As soon as it seems likely that an ICASSP proposal will be made, contact the SP Executive Officer for two copies of the SP Conference Manual, and the IEEE Technical Meeting Organization Manual. Keep one copy intact and give the relevant sections of the other copy to each officer. These manuals are full of information, advice, regulations, sample contracts, and IEEE forms. Maintain contact with the General Chairpersons of other ICASSPs. Request that they send you copies of their committees' final reports and provide copies to the appropriate members of your ICASSP Committee.
Verify that committee members send in the IEEE forms at the right time. These forms cause the IEEE to do useful things like buy a lot of Proceedings, list ICASSP in calendars, provide insurance, etc. The General Chairperson should submit the IEEE Conference Information Schedule and IEEE Request for Insurance two years before ICASSP. The IEEE Summary Financial Report forms should be submitted by the Finance Chairperson about three years before ICASSP. The Conference Publication Form should be submitted by the Publications chairperson one year before ICASSP.