Indonesia hosts over 1,000 conferences every year, making it a key spot for sharing knowledge worldwide¹. For those planning events, the process can seem overwhelming. This guide aims to simplify the steps for organizing successful conferences in Indonesia. It covers everything from understanding sponsorship types to preparing for IEEE requirements and MoUs.

Key Takeaways

• Learn about the various sponsorship types, like co-sponsorship and technical co-sponsorship, to follow the rules.
• Know the detailed process for organizing IEEE conferences, including peer-review and international panels.
• Find out how to get IEEE conference sponsorship and the steps for creating a Memorandum of Understanding (MoU).
• Understand IEEE's rules for conference publications, including branding and term usage.
• Learn about the special requirements for IEEE Student Branch co-sponsorship and options for foreigners hosting events in Indonesia.

Understanding Conference Sponsorship Types

Conference sponsorship is key to a successful event in Indonesia. It covers financial, technical, publicity, and administrative tasks². For an event to be an IEEE conference in Indonesia, it must have the IEEE as a sponsor. This is through the Section or Chapters.

Co-sponsorship

Co-sponsorship means the Section or Chapter helps with funding. They can also use the IEEE name in the event title. They are also in charge of any money left over or owed³. This partnership adds valuable resources and expertise to the event.

Technical Co-sponsorship

Technical co-sponsorship means the Section or Chapter adds technical expertise. This helps improve and ensure the quality of the event². But, it doesn't mean papers will be included in the IEEE Conference Publications Program. This type of sponsorship uses IEEE's technical knowledge to make the event better.

Choosing the right sponsorship model is crucial for a successful conference⁴. By picking the best option, organizers in Indonesia can host an event that meets the goals of the IEEE and the sponsors.

Sponsorship Type	Description	Benefits
Co-sponsorship	The Section or Chapter optionally supports the funding, with the potential use of the IEEE name in the conference title and responsibility for any surplus or deficit.	Provides valuable resources and expertise to enhance the conference experience.
Technical Co-sponsorship	The Section or Chapter will provide technical expertise to improve and assure the quality of the conference, without guaranteeing the inclusion of papers in the IEEE Conference Publications Program.	Leverages the technical knowledge and resources of the IEEE organizational units to elevate the conference's technical content and standards.

"Effective conference sponsorship requires a deep understanding of the various sponsorship models and the unique benefits they offer."⁴

Requirements for Organizing IEEE Conferences

Organizing an IEEE conference in Indonesia means following certain rules for success. A key step is the peer-review process. Each paper must get checked by at least three experts from around the world⁵. This ensures the event's high academic level.

The conference planner must also fight against plagiarism⁵. They need to finish the IEEE Conference Education Program Course. This course covers important topics like the conference's scope, peer review, plagiarism, and managing the technical program⁵.

The person organizing the event must work for a school, research center, or an IEEE group in Indonesia⁵. If they're from abroad, they should have experience with IEEE-approved conferences⁵.

Requirement	Details
Peer-reviewed Papers	Each paper must be reviewed by at least three international experts from various institutions and countries5.
International Reviewers	The conference must have a panel of international reviewers to ensure a diverse and impartial evaluation process5.
Accountable Processes	The organizer must implement procedures to avoid plagiarism and ensure the integrity of the conference5.

Following these rules helps create top-quality IEEE events in Indonesia. These events are known for their academic excellence and global participation⁵⁶⁷.

Procedures for IEEE Conference Sponsorship

Getting IEEE conference sponsorship in Indonesia has a clear process. First, organizers talk with the IEEE Indonesia Section or Chapters about the sponsorship type. This can be co-sponsorship or technical co-sponsorship⁸. Then, they prepare a Letter of Agreement (LoA) and send it to the IEEE Indonesia Section Chair for technical sponsorship⁸.

Organizers also need to send a Memorandum of Understanding (MoU) to IEEE Conference Services for review and approval. This step can take 2-4 months⁸. IEEE Policies Section 10 explains the rules for sponsorships, giving a clear outline of what's needed⁸.

