Fall Meeting

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Fall Meeting
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In June there was Apprehension
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Everything turned out FINE
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IMS2004 Financial ReportSeptember 18, 2004Terry
Sibley
Another Record-Breaking Symposium!

• Budget as approved by IEEE

Income 2,330,630 (including 50K
loan) Expenses 1,929,955 (with loan
payback) Net Surplus 400,675 (20.8 of
expenses)

• Projected Actuals

Income 2,355,370 (including 35K
loan) Expenses 1,404,260 (73 of
budget) Net Income 951,110 (67.7 of
expenses)

• NOTE ARFTG Income and expenses are included in
  the actuals, although not part of the official
  budget. The net effect is zero.
• Projections are 98 accurate. All hotel,
  catering, and A/V bills have been paid. Other
  income/expenses are based on invoice or
  preliminary reconciliation report from Horizon
  House.

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Reconciliation of Projected Incomeand Expenses
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IMS2004 Income Summary
NOTE Without ARFTG, income would be 2,319,058,
or 99.5 of Budget.
Without Booth Rental income would still have a
surplus of 85K Last time this difference was
positive was in 1998, Baltimore
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Steering Committee

• 57 Dedicated Volunteers
• Representation from Academia and many Companies
• Years of hard work

I would like to thank them
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IMS2004 Steering Committee
General Chairman Karl Varian Vice
Chairman David Zimmermann Secretary Denis Drury
Finance Terry Sibley, Chairman Mike Blackwood
Publications David Denniston, Chairman Richard
Carlson Publicity Mikel White
Registration Jerry Grimm Awards Banquet John
Wassel Plenary Session Dave McQuiddy Hal Sobol
Protocol Britton Vincent Special Transactions
Editor Randy Lehmann And a special thanks to
our student volunteers
Technical Program Alan Davis, Co-Chairman Ron
Carter, Co-Chairman Kurt Ericksen Jung-Chih
Chiao Electronic Paper Manager Bill Cantrell
Interactive Forum Jon Bredow Panel Sessions
Meng Tao, Chairman Sungyong Jung Workshops
Tutorials Steve March, Chairman Carl
Panasik Claudio Montiel Simon Lee Steve Lazar
Student Paper Contest Chuck Goldsmith Web
Team Donald Butler, Chairman Tim Lee Ken Tallent
MicroApps Leon Jinich Bob Hawkins Danny
Balusek International Liaison Larry Whicker
Local Arrangements Shane Bringhurst,
Chairman Shelly Pierce, Vice Chairman Michael
Hawkins Wayne Brinlee Leslie Horton Conference
Administrator Elsie Cabrera RFIC
Interface Steve Lloyd, Chairman Eli
Reese ARFTG Charles Gustof Natalia Bynum Juan
Rodriguez Sunny Yeoman Pete Winson Historical
Exhibits Danny Bryant Austin Truit Guest
Programs Carol Varian, Chairman John Heston
Exhibition Manager Howard Ellowitz,
Manager Harlan Howe, Manger Kristen
Dednah Charles A. Ayotte Fort Worth Convention
and Vistors Bureau Heather Huhn
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What steps were used to obtain this surplus?

• As proud as I am of the IMS2004 Steering
  Committee, I believe that it is not significantly
  different than previous committees
• Income was raised slightly (5), but this was
  offset by a smaller total attendance (-12.9)
• Budget and actual income was within 1
• Roughly a 90K Transportation charge
• I believe we did above average in planning (5K
  here, 10K there, 25K --- after a while it adds
  up to some real money)
• Expenses were much lower than planned

Location
Location
Location
Fort Worth is a GREAT place for The Conference
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International Microwave SymposiumInterest Health
Check

