ICRAI-2019

The 3^rd International Conference on Robotics and Automation in Industry will be organized by the National Center of Robotics & Automation, Department of Mechatronics, NUST College of E&ME. This conference is one of the leading international forums in Pakistan for researchers in Robotics and Automation to present their work. Previously ICRAI conference was held in the year 2012 and 2016 at NUST College of EME. The ICRAI 2019 will be held at CEME, NUST Rawalpindi Campus.

IEEE and ICRAI-2019

This year conference proceedings will be published by IEEE. Prospective authors should submit PDF versions of their papers. Six pages in standard IEEE format are allowed for each paper, including figures. A maximum of two additional pages is permitted. Papers will be presented in an interactive oral and poster session, details are available on conference website.

Papers presented in the technical program will be published in the conference proceedings and IEEE Xplore.

The details of the Conference is available at www.icrai.com

Arranging IEEE Conference

• First the organizers should have all the basic information about the conference (tentative dates, venue, Technical Committee, financial sponsorship etc.)
  • Minimum 08 Student of the organizing institute/campus should be student members of IEEE.
  • At least 04 faculty members have to be IEEE Members.
• To be a IEEE Technical co-sponsorship conference ( Proceedings Published by IEEE, using IEEE logo in conference, no financial involvement, an IEEE organizational unit has direct and substantial involvement in the development and running of the technical program), an approval from IEEE ExComm (Executive Committee) is required.
  • Check from IEEE website, which IEEE section covers your location.
  • NUST College of EME is under IEEE ISLAMABAD SECTION [website of IEEE Islamabad section]. The Islamabad IEEE Section is located in Region 10, Islamabad.
  • After connecting with IEEE Islamabad Executive Committee members, we received the dates and location of the IEEE ExComm meetings.
  • We were give a IEEE Conference proposal presentation format file by IEEE Islamabad Section. We inserted all the required information in the file.
  • We took the file on USB memory device, but it is better to send it to respective IEEE ExComm member by email.
  • The IEEE ExComm meeting was held at CUST, Islamabad. We presented about our conference at our turn.
  • The question/discussion about conference dates, finance, previous conference experience was answered after presentation.
  • Dinner was served at the end of the meeting. Also it was a time for meet-up and discussion.
• For final approval of the conference by IEEE, following was done.
  • IEEE student and faculty members pending membership was renewed.
  • IEEE student members recruitment drive was held.
  • After finalization of dates, the online application of IEEE for the conference was submitted.
    • IEEE: Getting Approval to Run a Conference
      • "The first steps for running a conference include choosing a chair and key committee members, defining the conference scope, and establishing sponsorship relationships. Once you have the basic conference information, you can apply for IEEE approval for your conference. Your conference must be approved by IEEE before you can promote IEEE sponsorship or use the IEEE brand. "
      • First get all information requested in "IEEE Conference Application Checklist" PDF file.
      • Online: IEEE Conference Application
• Wait for approval from the IEEE, the IEEE Logos cannot be used on the website and pamphlets before the approval.
• The conference website should be Launched after the approval.
  • Make sure you have the Logo and information of all the Technical and financial sponsors on teh website.
  • Mention the Conference Streams/areas/topics on the website.
  • Make the PDF version of "Call for Papers (CFP)" and share it on website, Facebook, WhatsApp etc.
  • All Key dates should be mentioned on the website (Call for papers, Manuscript submission start, manuscript submission deadline, Acceptance Notification, Early Bird Registration Dates, Camera-ready submission sart and end date, Conference dates with Days).
  • Information on the Paper submission should be given on the website . Is it full paper submission or Abstract?
  • An account should be made on the portal which will be used for receiving and reviewing the papers (EasyChair is one of them, its Free. Additional features requires payment).
  • Make sure your website is properly working on all the browsers and smart devices.
• Make a list of probable Keynote Speakers, contact them one by one. It is better to first send them an invitation email, then call them on the phone ( if they are not available, let the secretary or staff know about your email and purpose of your phone call).
• Make a list of the reviewers, all the Reviewers MUST have to be a PhD Degree holder in the respective field. Get there consent, availability for the review period, and official emails, affiliations and contact address. Approximate the number of reviewers based on the numbers of papers expected, number of reviews required by each paper (minimum 2, better to have 3), and total number of reviews allowed to one Reviewer by the IEEE. Follow IEEE Guidelines about the review process.
• To organize a IEEE conference, following must be done after successful IEEE online conference application. The FEE will be charged by IEEE for conference ( in our case it was 500 USD, approx 70,000 PKR at that time)
  • The IEEE SOP for the conference should be followed.
  • IEEE online training course for conference should be completed.
    • IEEE requires select volunteers and conference organizers (conference chairs, treasurers and technical program chairs) to take classes covering compliance topics applicable to the organization. You are required to complete on-line training modules within 60 days of this notification. Please be aware that IEEE will be ensuring compliance with these training requirements.
    • ACTION NEEDED: Log on to the IEEE Compliance Training site and complete your training. This message is to let you know that you have been assigned "GDPR". If you have an IEEE web account, you can log into the LMS through this link.
    • You can also, logon to this website https://ieee-elearning.org/CLE/ with your IEEE login for gaining access to courses that support a Conference Chair, Technical Program Chair, Conference Treasurer, Publication Chairs, Event Management and more.
  • IEEE Conference Organizing Toolkit: https://www.ieee.org/conferences/organizers/conference-organizer-toolkit.html
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