Sponsorship Type	Description
Co-sponsorship	Involves sharing responsibilities between IEEE organizational units.
Technical Co-sponsorship	Requires substantial involvement in the technical program but no financial responsibility.

Successful conferences often work with several IEEE groups, making them better⁸. Some conferences have just one sponsor, handling all the costs and tasks⁸. But, there are also non-sponsor supporters like partners, contributors, and exhibitors⁸.

The steps to get IEEE conference sponsorship in Indonesia are clear. Following these steps helps make the event a success⁸. By knowing what's needed and working with the right IEEE groups, organizers can make their conferences impactful and sponsored by IEEE in Indonesia⁸.

Memorandum of Understanding (MoU) Preparation

Planning a successful IEEE conference in Indonesia means making a key document - the Memorandum of Understanding (MoU)⁹. This document makes the partnership between the conference organizer and IEEE Conference Services clear. It talks about what each side will do, what they expect to get, and when things will happen⁹. Even though the MoU isn't a legal contract, it shows a strong commitment from everyone involved⁹.

Conference Timeline Best Practices

The MoU should detail the conference timeline, following best practices for a smooth event⁹. This means setting clear goals and making sure the activities fit what the schools can do⁹. The MoU should also help strengthen partnerships, improve education, solve resource issues, and make school governance better⁹.

At the school level¹⁰, MoUs can last up to 5 years, but they can be extended or ended by agreement¹⁰. The Biro Perencanaan dan Kerjasama checks on the MoU's progress every month. Schools must send in regular updates¹⁰.

Getting ready for an IEEE conference in Indonesia starts with the MoU. By sticking to best practices and working closely with IEEE Conference Services, organizers can make the event run smoothly⁹¹⁰.

Conference Publications with IEEE

After signing the Memorandum of Understanding (MoU), the conference organizer must start publishing papers through the¹¹ IEEE Conference Publications Program (CPP). They need to fill out a form on the IEEE website. They also work with the CPP to add the papers to IEEE's electronic products, like IEEE Xplore®¹¹.

Before the IEEE publishes the papers, the organizer and all authors must give the copyright to IEEE¹². This step is key to follow IEEE's copyright rules¹².

The Conference Publications Chair is crucial in getting the conference papers ready for IEEE Xplore®¹¹. They get IEEE Xplore®-ready PDFs from authors, check for plagiarism with Crosscheck, and format the papers for IEEE Xplore®¹¹.

Key Conference Publication Responsibilities	Corresponding IEEE Resources
Obtaining IEEE Xplore®-compatible PDFs from authors	PDF eXpress tool for authors to check and convert files
Checking for plagiarism using Crosscheck	Plagiarism detection service integrated with IEEE Xplore®
Preparing materials for submission to IEEE Xplore®	Guidance from IEEE's Publications Services and Products Manual

The IEEE Conference Publications Program (CPP) offers many resources for organizers. These include info on copyrights, templates, and tools like PDF eXpress and IEEE Xplore®¹¹. You can find these resources in IEEE's searchable repository¹¹.

IEEE is working with groups like the Conference Publications Committee (CPC) and the Financially Supported Conferences and Initiatives Panel (FuCIP)¹³. These efforts aim to make publishing better in the IEEE Xplore® platform¹³. They want to improve how content is organized, explore new ways to make money, and give early access to papers for IEEE Xplore® customers¹³.

By using the IEEE Conference Publications Program, organizers in Indonesia can make publishing smooth and follow the rules. This helps make their work more visible and impactful in the global IEEE community¹¹¹³.

Use of IEEE Branding and Terminology

The Institute of Electrical and Electronics Engineers (IEEE) has set clear rules for using its branding and terms in organizing and promoting conferences. These rules help keep the IEEE brand consistent worldwide.

IEEE Logo Usage Guidelines

The IEEE logo is very important in the engineering and tech fields. Conferences fully sponsored or co-sponsored by IEEE can use the logo on their materials and publications. They must follow the IEEE Brand Identity Guidelines¹⁴. These guidelines stress the need for a unified look for IEEE materials worldwide, showing the organization as focused and forward-thinking¹⁴. Users must agree to the IEEE Master Brand and Brand Identity Toolkit Agreement when getting Toolkit contents¹⁴.

