2025 AESS SYP Congress

To apply, submit a single proposal document containing the following sections and detailed information. The proposal should be concise, organized, and provide a clear vision of how your team plans to host an engaging, inclusive, and impactful Congress.

Proposal Summary

• Host Institution and Location: Briefly introduce your institution and its location, emphasizing why it is a suitable venue for an international event.
• Motivation to Host: Explain your team’s motivation and vision for hosting the Congress, including how it aligns with IEEE AESS’s objectives.
• Anticipated Impact: Describe the expected benefits for IEEE AESS members, participants, and the hosting community.

Organizing Committee and Team Structure

• Organizational Structure: outline your organizing team, identify key roles and their job description such as, but not limited to:
  • Chairperson
  • Program Coordinator
  • Sponsorship and Partnership Lead
  • Accommodation and Meals Coordinator
  • Social and Cultural Activities Head
  • Technical and Logistics Coordinator
  • Treasurer and Budget Manager
  • Secretary and Communications Lead
• Team Experience: Summarize your team’s relevant experience in organizing similar events, detailing any previous IEEE or community events hosted.
• Volunteer Capacity and Roles: Describe your approach to volunteer recruitment, training, and roles for the Congress.

Event Overview and Programming

• Event Theme and Focus: Propose a theme that aligns with current AESS trends and challenges and list major areas of focus (e.g., innovation, professional growth, technical development).
• Congress Schedule Overview: Provide a preliminary structure of the Congress, including:
  • Workshops: Suggest topics related to technical and professional skills for AESS members.
  • Keynotes and Panel Discussions: List potential keynote topics or areas of focus for panel discussions.
  • Roundtable Discussions: Suggest 2-3 roundtable topics to foster knowledge exchange among members and to encourage collaboration with local industry and academia.
  • Innovative session formats (e.g., hackathons, pitch competitions)
• Networking and Social Events: Describe proposed networking events, such as:
  • Welcome Reception and Gala Dinner: A formal event with award recognitions or invited speakers.
  • Cultural Exchange or Multicultural Evening: An event for participants to share food, music, and traditions from their countries.
  • Team-Building Activities: Optional ideas for bonding activities, such as a BBQ, guided tour, or outdoor event.

Event Overview and Programming

• Venue Description and Accessibility: Describe the primary venue, its facilities, and proximity to transportation hubs, such as airports and public transport.
• Accommodation Plans: Identify lodging options within a reasonable distance from the venue, considering a range of budget-friendly accommodations (e.g., student dorms, hotels). 
  • Accommodation Capacity: Confirm that lodging can accommodate 50-150 attendees, with provisions for diverse attendee needs.
• Catering Arrangements: Outline meal plans, noting that options should include a range of dietary preferences (e.g., Halal, vegetarian, gluten-free).
• Transport and Accessibility: Provide information on local transportation for attendees, including airport transfers, and describe any measures for accessibility.

Budget and Funding

• Detailed Budget Outline: Provide a clear budget breakdown with estimated costs in both USD and local currency for:
  • Venue rental and equipment
  • Lodging and meals
  • Transportation within the Congress location
  • Social and cultural activities
  • Congress materials (e.g., registration kits, badges, banners
  • Contingency budget for unexpected expenses
• Proposed Registration Fees: Suggest a registration fee structure, with options for attendees with and without accommodation.
• Sponsorship and Funding Strategy: Outline a sponsorship approach, including:
  • Sponsorship Packages: Tiered levels (e.g., platinum, gold, silver) with benefits such as speaking slots, logos on materials, and branding at events.
  • Target Sponsors: Identify relevant local and international companies or organizations, including technology firms, universities, and
    IEEE-affiliated entities.
• IEEE Funding Requests: Specify any anticipated requests for IEEE or regional funding to support the event.

Participant Support and Inclusivity

• Visa Support: Describe how your team will support international attendees requiring visas, including a template for invitation letters and assistance with visa applications.
• Inclusive Programming: Outline how the Congress will be welcoming and accessible, including considerations for:
  • Cultural sensitivities in planning meals and social activities

Communications and Outreach Plan

• Digital Presence: Plan for a dedicated Congress website with information, registration, and sponsorship visibility.
• Social Media Strategy: Propose a social media outreach plan for announcing the Congress, sharing updates, and engaging participants.
• Registration Process: Describe how attendees will register, including an online system and clear communication about payment, visa, and travel details. 