• 1999 2000 2001 2002 2003 2004
• Exhibits Only 2203 1969 1869 1549 2554 1886
• Exhibitors 4526 5997 5540 3313 4852 4429
• Vendors 389 451 565 532 520 476
• Booths (paid) 677 776 886 834 817 798
• Booths (total) 696 803 905 856 862 816
• Papers Submitted
• IMS 780 837 937 886 1085 970
• RFIC 55 101 124 122 256 311
• ARFTG N/A N/A 31 23 38 42
• Student Comp 92 169 242 241 276
  292

Interest in the IMS continues during the recent
economic down turn
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International Microwave Symposium Attendance
Attendance has held up better than most Symposia??
Exhibitors 5540 3313 4852 4429 Vendors 565 532 520
476 Total (de-dup) 11,075? 8287 10177 8869 Member
ship 13,394 13,340 12,108 11,412
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International Microwave Symposium
What is new this year?

• Emphasis has been to maintain the positive
  experience for ALL while controlling costs
• Improve / refine Symposium operations
• Would recommend that ALL future IMS finance
  chairs adopt the matrix method
• It really helps future Symposia

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Things that were changed at IMS2004

• Made it clear that panel sessions were open to
  ALL attendees, box lunches were optional
• A consequence of this was that we did not know
  the attendance in advance for any of the panel
  sessions
• Not all of the panel sessions were well attended
• RFIC and IMS TPC were NOT co-located
• Only one question as to why RFIC program not in
  IMS Program
• Tuesday Interactive forum was allocated to RFIC
  and the student paper contest (equal out the
  number of towers between the three days)
• No joint sessions between RFIC and IMS (only one
  in 2003)
• Would recommend that we drop the MTT organized
  tours and turn this function over to a tour
  company
• Information concerning the historical exhibits
  was not as timely (although everything was on
  time) as I would have liked

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Changed in IMS2004, 2 of 12

• Made an overt effort to reduce the number of
  interactive sessions by restricting the number of
  papers per TPC committee
• Only used 61 of a maximum possible 66 session
  slots
• Paper Submissions were in .pdf file format only
  (a Microsoft Word and a LaTeX template were
  provided that would produce a compatible .pdf
  file)
• Two papers by same author were arranged one after
  the other in a session by the TPC. The session
  chair let the two papers be combined into a
  single paper with a 40 minute time slot. Would
  not recommend doing this in the future.
• No dumbing down of digest papers was detected,
  would not recommend checking next year

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Changed in IMS2004, 3 of 12

• Due to reported large use of digicams in 2003,
  we emphasized in the sessions that the use of
  recording media was not permitted. No major
  noting of recording media was made.
• TPC committee reduced to 256 people (50 people
  reduction in TPC size) 216 show up on site, 30
  no-shows
• Would not recommend that we use MIRA for the
  electronic paper handling
• Worked with IEEE publications to come up with a
  .pdf format that was Xplore compatible. After
  the papers were in, IEEE check the papers and
  found that almost none were compatible. (9/1/04
  press release says it is now available)
• One Workshop cancelled on-site due to low
  attendance (organizer suggestion), we either gave
  the attendees their money back or attendance to
  another workshop

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Changed in IMS2004, 4 of 12

• 58 student volunteers were used for distribution
  of workshop material, registration, banquet,
  historical exhibit, etc. (most were from the
  University of Texas-Arlington)
• For future Interactive Forums located in the
  exhibits area, close the Interactive Forum
  prior to the exhibits being closed.
• Would continue to recommend that the next years
  registration chairman volunteer to help man
  current year, the training is invaluable
• A clearly defined refund and customer service
  policy was determined prior to the conference
• Recommend that registration volunteers be trained
  in the afternoon and then work the following
  morning for an 8 hour shift

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Changed in IMS2004, 5 of 12

• Creation by the HH staff of a short report that
  could be run at any time to get registration
  numbers was greatly appreciated by the steering
  committee
• IMS2004 Registration form did not include the
  ARFTG Historical CD, needs to be added
• Registration for on-site tours was done manually
• US Government credit cards require special
  authorizations, was not completed till Monday of
  Microwave Week
• Some workshop presenters still think that they
  should not have to pay for not only the workshop
  but everything else
• Would recommend future workshop lunches not be
  boxed
• Protocol, consumed a great deal of time
  determining the various allocations (April
  early May time frame)