“International” in Conference Titles

Using "international" in conference titles means the event has a strong international feel. It should have many papers from authors in at least three countries and a diverse Technical Program Committee. This word in titles shows the event's global reach and diverse participants.

Metric	Value
IEEE Brand Identity Guidelines PDF size	15 MB14
IEEE Brand Identity Quick Reference Guide PDF size	4 MB14
Trademarks and Contests Best Practices document size	257 KB14
IEEE Style Quick Reference Guide file size	53.5 MB14
Quick Reference Guide on Color Formulas and Tints PDF size	780 KB14
Full IEEE color palette document size	3 MB14

The IEEE Brand Identity Guidelines and tools offer a lot of info on keeping IEEE's brands unified¹⁴. They give detailed advice on using the IEEE name, logo, and colors right. This ensures a consistent look for all IEEE events and publications.

"The use of the letters I-E-E-E is specified as the only permitted name of the organization, with legal documents allowing the full name, 'The Institute of Electrical and Electronics Engineers, Inc.'"

¹⁴

Also, the guidelines and templates for IEEE sub-brands keep materials consistent. This includes technical info, resources, services, conferences, and publications for professionals, students, and groups¹⁴. The IEEE brand is a big asset that should be used carefully and as per the set rules.

Technical Co-Sponsorship Fee Policy

The IEEE MGA Technical Co-Sponsorship (TCS) Fee Policy is key for conference organizers in Indonesia¹⁵. They must pay $1,450 per event, plus $22 for each paper in IEEE Xplore¹⁵. This rule is for all conferences starting on or after January 1, 2018, with an IEEE MGA Geographic Unit as a co-sponsor¹⁵.

IEEE handles the billing for these fees. The fees can be paid by the IEEE unit or the conference organizer, based on the agreement¹⁵. IEEE lets you decide how to split the TCS fees, like between the GeoUnit, the conference, or both¹⁵. The payment process matches the conference's approval, publication, and payment steps¹⁵.

Being a technical co-sponsor gives organizers in Indonesia access to IEEE's resources and services¹⁶. This includes free and paid conference services, the use of IEEE logos, and papers in IEEE Xplore¹⁶. It also offers five emails to the IEEE Education Society's list, boosting visibility and attendance¹⁶.

For help with the TCS fee policy, contact the IEEE MGA and MCE teams at mgatcs@ieee.org¹⁵. Remember, there's a non-refundable $1,450 application fee and a possible $500 Xplore® Delivery Deposit fee¹⁷.

Understanding the IEEE MGA TCS Fee Policy helps conference organizers in Indonesia manage the process well. This way, they can get the most out of technical co-sponsorship for their events¹⁵¹⁶¹⁷.

Specific Requirements for IEEE Student Branch Co-sponsorship

When an IEEE Student Branch in Indonesia co-sponsors a conference, certain rules must be followed. The IEEE Indonesia Section or another group must also be a financial/technical co-sponsor. This is stated in the Memorandum of Understanding (MoU)¹⁸.

The person organizing the conference must get approval from the IEEE Student Branch counselor. They also need to share profits with the Student Branch as agreed in the MoU. It's a good idea to register 30 new student members with the FUTURE50 discount. This should go to IEEE Student Branch leaders who aren't yet members¹⁹.

This teamwork between the conference organizer, the IEEE Student Branch, and the IEEE Indonesia Section keeps the event's quality high. It also helps grow the IEEE student community in Indonesia¹⁸.

Following these rules helps make the conference a success. It meets the IEEE's goals and values. It also gives IEEE Student Branch members a chance to take part and make a difference¹⁸.

Options for Foreigners Organizing Events in Indonesia

Foreigners wanting to organize events in Indonesia need to follow the country's rules. For a single event or retreat, working with an Indonesian event organizer is a quick and affordable choice²⁰. They will take care of insurance, costs, and licenses needed for the event²⁰.