Timeline and Project Milestones

• Project Timeline: Provide a timeline with key milestones, from planning through the post-Congress wrap-up, including:
  • Early Planning: Finalizing dates, securing venues, and initial sponsor outreach
  • Registration Launch and Promotion: Begin outreach campaigns and participant registration 6 months before the event.
  • Visa Support and Final Confirmations: Coordinate visa support and attendee confirmations at least 4 months in advance.
  • On-Site Preparation and Execution: Schedule final on-site checks, volunteer training, and technical preparations.
  • Post-Congress Reporting: Plan for a report summarizing participation statistics, feedback, budget reconciliation, and final sponsor acknowledgments

Proposals will be evaluated based on the following criteria: 

• Team's Experience and Organizational Capacity (25%)
  • Demonstrated Experience: Evidence of organizing similar events, particularly within IEEE or the local community.
  • Organizational Structure: Clear definition of team roles, responsibilities, and backup plans for key positions.
  • Volunteer Management: Strategies for recruiting, training, and retaining volunteers.
• Clarity and Feasibility of the Event’s Program and Structure (25%)
  • Program Innovation: Inclusion of engaging and diverse session formats (e.g., workshops, panels, hackathons).
  • Alignment with AESS Objectives: Topics and themes that reflect current trends and challenges in aerospace and electronic systems.
  • Scheduling Feasibility: Realistic and detailed event schedule accommodating all proposed activities.
• Budget Soundness and Sponsorship/Funding Strategy (25%)
  • Detailed Budget: Comprehensive breakdown of all expenses and revenues, including contingency funds for unexpected costs.
  • Funding Strategy: Clear plan for securing sponsorships, grants, and other funding sources.
  • Sustainability Practices: Incorporation of environmentally friendly and cost-effective measures.
• Inclusivity and Accessibility for a Diverse Group of Attendees (10%)
  • Support for Diverse Needs: Plans to accommodate dietary restrictions, accessibility requirements, and cultural sensitivities.
  • Inclusivity Measures: Initiatives to support underrepresented groups, such as targeted grants or fee waivers.
  • Accessibility of Venue and Materials: Ensuring facilities are accessible to all participants and providing materials in multiple formats/languages.
• Communication and Outreach Potential for Broad Engagement (15%)
  • Marketing Plan: Comprehensive strategy for promoting the event globally, including timelines and channels.
  • Digital Presence: Plans for a user-friendly website, event app, and active social media engagement.
  • Multilingual Outreach: Provision of promotional materials in multiple languages to reach a wider audience.
     

• Format and Content:
  • Document Format: Submit the proposal as a PDF document, not exceeding 30 pages (excluding appendices).
  • Structure: Use clear headings and subheadings corresponding to the sections outlined in the "Required Proposal Format."
  • Supporting Materials: Include additional materials such as support letters, endorsement letters, letters proving the preliminary acceptance for partners/sponsors/collaborators, proposed logos and graphical charters, maps, and any other relevant documents in the appendices.
•  Formatting Requirements:
  • File Naming Convention: Name the file as "IEEE_AESS_SYP_Proposal_[OUs_name].pdf"
• Submission Instructions:
  • Email Submission: Send the proposal to (Click to show email) with the subject line: "IEEE AESS SYP Congress Hosting Proposal - [Your OU’s]".
  • Contact Information: Include the main point of contact's name, position, email address, and IEEE ID on the cover page
  • Deadline for Submission: Proposals must be submitted by December 11, 2024, at 11:59 PM (UTC).
• Questions and Clarifications:
  • Contact Person: Direct any inquiries to the AESS SYP Organizer at (Click to show email) during business hours (9 AM - 5 PM UTC).

• Initial Review and Shortlisting:
  • The Selection Committee will review all proposals by December 22, 2024.
  • Each proposal will be scored based on the evaluation criteria and weightings provided.
  • The top three proposals will be shortlisted and notified via email.
• Interviews with Top Candidates:
  • Interviews will be scheduled between December 22 - December 24, 2024.
  • Conducted via video conference (platform details to be provided).
  • Each interview will last approximately one hour, allowing teams to present their proposals and answer questions.
• Final Selection and Host Announcement:
  • The Selection Committee will deliberate and make the final decision by December 27, 2024.
  • The selected host institution will be notified immediately.
  • A public announcement will be made on January 3, 2025, via IEEE AESS official channels.

• Visual Timeline (Optional but Recommended):
  • Applicants are encouraged to include a visual timeline or Gantt chart in their proposals to illustrate the planning process and key milestones.
• Confidentiality:
  • All proposals will be treated as confidential documents and used solely for the purpose of selecting the host institution.
    These guidelines aim to assist in developing a well-rounded proposal that addresses the logistical, financial, and programmatic needs of hosting the IEEE AESS SYP Congress while aligning with IEEE’s values and mission.