CONFERENCE COMMITTEE REVIEW
September 4, 2001

General

The review committee consisted of Bob Duggan and Dan Jackson, reviewers and Roy Harris, Review Committee Chair.

Considerable effort was expended in trying to pull together the documentation covering the Conference Committee's meetings and activities since the last review committee reported by memo dated 17 December 1994. There is a strong need for a standard procedure for a WEB location for filing all committee minutes and documentation of Goals & Objectives including year-end reports on G&O accomplishments. This would help the review effort immeasurably.

Overall we have had good leadership of the Region 3 Conference Committee. With the demise of SouthCon, primary Region 3 focus is now on SouthEastCon. There is a need for more effective continuity between successive SouthEastcon Management Teams. There is an urgent requirement for a Region 3 Conference Manual that has been discussed for years. This manual should be a supplement to the IEEE Conference Manual with references thereto and provide sample budgets and registration forms. The
Region 3 oversight and support to SouthEastCons should be strengthened in order to better assist new Host Committees with lessons learned from previous shows.

We need to be careful that the Conference Committee Chair is not overloaded with other IEEE responsibilities. The Conference Committee Chair is extremelly critical to the success of all SouthEastCons and needs to be closely involved with each SouthEastCon Committee. Perhaps the solution here is the creation of a SouthEastCon Steering Committee.

IEEE Region 3 is fortunate to have many capable leaders and a wealth of experience. Region 3 continues to provide innovative new ways of service to our members which is most often emulated by the other Regions. Our ties to the Jamaican Section have added a new international dimension that continues to grow and strengthen our Region. In this changing environment, the Conference Committee should remain alert for new opportunities in this 21st Century.

Specific Findings and Recommendations

1. Finding: Lack of a formal Region 3 Conference Manual to assist SouthEastCon Planners continues as a real handicap. There appears to be insufficient continuity between successive SouthEastCon Committees.

Recommendation: Complete the Region 3 Conference Manual including a sample budget and a standardized registration form. The registration fee schedule should be standard each year. Compile lessons learned from each SouthEastCon for reference by successor committees. This should be a requirement for the conference final report.

2. Finding: Conference Committee agendas often discuss goals and objectives (G&O), but at the end of the year we find inadequate documentation on committee progress against these G&Os.

Recommendation: Annually define the formal committee G&Os by January and report committee progress in their achievement at the fall ExCom with a written report for the records. In addition, store committee documentation on meetings and accomplishments on the appropriate Region 3 WEB site to assist future committees, as well as the Review Committee,
access to prior activity and lessons learned.