These procedures define the conditions regarding the use of the IEICE's name
at international conferences where the IEICE is the sole or joint promoter or
the like.
The ways in which the IEICE participates in international conferences can be classified
into the following four categories (where "sponsoring parent body" refers
to the IEICE headquarters or society/group that is promoting the event).
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(a)
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Promoter ("sponsored by", etc.): The IEICE assumes full responsibility
for holding the conference, and is the sole promoter when the sponsoring parent
body is the IEICE alone. Responsibility for the practicalities of the event lies
with the coordinating organization.
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(b)
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Joint promoter ("cosponsored by", etc.): The IEICE assumes a level
of responsibility proportional to the extent of its joint support for the conference,
and is a joint promoter when there are joint sponsoring parent bodies. Responsibility
for the practicalities of the event lies with the coordinating organization. The
IEICE's involvement may be classified as primary or as of equal importance or
the like, depending on the extent of the IEICE's joint burden, or it may be classified
on the basis of the share of responsibility.
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(c)
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Participating promoter ("in participation with", etc.): The IEICE
does not assume responsibility for all the practicalities of the event, but takes
on part of the burden of work relating to papers and dispatches from committee
members to the coordinating organization or the like.
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(d)
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Supporting or backing roles ("in cooperation with", etc.): The IEICE
does not assume responsibility for all the practicalities of the event, but cooperates
on matters such as informing its members of the event proposals. The IEICE's role
is described as either "support" or "backing". |
 Requests
and deliberation
When an organization wishes to use the IEICE's name in connection with an international
conference to which the IEICE committee will make a contribution, a request should
be issued according to the following procedure.
For the purposes of this procedure, an international conference is deemed to be
a conference whose delegates come from at least two different countries and whose
organizing committee, executive committee and the like include committee members
from other countries.
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1.
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In cases where the IEICE is the promoter or joint promoter, the
coordinating organization will take responsibility for the practicalities of the
event, and the IEICE headquarters or society/group will deliberate over the financial
viability of the conference and the possibility of using the IEICE's name.
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2.
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When a request for using the IEICE's name has been made, the possibility
of doing so will be deliberated upon as outlined below.
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2.1
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The organization requesting use of the IEICE's name should prepare
a project prospectus for the international conference (see
Form 1) and submit it to the IEICE headquarters or society/group. |
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2.2
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When the IEICE is a joint promoter of the event, the coordinating
organization should first enter into discussions with the other promoting bodies
and reach a clear agreement on the proportion of liability to be borne by each. |
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2.3
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When the sponsoring parent body has gained consent to use the
IEICE's name in connection with the IEICE headquarters or society/group (the name
of the IEICE headquarters is "The Institute of Electronics, Information and
Communication Engineers". The name of an IEICE society or group is "The
Institute of Electronics, Information and Communication Engineers, <<
insert name of society/group >> society/group".),
it is able to use the IEICE logo. (In the case of a society/group, the logo of
the society/group may be displayed next to the IEICE logo.) |
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2.4
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When the IEICE is a promoter or joint promoter, the coordinating
organization shall remit 30% of the surplus earnings to the accounts department
of the IEICE headquarters or society/group as a fee for borrowing the IEICE's
name. However, when the IEICE is a joint promoter, the sum remitted to the accounts
department of the IEICE headquarters or society/group shall be 30% of the amount
corresponding to the IEICE's share of the liabilities. |
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2.5
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The organizations responsible for decision-making regarding the
use of the IEICE's name are the IEICE international committee and the international
committees of each society/group (including organizations with corresponding functions),
whose duties are apportioned as shown below. With regard to these decision-making
organizations, emphasis is placed on the independence of the activities of each
society/group, and as a rule the decision-making organization will be the international
committee of the society/group most strongly related to the international conference
in question.
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2.5.1
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International committees |
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(a)
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When a principal sponsoring body other than the IEICE is hosting a conference,
and it is judged that the IEICE' should also participate. |
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(b)
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When fund-raising activities are performed in the name of the IEICE chairman.
(This includes societies/groups that have been authorized to use the IEICE's name,
and which perform fundraising activities in the name of the IEICE chairman.) |
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(c)
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When it has been deemed inapplicable for a society/group to participate individually
in an event. |
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(d)
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In other cases as authorized by the international committee.
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2.5.2
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The international committees of each society/group (including organizations
having corresponding functions).
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(a)
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When a principal sponsoring body other than an IEICE society/group is equivalent
to the society/group. |
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(b)
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When the event is planned by the society/group. |
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(c)
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When the event is planned by a research expert committee belonging to the
society/group. |
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(d)
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In other cases as authorized by the international committee of each society/group
(including organizations having corresponding functions).
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3.
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After the international conference has finished, the coordinating
organization should send a working report without delay to the decision-making
organization (headquarters or society/group).
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4.
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Requests for the IEICE to provide advance payment of operating
funds for holding an international conference will be dealt with according to
the IEICE's "standard for advance payment of operating funds for international
conferences", (available separately) in cases where the IEICE is the promoter
or joint promoter of the event.
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5.
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For dealing with the business practice of international conferences,
a business practice manual will be separately provided by the international committee.
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