 5 GOLD delegates for Sections Congress 2011as per IEEE Travel policy.A GOLD Summit will also be held on 17-18 August 2011 prior to the Sections Congress.Further details of the GOLD Summit and the GOLD delegate application and selection process will be provided to all section chairs and GOLD group chairs as separate notices.

Sections who are willing and able to FULLY fund a GOLD delegate from their section to attend GOLD Summit and Sections Congress are strongly encouraged to do so, and forward the name and contact details of their nominated GOLD delegate to the Region 10 GOLD Coordinator Timothy Wong (timothy.wong@ieee.org) by 30thMarch 2011.Unlike the Region 10-subsidised positions, there will be no limits in the number of positions for purely section-funded GOLD delegates endorsed by their section chair.

4. EXCOM Members and Delegates from Councils

Region 10 will reimburse full expenditure for R10 EXCOM members and Council representatives (one delegate from each council) as per IEEE Travel policy for their attendance at Sections Congress.

Registration

Registration fee per delegate: US$ 525

1. Registration fee is waived for Primary Delegates from the sections
2. Registration fee for EXCOM members, Council representatives and 5 GOLD delegates will be reimbursed by Region 10

Registration fee for Partners/Children:    US$350 - Adults
US$150 - Children between ages of 7 -17

Registration will open April 2011 and will close in July 2011.

Kindly inform Fanny/Ewell at ieeeapo@pacific.net.sg of your Section/Subsection Primary and Secondary delegates attending SC2011 and the Region 10 Meet.

Hotel Logistics

Hotel:   San Francisco Marriott Marquis
Rate: US$ 225 + taxes (US$260 with taxes)
Following the standard industry practice –participants will be requested to make reservation directly with hotel.A specific sleeping room reservation URL for SC2011 will be created.

IEEE Travel Policy

According to IEEE Travel policy, only the following are reimbursed to meeting members:

1. Return air-ticket, limited to the MOST ECONOMICAL MEANS (Discounted Economy Class ticket) to San Francisco, USA. Scan invoices / receipts of the airfare must be obtained and attached to the Expense Report.

2. Maximum of 4 nights (18th, 19th, 20th and 21st August 2011) of hotel room charges.

3. Airport tax.

4.  Home / Airport transportation and other transportation related to the Sections Congress limited to the MOST ECONOMICAL MEANS.

5. Meals taken between 18 and 22 August 2011 in addition to the ones included in theregistration fee and hotel accommodation.

6.   Other miscellaneous reimbursement is only limited to the actual related expenses arising from the meeting and subject to the approval by the Region 10 Director, Prof. Lawrence Wong.

If you have further queries on refund and reimbursement, please contact the Region 10 Treasurer, Dr. Michael Ong at < r10-treasurer@ieee.org >.

Invitation Letters for VISA Application: 

Please apply for VISA to USA as early as possible if you are attending to the Sections Congress 2011. The details regarding invitation letter and VISA can be had from Sections Congress 2011 website (www.ieee.org/sc2011).

A regular update on Sections Congress 2011 will also be provided. Details on recommendation process will be provided through a separate notice shortly.

Best regards,

 

Deepak Mathur
(deepakmathur@ieee.org)
Region 10 Sections Congress 2011 Coordinator,
2011-12 Region10 Executive Committee