IEEE World Forum on IoT – �2025 Bid Package

Updated: December 6, 2023

Table of Content for WF-IoT 2025 Bid Package

• Proposal Summary
• Description of Conference Location
• Motivation for the location
• Travel Information
• Regional Housing Infrastructure
• Proposed Conference Theme and Tracks
• Proposed Conference Leadership
• Patronage/ Exhibition Plan
• Publicity Plan
• Budget
• Frequently asked questions
• Any Additional Important Information

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Proposal Summary - 1 page

• The Bid Proposal is for WF-IoT 2025 in the Asia-Pacific Region
• Proposed Date (preferably not collide with other major conferences)
• Location (Country, City)
• Team Proposing the Bid, including experience in current trends in IoT and conducting events of comparable scope

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Description of Conference Location �Motivation for the location

• General information about the conference location and motivation for choosing it as the venue for World Forum on IoT – 2025
• List your venue of choice (University, Conference Facility or Hotel)
• Include any conference, summit, workshop hosted on that venue in the past 5 years

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Description of Conference Location�Travel Information

• List options for reaching and traveling to the venue hub site
• Possible modes of travel from various locations and time zones, including options available (as an example, nearest airport, Airlines serving local airport, rental car, taxi, bus, train, subway, etc.)

Description of Conference Location�Regional Housing Infrastructure

• List regional housing, independent of the conference (i.e., hotels in the area in approximate distance to the conference location that will compete for room nights, Air B&B, etc.)

Proposed Conference Theme and Tracks

• The conference theme

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• The technical program is organized in technical tracks. For example,
• Track 1) Sensors and Components
• Track 2) Connectivity
• Track 3) Security and Privacy
• Track 4) Applications and Use Cases
• Track 5) AI/ML and IoT
• Track 6) Autonomous Technologies and cyber-physical systems
• Track 7) Digital Twins
• Track 8) Sensing
• …

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Proposed Conference Leadership Structure

• Propose Local Organizations and Individuals, including the following:
• Local Organizing Committee Composition (e.g., General co-chairs, advisory committee, Technical Program Committee co-chairs, Tutorial/workshop co-chairs, publicity co-chairs, young professional chairs, etc.)
• Supporting Role of Local Institutions
• Use of Volunteers from Local Institutions and IEEE organizations (sections, chapters)

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Exhibition/Patronage Plan

• List your plan to address exhibition/potential patrons, including a target overall financial goal as well as a list of potential patrons at the local and regional levels.
• The website for the World Forum in Portugal (https://wfiot2023.iot.ieee.org/patrons-exhibitors/) contains an example of the Sponsorship Package that has been used for the WF-IoT Conferences and serves as a reference.

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• List local industries with a focus on IoT that will support the conference (potential sponsors, speakers, exhibitors, organizers, etc.)

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Publicity Plan

• Please list your publicity plan, including connection with regional boards, organizations, companies, etc. to attract attendance from local and regional markets from:
• Higher Education Institutions
• Research and Applied Research Organizations/Centers
• The Government and Public Sector
• Industrial and Commercial Players
• Associations and Foundations
• Large Research Initiatives
• Significant IoT Deployments
• Other identified sources

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The section should also include the overall approach to marketing the World Forum -- locally and regionally -- in collaboration with the IEEE IoT Technical Community, other IEEE Societies or Councils, local IEEE chapters, and any identified Sponsoring or Partner Organizations. The Chair of the IoT TC Conferences and Events Committee can be contacted for advice.

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Budget

• Please provide a high-level notion of a budget for the WF-IoT Conference. The IEEE IoT World Forum Budget Template is attached. The guideline for IEEE Conferences is to plan for a surplus of 20%.

Other Important Information

• Please provide any additional information that may be helpful for selecting a host for WF-IoT 2025.

Submission Instructions

• Provide a Presentation or pdf file that contains the required information to the Chair of the IEEE IoT TC Conferences and Events Committee, Reza Malekian, reza.malekian@ieee.org, and copy Karen Pannullo, k.pannullo@comsoc.org by March 15, 2024.
• Evaluations will be conducted by the IEEE IoT TC Conferences and Events Committee.
• The selected host for 2025 will be announced in May 2024 and will be invited to attend WF-IoT 2024 in Ottawa, Canada, from 10th to 14th November 2024.

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Frequently Asked Questions

LISTING OF WF-IoT EDITIONS

• 1^st Seoul, Korea (6^th–8^th March 2014) - 2014 IEEE World Forum on Internet of Things (WF-IoT) – 238 attendees
• 2^nd Milan, Italy (14^th-16^th December 2015) - 2015 IEEE 2nd World Forum on Internet of Things (WF-IoT) – 279 attendees
• 3^rd Reston, VA USA (12^th-14^th December 2016) - 2016 IEEE 3rd World Forum on Internet of Things (WF-IoT) – 355 attendees
• 4^th Singapore (5^th-8^th February 2018) - http://wfiot2018.iot.ieee.org/ - 721 attendees
• 5^th Limerick, Ireland (12^th-15^th April 2019) – http://wfiot2019.iot.ieee.org/ - 528 attendees
• 6th Virtual due to pandemic (2^nd - 16^th June 2020) - http://wfiot2020.iot.ieee.org/ – 800 attendees
• 7^th New Orleans, Louisiana USA (14^th June–31^st July 2021) hybrid: 2021 7th World Forum on Internet of Things (WF-IoT) – 415 attendees
• 8^th Yokohama, Japan (26^th October–11^th November 2022) hybrid: 2022 8th World Forum on Internet of Things (WF-IoT) – 806 attendees
• 9^th Aveiro, Portugal (12^th - 27^th October 2023) Hybrid - https://wfiot2023.iot.ieee.org/ - 528 attendees
• 10^th Ottawa, Canada (10^th – 13^th November 2024)

What is the anticipated attendance for 2025?

