SECTION XV. TECHNICAL CONFERENCES AND EXHIBITIONS CONTENTS (Revision Pending) **Note: Please see the Update to the Transitional Governance Documents for changes incorporated 28 October 2011: https://www.smpte.org/about/policies-and-governance A. CONFERENCE COMMITTEE... 2 B. SCHEDULING... 2 C. TECHNICAL CONFERENCE PLAN... 2 D. BUDGETING... 3 E. ORGANIZATION... 3 F. CONFERENCE MEMBERSHIP SERVICE... 6 G. TECHNICAL SESSIONS... 6 H. FINANCIAL OPERATIONS... 9 I. ENGINEERING COMMITTEES AND ADMINISTRATIVE COMMITTEE MEETINGS... 10 J. PROTOCOL FOR BOARD OF GOVERNORS MEETING, HONORS AND AWARDS LUNCHEON, PRESIDENT'S RECEPTION, FELLOW AWARDS LUNCHEON AND BANQUET 10 K. OUTSIDE ACTIVITIES... 12 L. RECORDING AND PHOTOGRAPHY AT TECHNICAL SESSIONS, TUTORIALS, AND OTHER SIMILAR FUNCTIONS... 12 SMPTE Administrative Practices Section XV Page 1
SECTION XV - TECHNICAL CONFERENCES AND EXHIBITIONS A. CONFERENCE COMMITTEE Bylaws Article V, Sec. 2, Subsection E. provides for a standing committee consisting of the Executive Vice-President as Chair, the Conference Vice-President, the Editorial Vice-President, the Engineering Vice-President, the Sections Vice-President, the Financial Vice-President, or, in the Executive Vice-President's absence, the Secretary/Treasurer, and the Executive Director serving ex-officio. The purpose of the committee is to maintain a continuing long range plan for scheduling the business arrangements and subject matter of all regular conferences, with approval of the holding of annual major conferences resting with the Board of Governors. The Conference Committee has authority to approve the holding of all Conferences other than annual major conferences. B. SCHEDULING There shall be a technical conference of the Society at such places, times, and of such duration as may be determined by the Board of Governors. In its conference planning, the Society shall normally plan on the holding of one major conference each year. The Conference Vice-President shall make recommendations to the Board, relative to scheduling, far enough in advance to permit sufficient time to secure desired hotel dates and other arrangements. Regional and special-subject technical conferences may be held at such places, times, and durations as may be determined by the Conference Committee. C. TECHNICAL CONFERENCE PLAN The Conference Vice-President shall be responsible for preparing the general conference plan. Plans relative to the technical sessions shall conform to the requirements expressed by the Program Chair. The plan may include the following activities. 1. A Board of Governors meeting and luncheon, usually preceding the opening day of the conference by one or two days. 2. Registration. 3. Honors and Awards Luncheon with Reception. 4. Technical sessions as the Program may indicate. 5. Exhibits 6. Meetings of Administrative and Engineering Committees, Section Officers, Board of Editors, etc., as required. 7. A Society reception, banquet and dance. 8. An Industry Luncheon, as the President may indicate. 9. Press facilities and press conferences. 10. A program for the partners. 11. Additional social events (e.g., sightseeing trips, Partners Programs, etc., as may be indicated). SMPTE Administrative Practices Section XV Page 2
Major conferences shall provide for four or five days of conference activity and shall normally provide for all activities outlined above. Such major conferences are generally held alternately on the East and West Coasts. Regional and special-subject conferences shall generally have a one to three day schedule and may include social events, but shall include exhibits only with the approval of the Board of Governors or the Executive Committee. The Conference Vice-President shall review factors affecting each conference and shall, in each instance, make recommendations to the Board concerning these matters. D. BUDGETING 1. The Conference Vice-President, assisted by Headquarters, shall, each year, prepare a budgetary estimate of conference expenses covering the ensuing year. This budget shall be submitted to the Financial Vice-President in sufficient time to permit its inclusion in the overall budget of the Society, as described under Section XVII of these Administrative Practices. 2. In order that conferences will not be operated at a loss to the Society, conference direct costs will be budgeted at not more than 80 percent of anticipated conference revenue. 3. Any surplus of revenue over expense, resulting from a Regional Conference, shall revert to the Society. E. ORGANIZATION 1. Conference Vice-President The Conference Vice-President shall be responsible for the overall management, supervision of arrangements, and conduct of all conferences. The Conference Vice-President is assisted by a Local Arrangements Chair, a Conference Committee and Headquarters. The Conference Vice-President shall be responsible for assuring that conference expenditures are, to the extent feasible, held in conformity with approved budgetary estimates. It is recognized that unanticipated changes may be required in conference arrangements, which may result in expenditures in excess of budget estimates. It is expected that the Conference Vice- President will use normal good judgment in authorizing such changes. When such changes are of a major nature, and time permits, he will normally confer with the President prior to making the change. SMPTE Administrative Practices Section XV Page 3