Partnering with Local Organizers

Working with Indonesian event organizers gives you insight into the local market and customs. This partnership makes planning events easier and follows the laws²¹. In Indonesia, event organizers, or EOs, offer services for big music events, corporate meetings, and weddings²¹.

Establishing an Event Company

For those planning many events, starting an event company in Indonesia is a good idea. This means getting business licenses and registering for taxes, which can take a few days to weeks²⁰. Having an event company lets foreigners control the planning and can lead to a steady income²⁰.

Event Organizer Types in Indonesia	Specialization
One Stop Service Agencies	Large-scale events, such as music concerts and grand parties
MICE (Meeting, Incentive, Conference, Exhibition) Organizers	Corporate events, professional meetings, conferences, and exhibitions
Brand Activators	Brand promotions, marketing activations, and sponsorship events
Music and Entertainment Organizers	Music festivals, carnivals, and cultural events
Wedding Planners	Specialized in creating memorable wedding experiences
Birthday Event Organizers	Organizing significant birthday celebrations with creative concepts

Foreigners planning events in Indonesia must follow the local rules. This includes getting business licenses and tax registrations²⁰. Working with local experts or starting your own company helps you succeed in the Indonesian market²⁰.

"Partnering with local event organizers in Indonesia can provide valuable insights and streamline the event planning process for foreigners."

conference management: Key Considerations

Planning a successful conference in Indonesia means paying attention to many important details. This includes everything from planning and logistics to picking the right venue and managing attendees²². It's a complex task, but getting it right makes the event great for everyone²².

Choosing the right venue is key. Start looking for a place at least two years before your big event, especially if you're expecting over 500 people²³. The venue's location, how easy it is to get to, and how many people it can hold are all important. They affect how happy and involved attendees will be²³.

Getting people to sign up and working with speakers are big parts of making a conference run smoothly. Make sure signing up is easy, with options to do it online²². Talk to speakers often and make sure they have what they need to do a great job²².

Using a conference app can make things better for everyone. These apps help people keep track of sessions, connect with sponsors, and network. It makes the whole event more fun and interactive²².

Don't forget about the little things that matter, like offering different food options and snacks for people with special diets²². Also, think about offering special hotel rates and shuttle services. These can make the whole experience better for attendees²³.

After the event, it's important to look at how it went and what you can do better next time. Use feedback from attendees and look at how many people came to each session. This helps you plan better for the future²².

By focusing on these important points, conference organizers in Indonesia can host events that are well-planned, run smoothly, and leave a big impact on everyone involved²²²³.,

Consideration	Importance
Venue Selection	Critical for attendee experience and event logistics
Attendee Registration	Streamlines the participant experience
Speaker Coordination	Ensures smooth session delivery and technical support
Conference App	Enhances engagement, networking, and event management
Logistical Considerations	Contributes to overall attendee satisfaction
Post-Event Analytics	Informs future event planning and improvement

"Effective conference management is the cornerstone of a successful event. By addressing the key considerations, organizers can create an engaging and memorable experience for all participants."

Legal and Regulatory Compliance

Hosting events in Indonesia means following strict legal and regulatory rules²⁴. The conference will cover topics like legal compliance, including new rules on servicing, credit reporting, and updates from the CFPB²⁴.

Business Licenses

Foreigners need the right business licenses to hold events in Indonesia²⁵. This means setting up a company and getting a tax ID number (NPWP)²⁵. Not following these rules can lead to fines or legal trouble²⁵. Event planners must know the laws to make their event successful and legal.

Tax Registration

Event organizers also need to register for taxes in Indonesia²⁵. They must understand the tax system and meet all legal requirements²⁵. Getting expert advice can help with tax registration and keep the event legal.

By focusing on legal and regulatory needs early, event planners in Indonesia can avoid risks and have a successful event²⁵. It's key to stay updated and proactive to manage events well in this complex environment²⁵.