Attendance will depend on the organizing committee and the marketing approach, as well as attractiveness, cost, and easy travel options to the conference city/venue, etc. The Chair of the IEEE IoT TC's Conference and Events committee does provide advice and support to WF-IoT 2026 team.

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Participants and submitted papers in the past five years follows:

WF-IoT 2018 - 721 attendees - 293 papers submitted�WF-IoT 2019 - 503 attendees - 350 papers submitted�WF-IoT 2020 - 877 attendees (all virtual) - 285 papers submitted�WF-IoT 2021 - 399 attendees (hybrid) - 318 papers submitted

WF-IoT 2022 - 813 attendees (hybrid) - 248 papers submitted

WF-IoT 2023 - 528 attendees (hybrid) - 198 paper submitted

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Do all the sessions run in parallel, or can the rooms be reused?

Rooms can be reused. WF-IoT 2019 in Limerick (https://wfiot2019.iot.ieee.org/program/full-program/) and WF-IoT 2018 in Singapore (https://wfiot2018.iot.ieee.org/program/) is the format that should be followed.

Is one room required for a plenary session for the duration of the conference set for the entire delegation?

The plenary sessions are usually 2 hours each day. So the room can be used after the plenaries are over each day.

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How much space is required for the exhibition space? Will there be poster sessions?

There will be 8x10 booths (10) and 6-8" tabletops (10). Yes, there will be poster sessions as well (20).

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What is the typical food and beverage that is contracted at the venue? Do you provide breakfast, lunch, breaks and dinner for all delegates?

Morning and afternoon coffee breaks/snacks and lunch are provided for all delegates. Breakfast and dinners (except for the Conference Banquet) are NOT part of the event.

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Is there a conference banquet? If so, which night is this on? Is this typically at the venue or off site? Is the reception always on Sunday and on site?

The banquet can be on the 2nd or 3rd evening – depending on the location and cost, off site might be best. The reception is on Sunday, on site -- in or near the exhibit hall.

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At this stage, do you require full proposals including all costs for the proposed venue, or is it just high level at this point with date availability? Same with the hotels?

It would be great to have a full proposal including all costs, but a high level will work with dates of availability. This proposal will be used by the committee to pick the best proposal looking at location and associated cost as well as how robust the IoT Industry is in the area.

The following slides contain more detailed information about IEEEs Internet of Things Technical Community and the World Forum for your use in preparing the bid package.

Background

The World Forum on the Internet of Things is the premier event for the IEEE IoT Technical Community. The purpose of the IEEE World Forum on IoT is to bring together the broad range of stakeholders interested in the creation, nurturing, promulgation, adoption, and operation of IoT technologies, product offerings, applications and solutions. The World Forum is expected to be the place to:

• Share knowledge
• Set the pace for discussion and dialog about the latest advancements and research topics
• Expose the community to the strategies being undertaken by industry, governments, and educational institutions
• Provide for effective interaction and networking between the communities interested in IoT
• Address issues of IoT Policy and Regulations so that IoT regimes provide a benefit to humanity and underserved communities
• Highlight significant ongoing and new IoT Projects and Deployments
• Explore Entrepreneurial Activities and Opportunities
• Provide a setting for exhibits and demonstrations for IoT products, services, and processes
• Celebrate outstanding achievements and contributions to making IoT a reality
• Convene Working Groups to address specific issues that may include requirements, architectures, standards, new technologies, processes, practices, and lessons learned from IoT deployments.
• Professional Development and Education for managers, administrators, and practitioners working on IoT

Background

• It is expected that the length of the conference will be a maximum of four (4) days.
• A plan to “virtualize” the conference should be developed as a backup in case of a global shutdown.
• The conference is intended to attract audiences that include:
• The technical community with programming aimed at researchers and participants from academia. The draw for the conference should be from the IEEE global community with a weighing towards local and regional attendance including non-IEEE members.

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• Industry, commercial organizations, associations, and foundations with involvement from: management, IoT strategists, operators, product and service developers, designers, engineering practitioners, and business analysts. A significant fraction of the attendees are expected to be from industry, drawing from large, multi-national companies as well as local and regional players. The expectation is that a significant portion will likely not be IEEE-members and the event will count on local and regional marketing to draw an audience.

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• The government and public sector officials including: leaders, administrators, program and project managers, application specialists, planners, and legislators from organizations such as: Economic Development Organizations, Research International Foundations and Federal, National, Regional and Local Agencies dealing with specific topics addressed during the conference

Background

• The WF-IoT is conducted under the auspices of the IEEE IoT Technical Community which is sponsored by 12 IEEE Societies and Councils and governed by the IEEE IoT Technical Community Steering Committee (TC SC).
• The IEEE IoT Technical Community Steering Committee takes overall financial responsibility for the IEEE World Forum on IoT.
• The IEEE ComSoc is the administrative organization for the IEEE IoT TC SC and will provide guidance on the management and contractual support for the World Forum on IoT conference.
• It is expected that the the successful bidder for the World Forum will work and coordinate with the IEEE IoT TC SC.

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Background

The IEEE WF-IoT is expected to include the following elements:

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• A Technical Program
• Technical Papers and Presentations*
• Workshops
• Tutorials
• Special Sessions
• Industry Panels aimed at the research community
• Doctoral Symposium

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*The Technical Papers and Presentations are aimed at a research-oriented audience. The papers are solicited through a Call for Papers, are peer reviewed and then selected for relevance as part of the Technical Program. The acceptance rate is ~ 50%. The papers are included in the Conference Proceedings and are published in IEEE Xplore.

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