2. Local Arrangements Chair The Local Arrangements Chair, appointed by the Conference Vice-President, is the on-the-spot representative of the Conference Vice-President, and is responsible that all proper arrangements are made locally for the carrying out of the conference plan. The Local Arrangements Chair directs, coordinates, and supervises the activities of the conference committees and assists in carrying out their functions. The Local Arrangements Chair keeps the Conference Vice-President informed of progress and secures the Conference Vice-President's approval to major changes in the conference plan, making commitments for expenditures only within the limitations of such authority as the Conference Vice-President may delegate. The Local Arrangements Chair may appoint one or more administrative assistants to immediately assist the Chair in the discharge of these duties. 3. Conference Arrangements Committees The Committees which are normally established for the handling of conference arrangements are listed below, together with a brief outline of the scope of their duties. The chairs of these committees function under the immediate supervision of the Local Arrangements Chair. Chairs and members of the conference committees are appointed by the Conference Vice-President in consultation with the Local Arrangements Chair. (a) Facilities Chair Works with Headquarters to see that all facilities are prepared by the hotel and Convention Center in accordance with instructions. Is Liaison with other committees for their on-site requirements. Arranges for a Message Center at the Conference site. It is advisable that this chair appoint an assistant. (b) Transportation Chair Provides transportation, as required, for all functions away from the hotel. (c) Audiovisual and Projection Chair Provides equipment, as required by Program Chair. Secures bids and then approval of Conference Vice-President for rental of equipment. Follows guidelines of Standard Operating Procedures for Audiovisual and Projection Chair. (d) Public Address and Recording Committee Installs all public address and recording equipment and arranges for operators in accordance with the needs of the program. Provides all required items of public address and recording equipment not available from Society Headquarters. Records, completely, all technical presentations in cassette form to return to Headquarters. SMPTE Administrative Practices Section XV Page 4
(e) Registration Chair Responsible for registering all persons attending the conference, for the sale of all luncheon and banquet tickets, and for the accounting of all receipts from registration, luncheon, banquet, trip and bus tickets. Responsible for dues received on new memberships and monies received from all sales of publications. (f) Hospitality and Information Responsible for hospitality and information desk in registration area; arranges passes to local theaters, etc., if available; has local tour information. Is familiar with conference activities to answer questions about meetings, etc. (g) Awards and Fellow Luncheons Assist Headquarters personnel with on-site arrangements and coordination of luncheons. (h) Banquet and Entertainment Responsible for the on-site exchange of banquet vouchers and seating arrangements, as well as keeping count of tickets sold, for hotel guarantee. Suggests, and assists in securing entertainment for banquet in coordination with sponsor, if any. The cost of entertainment is to be covered by a sponsorship. (i) Membership Arranges membership display and schedules staffing of membership desk so that hours coincide with Registration and Conference opening. (j) Display Coordinates the ordering, placement, and retrieval of signs with other conference committees and headquarters. Receives bids from local sign - makers and submits to Conference Vice-President. (k) Assistant Auditor Assists the Staff Auditor in the control of all badges and tickets sold at the conference. Reconciles sales and receipts each day; prepares daily report to the Conference Vice- President of the number of registrations and tickets sold. (l) Partners Program Committee Arranges a program of special events for the spouses attending the conference. Supervises spouses registration. Transportation requests to be coordinated with Transportation Chair. Program is to be self-sustaining. 4. Headquarters Staff SMPTE Administrative Practices Section XV Page 5
(a) (b) (c) (d) (e) (f) The members of the Headquarters staff shall carry out the policies and objectives of the Conference Vice-President and the Editorial Vice-President. Policy decisions are the responsibility of the Conference Vice-President and the Editorial Vice-President. Staff members can and should help in the formulation of policy, but will not themselves establish policy. Once the policy is established, the staff will seek to assist in its implementation. Staff personnel shall continually review existing conference procedures within their areas of responsibility with a view to maintaining a current outline of these procedures which shall serve as a guide to all concerned with the conference operation. One member of the staff shall be designated as Conference Coordinator, with the responsibility of assuring that all the conference plans and