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Changed in IMS2004, 6 of 12

• Still getting complaints about handing out the
  workshop notes
• Need a process to where exhibitors can obtain IMS
  material (CD-ROM, digests, etc.) without
  registering again
• Have the IEEE membership booth, look up an
  individuals IEEE membership number
• Add comment to registration login screen asking
  Do you want to become an IEEE member? Click
  here (Cost savings)
• To provide registration with a list todays
  events
• It would be a good ideal to put on the web page
  that if some can not attend, what their options
  are a letter for someone else to attend in their
  place, someone else to pick-up their registration
  material, etc.
• Generally IMS2004 SC meetings were held as one
  group on Saturday from 900am to 200pm (lunch
  was provided)

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Changed in IMS2004, 7 of 12

• Special Issue
• A total of 126 papers were submitted on time
  compared to 134 papers last year.
• 65 papers were accepted this year compared to 53
  in 2003
• Acceptance Rate 52 (40 in 2003)
• 60 new material was required for expanded papers
• In regards to the Special Issue, would recommend
  continuing with MTT infra-structure
• A side benefit is the ability to close the books
  sooner and at lower cost to IMS (350 vs 15K)
• Workshops is a much bigger job than most people
  think (in our case 40 workshops / tutorials
  CD-ROM, Books, etc.)
• Workshop notes over allocation varied from not
  enough to 200
• Need a VERY strong web site

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Changed in IMS2004, 8 of 12

• Student paper contest went VERY smoothly,
  followed suggestions from IMS2003
• MicroApps
• Provided a CD-ROM of presentations (free)
• Room was great
• Attendance went up to 50 people (low at start
  grows until a break)
• Larry Whicker provided his usual outstanding
  service, additional task was of invitation
  letters is becoming a significant activity
• Local arrangements were handled by both Shane
  Bringhurst (local, planning / execution) and
  Elsie Cabrera (CMS, execution / planning)
• Transition to Elsie was smooth because of this
  arrangement

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Changed in IMS2004, 9 of 12

• Signs - used both sides, and for technical
  sessions had the morning session on one side and
  the afternoon sessions on the other side
• For rooms with multiple entrances, make a sign
  for each entrance
• When a room changes, cross out the old and write
  the new room next to it, it informs all that the
  room has changed
• Do not provide lunch for the spouses
• Provide meal budgets to CMS
• Separate registration for the tours
• Make clear the handling of the ARFTG budget
• Having ARFTG Conference in a separate Facility
  than IMS made for better and easier ARFTG
  arrangements

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Changed in IMS2004, 10 of 12

• Suggestions for ARFTG
• Standard format for signs.
• Provide Authors a better direction to where to
  fine the standard format for papers.
• Needs a better standard format papers.
• Standardize their TPC
• Reduce the length of time between closing
  off-site registration and the opening of the
  on-site registration
• The Golf tournament had about 40 people in
  attendance, and was almost fully sponsored
  (IMS2004 cost 250) it was successful
• Made overt effort to increase communication
  between the three conferences and future IMS
  symposia.
• Had only one request for a overhead projector
• Exhibits only flyer appears to be a benefit,
  highest exhibits only attendance since 2000

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Changed in IMS2004, 11 of 12

• Program input supplied to HH as it arrived and in
  ASCII format, we never saw the final product
  until we saw the proofs
• Setup a IMS Kinkos account EARLY in the week
• Get photos of IMS2004 Steering Committee in
  December
• Need a better way to inform student paper
  finalist about photography requirements
• Need a means to get last-minute photos off a
  digital camera and transferred to flash drive or
  laptop for inclusion in presenters speeches
• Have a clearly defined place for handing out
  workshop notes and CDs.
• Only one person controls the daybook at a time
  (either it be the Local Arrangements chair, or
  the CMS representative.)
• Have the event request forms added into the
  daybook.

