Use the IEEE Conference Financial Record-keeping Software (CFRS) to prepare budgets and keep records. This software contains spreadsheet version of the IEEE Financial Reporting forms. To obtain the CFRS software and manual, contact Ken Maze at the IEEE Quality & Audit (Q&A) Department: (908) 562-5503, FAX (908) 981-1686, email: k.maze@ieee.org. The CFRS software uses Quicken which can be purchased very cheaply ($30) from IEEE Conference Services at (908) 562-3878, FAX (908) 981-1769, email: conference.services@ieee.org (remember to inform them which version you need: DOS, Windows or MAC).
The Finance Committee prepares and revises the ICASSP budget, which is submitted to the SP Conference Board, as well as any co-sponsor, for approval. Subsequent to approval by the Conference Board, the budget must be submitted to the IEEE for approval.
ICASSP budgets should reflect a 60,000 dollar contingency/surplus (exclusive of the book broker fee - explained below), based on conservative estimates of attendance, exhibit revenue, etc. The objective is not to turn a profit, but to provide funds for contingencies and to support the Society 's technical activities.
A preliminary budget is normally prepared as part of a prospective ICASSP organizing committee's proposal to the Conference Board. Indeed, approval of a preliminary budget is the action of the Conference Board which formally accepts a proposal and installs the ICASSP Committee. Prepare budgets for low, medium, and high attendance figures for Conference Board discussion and planning. A side-by-side comparison of the medium budget should be made with suitable previous ICASSPs so that the Conference Board can identify major differences.
As soon as the preliminary budget is approved, the Finance Committee must prepare a more formal budget on the IEEE forms ``Summary Financial Report for IEEE Sponsored or Co-sponsored Conferences.'' Chapter 9 of the IEEE Technical Meetings Organization Manual contains a copy of this form and instructions for completion. Original, signed copies of these forms must be submitted to the Conference Board treasurer, who will sign them and submit them to the IEEE Technical Activities Board (TAB) for approval. The IEEE does not officially recognize or insure a conference until a budget submitted on these forms has been received and approved. The budget should be revised, as necessary. A review of the status of the budget should be presented to the Conference Board at least once per year. The Treasurer is expected to attend the Conference board meeting held one year in advance of ICASSP to present and discuss a revised budget. The Treasurer is also expected to attend the Conference Board meeting held at ICASSP to report on the current ICASSP finances. The Treasurer should definitely plan to attend all the ICASSP-to-ICASSP committee meetings held during the ICASSPs from two years before to one year after ICASSP. These meetings provide invaluable information transfer.
According to IEEE guidelines, the final ICASSP budget report should be audited and presented to the Conference Board approximately six months after the Conference. Most ICASSPs (1989 is the exception) have found that six months to close the accounts is unrealistic, however the audited final budget report should be presented no later than eighteen months after the Conference.