activities are properly coordinated with all concerned, and that a complete record is compiled and maintained for each conference. The Headquarters shall normally have responsibility for all conference printing, the ordering of equipment (typewriters, etc.), hotel room scheduling, and the staffing, other than volunteers, of the registration and other areas when required. Advance conference publicity shall normally be prepared and issued by the Headquarters in conformity with the plans of the Conference Publicity Committee Chair and the provisions of Section XVIII of these Administrative Practices. When there is advance registration, it shall be handled through the Headquarters, and an accounting made to the Conference Registration Committee Chair prior to the opening of the Registration Desk at the conference hotel. The scheduling of room usage will be coordinated by Headquarters. F. CONFERENCE MEMBERSHIP SERVICE Membership Solicitation is an important conference service for which the Local Arrangements Chair must provide space and facilities. The National Membership Chair appoints a Conference Membership Committee and supervises its operation. The Membership Committee Chair works closely with the Registration Chair to assure that nonmembers are offered the opportunity for applying for membership prior to registering, and that non-members are afforded the opportunity of receiving information relative to membership. The Membership Committee distributes and sells publications of the Society for the Registration Committee, answers all inquiries relative to the various activities and operations of the Society, and assists in dissemination of information concerning Society Affairs. G. TECHNICAL SESSIONS SMPTE Administrative Practices Section XV Page 6
1. The procurement of technical papers for the Society's technical conferences and the supervision of the planning and direction of all technical sessions of the conferences fall within the area of responsibility of the Editorial Vice-President. 2. The Editorial Vice-President shall, in consultation with the local Section, appoint the Program Chair for each conference, who shall assume immediate responsibility for the Conference Papers Program. The duties shall be to: (a) Revise, for production by the Editor, the previous Author's Form to apply to present conference, subject to the approval of the Editorial Vice-President. (b) Supply, for production by the Editorial Dept., approved copy of the Pre-registration information for a Postal Notice fourteen weeks in advance of the conference, and Advance Program six weeks before the conference. (c) Revise the Advance Program format and add copy for production of the Final Program by the Editor. (d) Approve, for printing, instructions prepared by Headquarters for Sessions Chairs and Vice- Chairs, a log for projectionists, etc. (e) Advise the Local Arrangements Chairs of all requirements for conference technical sessions. (f) Screen and review abstracts, synopses, and manuscripts of papers for conference presentation, subject to advice from the Editorial Vice-President and the Editorial Directors, who shall act as Assistant Papers Chairs. (g) Advise every author on the Papers Program, at least 30 days before the conference, of the date and time of scheduling of paper. (h) Obtain manuscripts whenever available at conference time and arrange for the collection of magnetic tapes from recording equipment operators. 3. The duties of the Program Chair and the Symposium Program Chair shall be to: (a) Revise, for production by the Editor, the previous Author's Form to apply to their respective portions of the conference program, subject to the approval of the Editorial Vice-President, (b) Supply copy, for production by the Editor, for a Postal Notice fourteen weeks before the conference and Advance Program six weeks before the conference (c) Revise the Advance Program format and add copy, as required, for production of the Final Program by the Editor. (d) Approve instructions prepared by Headquarters for Session Chairs and Vice-Chairs, including a log for projectionists, discussion copy forms, etc. (e) Advise the Local Arrangements Chair of all space and facilities requirements for their portions of the conference program. SMPTE Administrative Practices Section XV Page 7
(f) Screen and review abstracts, synopses, and manuscripts of papers for conference presentation, subject to advice from the Editorial Vice-President. (g) Advise authors, at least 30 days before the conference, of the date and time of scheduling of their papers. (h) With assistance of the Conference Technical Program Coordinator (Section VI, C, 1(h)), in obtaining manuscripts and discussion copy whenever available during conferences and arrange for the collection of magnetic tapes from recording equipment operators. 4. Topic Chairs are selected by the Program Chair for each of the specific topics to be covered in the conference program. Topic Chairs serve the term of a particular conference. They are appointed by the Editorial Vice-President in consultation with the Program Chair. Duties of Topic Chair are: (a) Plan, gather, and report to the Program Chair in time for program listing, a group of papers of sufficient quality and quantity to constitute an interesting program within the time limits of the assigned topic. (b) Maintain a high quality of papers by reviewing synopses or abstracts, and/or drafts as they are submitted for incorporation into the program. Particularly desired are papers which deal with development trends in the industry, and timely tutorial papers. Equipment papers containing only product descriptions should not be encouraged. (c) Assist in solicitation of papers by: 1. Drawing on own knowledge of potential authors who are doing interesting work in the field of the assigned topic. 