Resources for Perspective Organizers

The IEEE Ultrasonics, Ferroelectrics, and Frequency Control (UFFC) Society is dedicated to supporting the organization of impactful symposia. Whether you are hosting a flagship event or a specialized conference, we provide comprehensive resources to streamline the planning process.

Organizer Resources

Important information to assist you with symposia planning. 

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Types of UFFC Society Sponsorship

Financial Sponsorship

Financial sponsorship indicates full responsibility for the technical, financial, publicity, and administrative aspects of the conference.

  • Technical/Professional Responsibilities: IEEE UFFC members will define the program scope, organize panel discussions, invite distinguished speakers, and oversee the review and selection of contributed papers.
  • Financial Responsibilities: UFFC members will develop the conference budget, monitor financial activities, and prepare the final financial report.
    Accountability: UFFC-sponsored conferences are financially accountable to the UFFC Society and IEEE Headquarters.
  • Additional Benefits: 
    • Proceedings from UFFC-sponsored conferences qualify for distribution through IEEE Xplore.
    • The IEEE logo and name must be included in the conference title, publications, and announcements, along with the UFFC Society logo and name.

Technical Co-Sponsorship


Technical co-sponsorship represents direct and significant involvement in organizing the technical program without financial accountability or full sponsorship credit.

  • Responsibilities: This includes encouraging UFFC members to submit papers and attend the event.
  • Mailing List Access: The UFFC Society mailing list may be utilized to promote the event among members.
  • Negotiable Terms: The UFFC Society may negotiate registration discounts and other arrangements for IEEE members with the sponsoring organization.
     

UFFC Symposium Approval Process

The IEEE UFFC Society has a structured process to ensure the successful organization and management of its symposia.

1. Approval Process for Flagship Conferences

For flagship conferences (e.g., International Ultrasonics Symposium (IUS), International Frequency Control Symposium (IFCS), International Symposium on Applications of Ferroelectrics (ISAF)):

  • All bids must first go through their respective technical area for review and approval (e.g., IUS through the Ultrasonics area).
  • Once the technical area approves the bid, it moves forward for consideration by the UFFC Vice President (VP) of Symposia.

2. Approval Process for Other Symposium Requests

For all other symposium bids:

  • Submissions must be sent directly to the VP of Symposia and UFFC Administrative Team for review.
  • The UFFC Conference Bid Form must be completed and submitted with all necessary details.

UFFC Flagship Symposium Bid FAQ: IUS, IFCS, ISAF

General Information

What is the focus of the UFFC flagship symposium bid?

We are looking for bids that emphasize building a robust and unique program along with a strong team. Unlike previous years, we no longer require bids to include exact details about a hotel or conference center due to the challenges of accurate pricing projections 3-4 years in advance.

Can I submit a bid without having a specific city or venue in mind?

Yes, you can. It's perfectly fine to submit a bid without a specific city or venue. Conference Catalysts is here to assist you in finding the ideal location that fits your program's needs and budget.

Requirements and Guidelines

What are the key components required in a bid?

  1. Program Outline: Describe the technical program, themes, and topics that will make your symposium unique and valuable to attendees.
  2. Organizing Committee: List your proposed organizing committee members and their roles. Highlight any co-chairs for risk reduction and continuity.
  3. Volunteer Opportunities: Detail your plans for involving volunteers and the process for filling any open committee positions.
  4. Diversity and Inclusion: Ensure your program promotes an inclusive and equitable culture. Include the IEEE D&I statement on your proposed symposium website.
  5. Sustainability: Outline how your symposium will address sustainability, including plans for reducing environmental impact and promoting eco-friendly practices. 

Are there specific requirements for the organizing committee?

The organizing committee should consist of members from the symposium's technical area. It's beneficial to have co-chairs to ensure continuity and risk reduction. Committee members should work with the UFFC-S AdCom member holding the equivalent position.

How should I handle financial discounts and virtual attendance?

Delegates from Low and Lower-Middle Income Countries are granted a 75% discount for virtual attendance. All virtual attendance registration rates must be 75% of the onsite symposium registration rates.

Symposium Activities and Awards

What activities should be included in the symposium?

Your bid should include plans for student events, Women in Engineering (WIE) activities, and Young Professional events. These events are led by preexisting UFFC-S Committees and have typical budget allocations.

How are awards handled at the symposium?

UFFC-S awards are given at the awardee's symposium of choice. These include the IEEE UFFC Achievement Award, IEEE UFFC Distinguished Service Award, and various technical area awards. Ensure your bid includes plans for an awards ceremony.

Virtual Symposium Requirements

What virtual requirements for the symposium?

All presenters (virtual and in-person) must upload videos. In addition to playing the videos onsite for virtual presenters, the videos will be used for on-demand viewing by registered delegates for 30 days post-symposium, backups for last-minute speaker changes to virtual, and, subject to author discretion, permanent access in the UFFC Archives.

If any authors from the paper can attend, in-person presentations are highly encouraged. For virtual presenters, the pre-recorded videos will be played back for in-person attendees. 

How should I handle poster presentations?

A short video is required for all posters, and these will be available on the virtual platform. Ensure the guidelines for poster presentations are followed.

Additional Support

How can Conference Catalysts help with my bid?

For UFFC Flagship Symposiums (IUS, ISAF, IFCS) Conference Catalysts can assist in finding a suitable city or venue for your symposium, ensuring all logistical needs are met. They also handle social media, and registration sites, and provide ongoing support throughout the symposium planning process.

Who should I contact for more information or assistance?

For more information, please contact Colleen Brick, UFFC-S Operations Manager, at (Click to show email).