Sponsoring Work Permits for Foreign Workers

When planning events in Indonesia, foreign organizers might need to get work permits for foreign workers like speakers or staff²⁶. It's key to follow Indonesian labor laws to avoid issues²⁶. Knowing how to apply for permits makes the event staffing process smoother and legal.

The Labor Law of 2003 and other laws set the rules for work and labor in Indonesia²⁶. The Government Regulation (GR) 35/2021 lists different kinds of fixed-term contracts²⁶.

To hire a foreign worker, a local company must file a Foreign Worker Utilization Plan (RPTKA) and pay a US$100 monthly fee to the Ministry of Manpower²⁶. The MOM Regulation No. 8/2021 outlines four types of RPTKA based on their validity and requirements²⁷. Companies like government bodies, international organizations, and private firms can hire foreign workers in Indonesia²⁶.

The process and requirements for RPTKA depend on the work permit type²⁷. Employers must report annually on foreign workers they hire²⁷. Some foreign workers don't need a RPTKA, and there are extra steps for a limited stay visa (VITAS) in Indonesia²⁷. Changes in GR 48/2021 and GR 40/2023 affect the length of these permits²⁷. Foreigners can apply for permanent stay visas (KITAP) under certain conditions²⁷.

Knowing about work permits and compliance helps foreign organizers have a smooth and legal event staffing process in Indonesia²⁶²⁷.

Event Planning and Logistics

Planning a successful conference in Indonesia means paying close attention to every detail. From picking the right venue to making sure attendees and speakers are well taken care of, it's all about creating a memorable event²⁸.

Venue Selection: The Heart of the Event

Finding the perfect venue is key. You need to think about location, security, how many people will come, and what kind of space you need²⁸. The venue should match the event's theme and budget²⁹.

Attendee Registration: Streamlining the Check-In Process

Getting attendees to register smoothly is crucial. Using apps and cloud services can make this process better. This way, people can enjoy the event more, not just the paperwork²⁹.

Speaker Coordination: Enabling Seamless Presentations

Working with speakers is a big part of planning an event. You need to keep track of their schedules and tech needs. Good communication with speakers makes the event run smoothly²⁸.

There's more to planning an event than just these basics. You also need to think about tracking sessions, managing sponsors, and giving people chances to network²⁸. With careful planning, you can make your conference unforgettable²⁹.

"Event logistics is the backbone of any successful conference, ensuring every detail is accounted for and executed flawlessly." - Jane Doe, Event Planning Strategist

Conclusion

Organizing successful conferences in Indonesia means knowing how to manage events well and following IEEE rules. This guide covered important topics like sponsorship, organizing IEEE events, and following the law. It also talked about planning and logistics.

With this article's advice, event planners in Indonesia can handle the market's challenges. They can make conferences that are well-run, follow the rules, and make a big impact. It's key to work with stakeholders, team up with others around the world, and share what you learn³⁰.

A successful conference needs a good plan that fits the Indonesian market. It should use IEEE's resources and focus on engaging participants³¹. By doing this, event planners in Indonesia can host conferences that are top-notch. These conferences will have a lasting effect on attendees and the industry.

FAQ

What are the different types of conference sponsorship?

There are two main types of conference sponsorship. Co-sponsorship means the IEEE supports the conference's funding and might be part of the title. Technical co-sponsorship means the IEEE helps improve the conference's quality by offering technical expertise.

What are the requirements for organizing an IEEE conference in Indonesia?

To host an IEEE conference in Indonesia, all papers must be reviewed by experts. The organizer must also ensure no plagiarism and complete the IEEE Conference Education Program Course.

What are the steps for obtaining IEEE conference sponsorship in Indonesia?

First, talk to the IEEE Indonesia Section or Chapters about sponsorship. Then, prepare a Letter of Agreement and a Memorandum of Understanding (MoU). Finally, submit the MoU to IEEE Conference Services for approval.

What is the role of the Memorandum of Understanding (MoU) in organizing an IEEE conference in Indonesia?

The MoU outlines the conference details. It must be sent to IEEE Conference Services for review and approval, which takes 2-4 months.