2. Following up leads furnished by the Program Chair and others, or ask Society Headquarters to follow up these and other leads. 3. Contacting companies which are active in the assigned field. 5. Topic Chairs need not serve as Session Chairs (or Vice-Chair) unless they wish to do so. Appointment of Sessions Chairs to preside at the conference is made about one month prior to the conference date by the Program Chairs. A Topic Chair who expects to be in attendance and who has indicated willingness to preside will, of course, be considered for the appointment. 6. It is the responsibility of the Sessions Chair, assisted by a Sessions Vice-Chair, to preside at a particular topic session and to assure the orderly and smooth conduct of the meeting. The Sessions Chair shall keynote the subject of the session, shall introduce the various speakers, and shall then see that the time allotted to speakers and to questions-and-answers periods are respected. The Sessions Chair shall ask that members speaking from the floor identify themselves, and will assist in securing a proper record of the meeting. 7. The Program Chair shall nominate a Short Subjects Chair to be appointed by the Editorial Vice- President. The duties under the Program Chair shall be to select and arrange for all motion picture or television short subjects to be shown and to make certain that films or tapes are on hand and SMPTE Administrative Practices Section XV Page 8
available to the Projection Committee at the proper time and place in the program. The Short Subjects Chair shall see that all films or tapes are returned promptly to their source after the conference. H. FINANCIAL OPERATIONS Financial operations of Technical Conferences shall be the responsibility of the Conference Vice- President, in accordance with Section III, G, 5. Conference Registration Based on a careful analysis of the Society's financial position, attractive member conference registration fees shall be established to encourage increased delegate participation in the papers sessions. The Conference Vice-President shall set the registration fees for attendance at Technical Conferences. The registration fees will be based on the following guidelines: a) Full Conference Registration Fees (Non-Members) The basic full conference registration shall include admission to all technical sessions, admission to the exhibits and the Honors and Awards Luncheon. Basic full conference registration does not include Tutorials, Workshops, and similar events. b) Daily Conference Registration Fees (Non-Members) The basic daily registration fee shall be determined by dividing the full conference basic registration fee by the number of days of the conference and multiply the result by 1.3 (reg. fee/no. of days x 1.3 = daily reg. fee). Basic daily registration does not include Tutorials, Workshops, Luncheons, and similar events. c) Members Registration Fees Members basic full conference or basic daily registration fee shall be 20% less than the equivalent non-members registration fee. d) Life Fellows and Life Members Registration Fees Life Fellows and Life Members basic conference registration shall be a minimum fee to cover costs. This full conference registration shall include admission to all technical sessions, admission to the exhibits and the Honors and Award Luncheon. Basic full conference registration does not include Tutorials, Workshops, and similar events. e) Pre-Registration Formatted For basic registrations received at least four (4) weeks before the start of a Conference, there shall be an additional 20% discount. f) Non-Members Applying for Membership at the Conference SMPTE Administrative Practices Section XV Page 9
Non-members applying for SMPTE membership at conference registration will be charged member fees, or an appropriate credit will be given on making application for membership during the conference. g) Refunds Requests for refunds relating to conference registration or activities (luncheons, banquets, tutorials, etc.) must be made at least two weeks prior to opening to be honored. A cancellation fee will be levied on all refunds, at the discretion of the Conference Vice- President. I. ENGINEERING COMMITTEES AND ADMINISTRATIVE COMMITTEE MEETINGS 1. Frequently the Officers of the Society, the Chairs of Engineering Committees, and the Chairs of Administrative Committees wish to arrange for meetings of their committees or of special groups during the period of the conference. The requirements for such meetings will be made known to Headquarters, which shall cooperate with the Local Arrangements Chair for the provision of suitable meeting room facilities. 