It is important for the ICASSP TREASURER to pay all valid ICASSP expenses expeditiously in order to maintain the good names of both our Society and the IEEE. It is also vital that tardy payment of bills not result in the disruption of ICASSP by delaying proceedings, publicity, or meeting space.
In order to ensure that ICASSP expenses may be paid expeditiously, the Finance Chairperson should develop a cash flow plan. This plan should be revised often to accurately reflect the ICASSP's cash flow for at least one year preceding ICASSP and six months after. This plan should be presented to the Conference Board one year prior to the ICASSP. It should be remembered that it often takes several months for funds to be transferred from the IEEE to the ICASSP coffers.
Advances can be requested from the Conference Board to cover anticipated cash-flow shortfalls. Since it takes up to 6 months to arrange and receive an advance, make sure your planning takes this into account. Current practices authorize $2,000 to $5,000 at 18 months before the conference, and up to an additional $10,000 at 9 months before the conference. In addition, a short-term bridge-loan of up to $50,000 may be made available at the discretion of the Conference Board if the cash plan justifies the need.