Proposed Workflow for the Collaboration between the Workshop Chairs and the Conference Workshop Oversight Committee

Before the call for workshops goes out:

  • Committee is informed by the general chair about selection of workshop chairs.
  • Committee informs workshop chairs about guidelines and advises on how to ensure them.
  • Workshop chairs provide workshop application template to committee. The template should enable an assessment of whether the workshop will comply with the guidelines.
  • Committee, if necessary, provides feedback regarding workshop application template

Call for workshop goes out; applications are received, reviewed, and decided upon by the workshop chairs.

  • The workshop chairs provide the workshop applications, reviews, and decisions to the committee.e)
  • The committee does a spot check of these

During the conference:

  • Committee members send a brief note about the workshops they attended to the committee to have some feedback about the actual outcome.

After the conference:

  • Committee sends brief, informal report to the Vice President for Conference Activities.

Proposal Templates for IEEE RAS Workshops and Tutorials at ICRA and CASE

Before preparing a proposal for a workshop or tutorial, please familiarize yourself with the IEEE RAS Guidelines  for organizing workshops and tutorials. The review process verifies the compliance with these guidelines.  

The templates below are for general information. Please always follow the instructions in the specific call for proposals issued for each ICRA and CASE, as the specific requirements might deviate slightly from the templates below.

Workshops


  1. Title ―
  2. Type ― specify [full day | half day] workshop
  3. Organizers 
    Please list all organizers, with the contact person first. For each person, please provide: name, email, affiliation, URL, and career state [PhD student | post-doc | professor | industry | …]. To comply to the guidelines, at least on senior RAS members should be included.
  4. URL 
    Please provide a URL to the proposal’s web site.  The site should indicate that the workshop is proposed to [fill in conference name].  You can use this site to provide additional information to reviewers, but reviewers are not required to review this information.
  5. Scientific Goals ― [max. 200 words]
    Please describe the goals you pursue by organizing this workshop. Include a description of the urgency or need that you are addressing with the workshopl.
    Please consider that the format of a workshops is well-suited, for example, for
    1. juxtaposing different scientific perspectives in an attempt to clarify a scientific question,
    2. bringing different sub-communities together,
    3. exposing a wider audience to a novel development in the field,
    4. bringing together existing and new members of an IEEE RAS technical committee.
The following objectives are considered less suitable for a workshop:

    1. creating a small conference,
    2. holding a project meeting that is only of interest to project members.
  1. Proposed Event ― [max. 500 words]
    Please indicate how your event will be structured (e.g. invited speakers, solicited contributions, talks, posters, poster session, discussion session, panel discussion,  break-out sessions, demos, competitions …).  Please provide details, such as the affiliation of invited speakers and their status (e.g. tentative, confirmed …).  For each component of your program, if appropriate, please explain how it will contribute to achieving the scientific goals of the workshop.
  2. Related Events ― 
    Please provide the title, venue, date, and URL for workshops that have been organized by the proposers over the last five years.  Please list separately the same information for workshops that have been organized by other on similar topics over the last five years.
  3. Soliciting Participation ― [max. 100 words]
    Please describe how you will solicit participation in your workshop.
  4. Dissemination / Archiving ― [max. 100 words]
    Please describe how the results of the workshop will be recorded, archived, and disseminated.
  5. Support of IEEE RAS Technical Committee ― 
    Please indicate the Technical Committee that supports your workshop and attach to the proposal a letter of support (email from one of the TC chairs is sufficient).
  6. Equipment ― 
    Please indicate the estimated equipment need (e.g. number of posters, power requirements, wired internet ...).  A projector and screen will be provided by default and do not have to be listed.

I understand that no best paper awards are to be given at workshops, that all financial transactions related to the workshop must be routed through the conference accounts, and that solicited contributions (papers or abstracts) must use the provided IEEE RAS template.

Tutorials


  1. Title ―
  2. Type ― specify [full day | half day] tutorial
  3. Organizers 
    Please list all organizers, with the contact person first. For each person, please provide: name, email, affiliation, URL, and career state [PhD student | post-doc | professor | industry | …]. To comply to the guidelines, at least on senior RAS members should be included.
  4. URL 
    Please provide a URL to the proposal’s web site.  The site should indicate that the tutorial is proposed to [fill in conference name].  You can use this site to provide additional information to reviewers, but reviewers are not required to review this information.
  5. Tutorial Content― [max. 300 words]
    Please describe the content of the tutorial and the expected learning outcome for the participants.
  6. Motivation ― [max. 200 words]
    Please explain why the topic of the tutorial is timely and how the community benefits from learning about it.
  7. Proposed Event ― [max. 500 words]
    Please indicate how the tutorial will be structured (e.g. different sections, speakers, practical exercises, break-out sessions, verification of learning success, …).  Please provide details, such as the affiliation of speakers and their status (e.g. tentative, confirmed …).  For each component of your program, if appropriate, please explain how it will contribute to achieving the scientific goals of the workshop.
  8. Related Events ― 
    Please provide the title, venue, date, and URL for tutorials that have been organized by the proposers over the last five years.  Please list separately the same information for tutorials that have been organized by other on similar topics over the last five years.
  9. Soliciting Participation ― [max. 100 words]
    Please describe how you will solicit participation in your workshop.
  10. Dissemination / Archiving ― [max. 100 words]
    Please describe how the results of the workshop will be recorded, archived, and disseminated.
  11. Support of IEEE RAS Technical Committee ― 
    Please indicate the Technical Committee that supports your tutorial and attach to the proposal a letter of support (email from one of the TC chairs is sufficient).
  12. Equipment ― 
    Please indicate the estimated equipment need (e.g. number of posters, power requirements, wired internet ...).  A projector and screen will be provided by default and do not have to be listed.

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