C&M Q&A

In this article we summarize the most frequent questions that have been addressed to the IAPR Conferences and Meetings Committee (C&M) about support of events. The questions are divided into four categories: pre-approval questions, post-approval questions, questions about roles and responsibilities, and other.

Disclaimer:

This document applies to all IAPR supported meetings except the International Conference on Pattern Recognition (ICPR) that is regulated by specific rules outlined in the IAPR By-laws and described at the IAPR web site,, and Summer Schools (see Definitions of relevant terms below) that are regulated by the IAPR Executive Committee (ExCo) Initiative on Technical Committee (TC) Activities: Summer Schools, printed in this issue of the IAPR Newsletter and also available at the IAPR web site.

Definitions of relevant terms:

Event—a conference or a workshop with a focus on new ideas and where ideas can be challenged through formal and informal discussions

Summer School—a training activity where participants are exposed to the latest trends and techniques in Pattern Recognition

Series—multiple editions of the same conference, workshop or summer school

IAPR support—sponsorship or endorsement of an event or funding of a summer school

Endorsement—a level of support in which

the organizers may use of the IAPR logo and the phrase “endorsed by the IAPR”

the organizers may submit a separate application to the C&M Chair to use part of the levy for activities in the name of IAPR

IAPR will advertise the event at the IAPR web site and in the IAPR Newsletter

Sponsorship—a level of support in which

the organizers may use the name IAPR in the title of the event and may use the IAPR logo and the phrase “sponsored by the IAPR”

the organizers may request financial support in the form of a loan

the organizers may submit a separate application to the C&M Chair to use part of the levy for activities in the name of IAPR

IAPR will advertise the event at the IAPR web site and in the IAPR Newsletter

Pre-approval questions:

Q. Why should I apply for IAPR support?

A. IAPR members are not obliged to apply for support when organizing events. If they feel that IAPR support (its name and advertising channels) would benefit the event, then they should apply. In particular, if they plan to use the IAPR logo and name in advertisements related to the event (on webpages, call for papers, proceedings etc.), then it is mandatory to get approval from the IAPR C&M before any such use of the IAPR name and logo.

Q. My event is organized by an IAPR Technical Committee. Should I apply anyway?

A. IAPR TCs may organize events or summer schools. (see Definitions of relevant terms above). Proposals for IAPR TC Summer Schools should be sent to the IAPR ExCo (see Disclaimer above); applications for IAPR support of a workshop or a conference should be sent to the IAPR C&M.

Workshops and conferences organized by IAPR TCs are very good initiatives and are strongly encouraged. Indeed, events organized by a TC are eligible for IAPR sponsorship and can be named “IAPR workshop on …” (see question “What level of support should I apply for, sponsorship or endorsement?”)

Q. My event is part of a series of IAPR supported events. Should I apply again?

A. NOTE: See Disclaimer above for a link to procedures for IAPR TC summer schools.

Yes. Each edition of a conference or workshop is a new event. There are different organizers, different logistics, and different people in the organizing committee. Of course, if the conference is part of a series and the best practices are followed by organizers, it will be easier for C&M to evaluate the event (and easier for the event to get IAPR support).

Q. What level of support should I apply for, sponsorship or endorsement?

A. NOTE: See Disclaimer above for a link to procedures for IAPR TC summer schools.

In general, events organized by IAPR TCs should apply for sponsorship. Other organizers should apply for sponsorship for events that will receive a large number of widely international submissions. More local events and smaller events should apply for endorsement.

Q. Who should submit the application for IAPR support?

A. The application for IAPR support should be submitted by the person who has primary responsibility for the organization of the event. The General Chair (or similar) is usually the right person. This is the person most able to provide the standard information requested in the application and also to affirm the declarations that must be addressed by the conference in order to gain IAPR support.

While the following individuals have an important role in the success of the event, they are less suitable choices to submit the application for IAPR support:

Honorary chairs are generally less aware of daily status of the conference organization.

While it is a good practice to share organization background from one edition of an event series to the next, the organizers of the previous edition should not file the application, since they will not be involved in the daily organization of the current edition. Note also that from time to time the application rules can also change.

Q. When should I apply for IAPR support?

A. While there is no fixed time, a general rule is to apply as soon as the right information is available and more than three months before the first paper submission deadline. One common mistake is the use of the IAPR logo and name before approval by C&M. In most cases, this happens because templates for CfP and websites are passed from one edition of the event to the next. It is important to note that an application is required even for a series that has always been supported by IAPR.

Here is an excerpt from the IAPR web site page describing the application process:

“Please provide the necessary information well in advance of the event (and before any publicity is distributed) to enable quick reactions of the IAPR Conferences & Meetings Committee. It is recommended to submit a request more than 3 months before the first paper submission deadline. Proposals submitted after this deadline could be summarily rejected. Proposals that already use the IAPR logo/name either in publicity material or websites will be summarily rejected without further consideration. ”

If some information is missing and the application deadline approaches, please feel free to consult the C&M Chair to decide how to proceed.

