Overview

Whether you’re an experienced conference organizer or just curious about how our events run behind the scenes, the IEEE ITSS Conference Operations Manual is your go-to guide. It offers a comprehensive look at every stage of a conference’s lifecycle – from initial proposal and bidding through planning, execution, and post-conference review. The manual is written with current and future organizers in mind, but even attendees interested in the process will find plenty of insights.

Conference Lifecycle

Explore the detailed timeline of each phase in the conference lifecycle, guiding organizers from the call for proposals through to a successful conference closure.

Pre-Conference Phase

  • Expression of Interest / Bid Proposal
  • Conference Application, Website & Outreach
  • Site Selection & Logistics Planning
  • Financial Planning & Budget Reporting
  • Sponsorship & Exhibition Management
  • Call for Papers, Workshops, … etc.
  • Review Process & Program Development

Conference Phase

  • Registration and Check-in
  • Opening Ceremony & Plenary Speeches
  • Sessions (Presentations / Posters)
  • Workshops, Tutorials, & Industry Events
  • Awards, Competitions, Demos, … etc.
  • Social Events and Networking
  • On-site Support and Troubleshooting

Post-Conference Phase

  • Proceedings Development & Publications
  • Financial Reconciliation & Reporting
  • Post-Conference Survey
  • Post-Conference Report & Archiving
  • Feedback Analysis & Lessons Learned
  • Thank You Notes & Recognition

Operations Manual

Discover the step-by-step review process and operational best practices that ensure the quality and fairness of paper evaluations and overall conference success.

Review Process & Timeline

PC Invites TPC into ITSS Database

(keywords + capacity)

Authors Submit Papers

(no deadline extension)

PC Assign Associate Editors (AEs)

(1 – 3 days)

AEs Assign Reviewers

(7 – 10 days)

Reviewers Submit Reviews (2+ / paper)

(2 – 3 weeks)

AEs Recommend Decisions

(5 – 7 days)

PC Start Rebuttal Process

(1 day)

Authors Revise Papers (if needed)

(3 – 5 days)

AEs Revise Decisions (if needed)

(1 – 3 days)

PC Make Decisions & Send Notifications

(5 – 7 days)

The IEEE ITSS Conferences Operations Manual is a living document, continuously updated by organizers and attendees to reflect best practices and improvements; for feedback, please contact the Conferences Standing Committee at conferences@ieee-itss.org.

Version: 1.0, released March 31, 2025.

Call for Proposals

IEEE ITSS periodically opens calls for proposals to invite teams around the world to host our upcoming conferences. If your institution or local IEEE chapter is interested in organizing one of our flagship events (such as the ITSC or IV conference) or another financially sponsored ITSS conference, we encourage you to get involved. Hosting a conference is a rewarding way to showcase your region and contribute to the ITS community.