2. Meeting Rooms for Engineering Committees The Director of Engineering is to see that adequate facilities are provided for engineering committee meetings and is to monitor such expenses to insure unnecessary expenses are not incurred. The foregoing is subject to approval of the Engineering Vice-President. J. PROTOCOL FOR BOARD OF GOVERNORS MEETING, HONORS AND AWARDS LUNCHEON, PRESIDENT'S RECEPTION, FELLOW AWARDS LUNCHEON AND BANQUET 1. Board of Governors Meeting If seating arrangements allow, invited non-voting guests of Board of Governors will not be seated at the regular table. They are to be accommodated in the peripheral area. All voting Board members and officers entitled to vote will sit at the main table. The President, or other person presiding at the Board of Governors meeting, may invite current Section Chairs or their designate to participate at the Board of Governors meeting. These persons, so invited by the president, may participate in all matters of discussion, at the discretion of the Chair, with the exception of voting. Nothing shall preclude the Chair from declaring, or a member from requesting, that some, all, or part of the Board meeting be conducted in Executive Session, with all invited guests requested to leave. 2. Honors and Awards Luncheon SMPTE Administrative Practices Section XV Page 10
The Board of Governors' reception is by invitation, which will admit only one, and is to be controlled by Society Headquarters and the Luncheon Chair's assistant. These invitations must be presented for admittance. Those invited to attend the reception would be the complete Board of Governors, all newly elected members of the Board, newly elected Fellows, Award Recipients, the Local General Arrangements Chair, Conference Program Chair, Past President, Former Presidents, and those guests invited by the incumbent President. All persons to be seated at the dais will be so designated on their invitation which they will receive in advance. The responsible persons will arrange for an area to assemble the dais personnel for proper seating which will be as follows: 1st Row: All current officers, Local Arrangements Chair, Immediate Past President, Program Chair, Guest Speaker, and the Executive Director. 2nd Row: Award Recipients (in order of acceptance), and Former Presidents. Congratulatory and invitation letters are sent from Headquarters to all award recipients, requesting that they arrive at least 15 minutes prior to the ceremony for special seating, as follows: 1st Row: Award Recipients (in order of acceptance), and Former Presidents. The ceremony begins with welcoming and congratulatory remarks, by the President or Executive Vice President, proceeded by the awards ceremony, where by the Executive Vice President announces the recipient of the award and reads the citation. After the reading of the citation the recipient is to walk up to the stage to receive the award from the President and say a few words of acceptance, and return to their seat. After the ceremony, the audience is exhorted to reception. 3. Fellow Awards Luncheon The dais for this affair will be limited to: the President, Executive Vice-President, Chairman of the Fellow Awards Committee, Executive Director, and only those guests specifically invited by the incumbent President. The Executive Vice-President (as a suggestion) should make special tribute to each new Fellow, saying something about the Fellow's accomplishments. SMPTE Administrative Practices Section XV Page 11
4. Banquet Invitations extended by the President, to be seated at the Society table, will be: all officers of the Society, Former Presidents, Local Arrangements Chair, Program Chair, Banquet Chair, Spouses, Program Chair, and those who were specifically invited, as well as their guests. This invitation must be extended at least 3 weeks prior to the Conference, with an RSVP. K. OUTSIDE ACTIVITIES All companies approaching the Society with proposed outside activities should be given the Conference Schedule, and every effort should be made to ensure that their outside activities do not conflict with the Conference Papers Program, Exhibits, or Society Scheduled Social activities. The Society will publish notice of these outside activities in the Conference Program, provided that the company gives such notice in writing in time for the Conference Program publication deadline, and that these outside activities do not conflict with the Conference Papers Program, Exhibits, or social activities. All outside company activities shall be administrated and financed by the sponsoring company, including any required transportation, completely separate from that of the Society. All companies are to be encouraged to make all technical presentations or demonstrations a part of the technical papers sessions and to exhibit their products in the Equipment Exhibit. L. RECORDING AND PHOTOGRAPHY AT TECHNICAL SESSIONS, TUTORIALS, AND OTHER SIMILAR FUNCTIONS To protect the interests of the Society and the presenters and attendees at technical sessions, seminars, tutorials, and other similar functions, the following guidelines are established: 1. Recording audio and/or video by attendees for non- commercial purposes is permitted as long as it is unobtrusive; 2. Flash photography and the use of ancillary light sources by attendees is prohibited; 3. Recording and still photography for commercial applications requires prior approval by the SMPTE President, Conference Vice-President, or Editorial Vice-President. This policy should be posted at conferences. SMPTE Administrative Practices Section XV Page 12