SPONSORSHIP OF SCIENTIFIC CONFERENCES - HOW TO PROCEED
1. Conference Categories
CIRP sponsored conferences fall into two different categories: Sponsored Conferences and CIRP Conferences.
Each conference of these two categories must have a co-ordinator, a program committee, an Editorial Committee and a sponsoring STC. Two CIRP Fellows (not acting as the organizer of the conference) from the respective STC have to be nominated to evaluate the conformance of the conference with respect to CIRP requirements (Conformance Committee). The Conformance Committee also supports the co-ordinator in all CIRP related matters. At least two CIRP Fellows shall be included in the conference Editorial Committee.
2. Organisational Aspects
2.1 Sponsored Conferences
Sponsored Conferences are open to the public. Open calls for papers and/or invited papers are possible. The quality of papers has to be assured by a paper evaluation / paper review. Reviews can only be done on full papers (not on abstracts).
For this purpose, a conference Editorial Committee has to be implemented. The Editorial Committee shall include two CIRP Fellows. These two Fellows shall have the final authority for approving the arrangements for the publications of the proceedings of the conference. Any published proceedings shall make reference to CIRP and explain briefly its nature and activities. The Secretary General will provide the co-ordinator with a standard literature intended to assist in making CIRP better known world-wide.
The name of CIRP should not appear in the title of a Sponsored Conference.
An international programme committee (IPC) has to be implemented. The IPC must include among its members at least two CIRP Fellows.
Sponsored Conferences cannot publish their proceedings on Procedia-CIRP, but if you wish, Elsevier now provides a site for Conferences Proceedings in Open Access: SSRN (not Scopus indexed yet). Please find more information and contact person.
After the conference, a written report, the conference proceedings and the list of participants have to be sent to the CIRP Office free of charge.
2.2 CIRP Conferences
These CIRP high-level conferences are organized by CIRP Members. The main objective of these events is to have fundamental technical discussions on particular well-specified topics. The quality of the papers has to be assured by a paper evaluation / paper review. Reviews can only be done on full papers (not on abstracts).
The Editorial Committee shall include two CIRP Fellows. These two Fellows shall have the final authority for approving the arrangements for the publications of the conference proceedings. Any published proceedings shall make reference to CIRP and explain briefly its nature and activities.
All CIRP Conferences' proceedings must be published online on Elsevier PROCEDIA-CIRP system at a cost agreed with Elsevier. CIRP Members will find the publishing conditions on PROCEDIA into their Dashboard.No printing or CD version is made but may be optional (extra cost). The Procedia website is dedicated to International Conferences' proceedings and available for free to all the visitors, giving your proceedings a worldwide dimension. Get Elsevier's Guidelines to use Procedia.
CIRP Conferences can allow the presentation of CIRP Journal papers.
After the conference, a written report, the conference proceedings and the list of participants have to be sent to the CIRP Office free of charge.
3. Co-ordinator
Any category of conference (Points 2.1 and 2.2) must have a co-ordinator. The co-ordinator takes responsibility to meet the organisational, editorial and financial requirements of CIRP.
4. Approval of the sponsorship (twice a year)
In order to avoid Sponsored or CIRP Conferences' dates to overlap each other, it is requested to save the dates of the future event online in the "EVENTS" (members should first log in, then select the category "Events Pending Approval", and click on "add event" down the page) – as soon as possible and before the official approval.
The conference's sponsorship request will be sent by email to the Chairperson of the sponsoring STC before the CIRP meetings (Winter Meetings in February and General Assembly in August) - together with the Checklist available online filled out - and announced by the Chairperson during the meeting for approval (no ppt presentation).
After approval, a short presentation of the conference should be sent to the CIRP office to be uploaded in the events on the website.
The sponsorship requires final approval by the Liaison Committee, the CIRP Technical Secretary and the Council.
The letter of agreement is sent by the CIRP Office after the CIRP meetings.
5. Financing
For both categories of conferences, two registration fees have to be paid to CIRP before the conference is being held.
6. Reporting
In agreement with the Conformance Committee a written report and the list of participants have to be sent to CIRP Office within 1 month after the conference by the co-ordinator. Please upload one of the templates:
Report for a CIRP Conference / Report for a Sponsored Conference
Additionally, the co-ordinator and/or the Conformance Committee have to give a brief oral report at the following sponsoring STC.
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The procedure of conference approval is given online in the “Checklist for CIRP sponsored conferences” - the top of the page should be filled out by the coordinator and given to the Chairperson concerned.