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Changed in IMS2004, 12 of 12

• Have a separate war-room for AdCom. It was a
  huge distraction having AdCom people hanging out
  in the war-room all day. Also they kept taking
  food and snacks that were intended for the
  steering committee.
• Need to revise the IEEE / CMS contract.
  Initially I would suggest that we take a pay by
  the drink approach until we get some history and
  then consider a blanket type of contract.
• RFIC interface was very smooth, no issues
• Chair-to-Chair discussions with RFIC Liaison
  follow-up worked well (no surprises)
• ARFTG interface was also very smooth with the
  liaison also doing the technical program
• A video tape of a previous MERA presentation was
  converted into DVD format and a copy was provided
  to the MTT history museum

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General AttendanceBased on Advance Registration

• Symposium attendance is down
• Exhibitors attendance is down
• Overall attendance is down
• Causes
• Economy is still recovering
• Business expenses lag the economy
• Exhibitors are not getting the return on their
  investment that they would like to see

Final on-site with duplicates, bold highest
total
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Symposia/Workshop Advance Attendance

• All Symposia experienced greater attendance in
  Seattle
• RFIC and IMS significantly lower
• ARFTG constant
• Workshops and Tutorials slight decrease
• Why was there a drop in Symposia and workshop/
  tutorial attendees??
• Fewer dual registration
• More presentations with same presenter
• Fewer attendees not presenting papers
• Workshops in competition
• Economy
• Publicity
• Price structure
• Visa

Final on-site with duplicates, bold highest
total
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Digest/CDs/Awards Banquet/RFIC Reception

• We are successfully pricing IMS paper digest to
  be discontinued
• Drop in CD purchases maybe related to increased
  price?? (cheaper to copy)
• Drop in Award Banquet attendance

Final on-site with duplicates, bold highest
total Includes IMS Registration w/ Digest
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Panel / Rump Sessions

• Comments
• No Rump sessions in the past three years
• Seattle had greater attendance
• Better topics
• Lower technical session attendance (see for
  related comments)
• Too many things running in parallel

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Spouses Tours (Daily Pick-up, Advance)

• Comments
• Seattle (48 avg)
• First time to area for Society
• Philadelphia (65 avg), Does not included on-site
  registration
• Hospitality Suite provided information on how to
  utilize existing transportation for self guided
  tours
• Only one tour/day made except Wednesday
• Fort Worth Assumptions (45 avg)
• The Wednesday tours did not make
• Due to effort required, suggest removing tours
  and offering destination information in the
  hospitality suite

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IMS Attendance Trends by CountryUSA Removed
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Lazer Pen Battery Replacement
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(No Transcript)
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IMS2004 Expense Summary
Expenses off due to previous poor actuals, used
budgets for plan
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Allocation to Separate Conferences

• Goal of audit and closing of the books by year
  end
• Use of non-IEEE auditor (Is this cost effective?
  Will IEEE conduct an additional audit?)
• Presently HH is tall pole. HH and IMS2005 have
  agreed in principal to provide HH with funds to
  keep the registration account open, need to work
  details. Goal end of the month!

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Top 10 Registration Fees Increased 5

• Fees adjusted to encourage membership and make
  adjustments
• IMS2004 top 10 (assumed previous years are
  similar) of 39 income items
• Average fee increase based on sum of top 10 items
• Believe it is best to continue raising fees
  slightly every year

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All Food and Beverage Costs Are Captured in
Matrix Format
Food and Beverage is 26.5 of total expense
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All Audio/Visual Costs AreCaptured in Matrix
Format
A/V is 9.7 of total expense
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Workshop Income and Expenses
26.4 of total income is from workshops 25.4 of
surplus from workshops
The general meetings and workshops are equally
profitable
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IMS2004 Income and Expense Profiles
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Many Happy Returns