Q. How should I proceed to submit my application for IAPR support?

A. The application procedures changed in 2011 with the introduction of an online application form available at the IAPR website. There are two steps for submitting the application.

complete the online form. The form should be completed by the person submitting the application and will be signed with that person’s name and email address. This person is considered the contact point for the event.

make note of the reference number generated when the form is submitted. This number will be used to identify the application in future correspondence with the C&M Chair.

Q. What are the requirements to have the request approved?

A. The general rule states: “Endorsement or sponsorship will be granted to applicants who demonstrate that there is a strong likelihood that the meeting will have an international scope and significant contribution to topics central to the study of pattern recognition and its applications.”

International scope:

We consider that an event has an international scope on the basis of venues and of organizers.

At least half of people on the Program Committee should be from countries different from the hosting country.

In general, the different editions of the event should take place in different countries. Conferences organized by member societies are one exception, and in this case, the event is always organized in the same country; however, the committees should be international and different editions should take place in different locations in the country.

Key persons (e.g. General Chair, Organizing Chair etc.) should also change with subsequent editions of the event. There is nothing bad about having the same people organize a couple of events, but we expect that responsibilities (and honors) will be shared with colleagues over the years. It is a good practice to have senior researchers expert in event organization helping (e.g. serving in Advisory boards), but the key positions should rotate.

Topics:

From a practical standpoint this means there is significant overlap between the topics covered by the event and those of interest to the IAPR community. For example, it is unlikely that a conference on Software Engineering will be supported by IAPR.

Q. How long does it take to get feedback from the C&M?

A. The approval process can be completed in a few days or it can take several weeks. It depends on several factors: completeness of the application, availability of the members of the C&M, availability of the organizers. This is why we recommend: apply as soon as you can!

Factors that can cause delay:

The application is related to a new event or to an event that has not yet been supported by IAPR.

The application is incomplete (e.g., names of people on the Organizing or Program Committees are missing).

Some C&M members are not available due to other business. The decision to grant IAPR support to an event is not made by a single person. The C&M Chair is the point of contact for applicants, but the entire committee must agree to approve an application for IAPR support.

There is some aspect that requires additional consultation with local members of IAPR Governing Board or with the IAPR Executive Committee.

The timing of the application conflicts with the schedules of those involved. The worst times to apply are around holidays or at times when most people are attending conferences. Another period to avoid is around ICPR (during ICPR a new committee is appointed and there will be some transition between committees).

Post-approval questions:

Q. What communications will I receive from IAPR?

A. The C&M Chair will notify the contact person for the event that IAPR has approved sponsorship/endorsement of the event. In addition, the IAPR Secretariat will contact you to officially open the event’s account with IAPR. The IAPR Secretariat has responsibility for sending invoices for conference/workshop levies.

Q. Why should the event pay a levy to IAPR?

A. The levy is paid to IAPR as a fee for the services provided by IAPR (use the logo, advertisement, etc.). It is possible to use (part of) the levy for activities in the name of IAPR (see below).

The levy for sponsored events is 10% of the gross registration fee or US$20 per participant, whichever is smaller. The levy for endorsed events is US$4 per participant with a minimum of US$150.

Q. How can I apply to use (part of) the levy for activities in name of IAPR?

A. With the agreement of the C&M Chair and the Treasurer, part of the levy may be applied towards specifically identified activities in the name of IAPR, such as IAPR Travel Stipends, IAPR Distinguished Speakers, IAPR Best Paper Prizes, etc.

In the time period after an event has been granted IAPR support and before any arrangements have been made, a separate application with specific details of the proposed activities in the name of the IAPR (including an estimate of the cost to be deducted from the IAPR levy) must be submitted to the C&M Chair. Requests made after the event will not be considered.

Q. Can I use the IAPR name in the conference title?

A. Only in case of Sponsorship, but the name and logo should not be used before the IAPR support is granted.

Questions about roles and responsibilities:

Q. What are the responsibilities to IAPR of conference organizers?

A. Organizers of conferences have few obligations with respect to IAPR, but they should be respected.

Before the event:

prepare and submit the application in due time and with the required information.

After support has been granted and before the event has taken place:

send the correct advertisement information to both the IAPR webmaster and the IAPR Secretariat.

use the IAPR logo and name on material related to the event.

be sure that the declarations about reduced fees, multiple papers presented by one author, and no restrictions on attendance are made and respected in the conference organization.

if desired, make a request of the C&M Chair and the Treasurer to use part of the levy funds for activities in the name of IAPR and advertise them on the advertisements, at the website, and during the event.

After the event:

send information to the IAPR Secretariat that is needed to prepare the invoice for any applicable levy (gross registration, number of participants).

promptly pay any applicable levy.

prepare a report for publication in the IAPR Newsletter.

Q. What are IAPR’s responsibilities to the event?

A. IAPR grants use of its logo and will advertise the event at the IAPR website and in the Calls for Papers and Conference Planner sections of the IAPR Newsletter.

Q. Can IAPR send advertisement emails to its members?

A. It is not IAPR’s policy to send advertisement emails to its members. Email advertisement is a duty of conference organizers.