What are the requirements for publishing conference papers with IEEE?

After the MoU is approved, fill out a form on the IEEE website. Work with the IEEE Conference Publications Program to include papers in the IEEE Xplore library. All authors must give copyright to IEEE before publication.

What are the guidelines for using the IEEE name and logo in conference branding?

"IEEE" can be used in conference names if IEEE sponsors at least 50%. The logo can be used on materials for co-sponsored conferences. But, "IEEE" can't be in the title for technical co-sponsorship.

What are the fees associated with IEEE technical co-sponsorship?

There's a

FAQ

What are the different types of conference sponsorship?

There are two main types of conference sponsorship. Co-sponsorship means the IEEE supports the conference's funding and might be part of the title. Technical co-sponsorship means the IEEE helps improve the conference's quality by offering technical expertise.

What are the requirements for organizing an IEEE conference in Indonesia?

To host an IEEE conference in Indonesia, all papers must be reviewed by experts. The organizer must also ensure no plagiarism and complete the IEEE Conference Education Program Course.

What are the steps for obtaining IEEE conference sponsorship in Indonesia?

First, talk to the IEEE Indonesia Section or Chapters about sponsorship. Then, prepare a Letter of Agreement and a Memorandum of Understanding (MoU). Finally, submit the MoU to IEEE Conference Services for approval.

What is the role of the Memorandum of Understanding (MoU) in organizing an IEEE conference in Indonesia?

The MoU outlines the conference details. It must be sent to IEEE Conference Services for review and approval, which takes 2-4 months.

What are the requirements for publishing conference papers with IEEE?

After the MoU is approved, fill out a form on the IEEE website. Work with the IEEE Conference Publications Program to include papers in the IEEE Xplore library. All authors must give copyright to IEEE before publication.

What are the guidelines for using the IEEE name and logo in conference branding?

"IEEE" can be used in conference names if IEEE sponsors at least 50%. The logo can be used on materials for co-sponsored conferences. But, "IEEE" can't be in the title for technical co-sponsorship.

What are the fees associated with IEEE technical co-sponsorship?

There's a $1,450 fee per event and $22 per paper for optional Xplore publication. These fees can be paid by the IEEE unit or the conference organizer.

What are the specific requirements for IEEE Student Branch co-sponsorship of a conference in Indonesia?

An IEEE Student Branch in Indonesia must be a financial co-sponsor. The IEEE Section or another unit must also be a co-sponsor. The MoU must include this. The organizer must get approval from the Student Branch counselor and share profits with the Branch.

What are the options for foreigners organizing events in Indonesia?

Foreigners can work with an existing organizer in Indonesia or start their own event company. They need the right business licenses and tax registration.

What are the key considerations for effective conference management in Indonesia?

Good conference management means picking the right venue and managing attendees well. It also involves coordinating speakers, tracking sessions, and managing sponsors. A conference app can help with these tasks.

What are the legal and regulatory requirements for organizing events in Indonesia?

Organizers must have the right licenses, tax registration, and permits for foreign workers. Not following these rules can lead to fines or legal trouble.

,450 fee per event and per paper for optional Xplore publication. These fees can be paid by the IEEE unit or the conference organizer.

What are the specific requirements for IEEE Student Branch co-sponsorship of a conference in Indonesia?

An IEEE Student Branch in Indonesia must be a financial co-sponsor. The IEEE Section or another unit must also be a co-sponsor. The MoU must include this. The organizer must get approval from the Student Branch counselor and share profits with the Branch.

What are the options for foreigners organizing events in Indonesia?

Foreigners can work with an existing organizer in Indonesia or start their own event company. They need the right business licenses and tax registration.

What are the key considerations for effective conference management in Indonesia?

Good conference management means picking the right venue and managing attendees well. It also involves coordinating speakers, tracking sessions, and managing sponsors. A conference app can help with these tasks.

What are the legal and regulatory requirements for organizing events in Indonesia?

Organizers must have the right licenses, tax registration, and permits for foreign workers. Not following these rules can lead to fines or legal trouble.

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