ADVISORY TECHNICAL COMMITTEE (ATC) RULES OF OPERATION SOUTH EAST EUROPEAN REGIONAL CIGRE

ADVISORY TECHNICAL COMMITTEE (ATC) RULES OF OPERATION SOUTH EAST EUROPEAN REGIONAL CIGRE

1. Preamble Based on common interest in order to continue and foster international cooperation the CIGRE National Committees of central and southeastern Europe decided to set-up Regional CIGRE Council (SEERC). As stated in the Article 17 of the CIGRE Statutes, the geographical proximity and former close relations prompted the primary motive to the proposal presented and endorsed in the Administrative Council Meeting on September 2013 at Kazan in Russia. The main objectives of SEERC follow the Statute i.e.: I. Contribute to the activities of the Study Committees, addressing and developing local issues; II. Organise Regional Meetings or other local meetings (Colloquia ); III. Coordinate with industry organisations; IV. Coordinate contributions to CIGRE main events (Session, Symposia); V. Encourage and provide an incentive to increase CIGRE membership and create new National Committees, by incorporating countries without a National Committee in the working structure

In the SEERC Position Paper from November 2014 particular activities are quoted as follows: Planning and development issues particularly large investments as undersea AC and DC cables across the Adriatic sea as well as Mediterranean (linking Italy, Greece, Montenegro, Malta, Croatia, Albania, offshore wind parks, etc.), Modernization of network, implementation of intelligent technologies in power systems, refurbishment of existing power system, Asset management issues considering regional particularities, South-eastern European electricity market designing, specific regional issues, Mutual supports and cooperation in the field of new technical standards, New European energy orientation towards sustainable developments, regional issues, solar & wind technologies, smart grids, Assessments of Environmental solutions (legal issues, EMF harmonization, aesthetic solutions, sustainable innovative technology solutions), Dissemination of knowledge from other advanced regions, Innovative forums in region using intellectual potentials in SEE. These themes will be extended in accordance with further needs.

The existence of Regions has no impact on the governance structure of CIGRE - National Committees, Administrative Council, and Steering Committee - nor does it introduce any hierarchical notion in relations with National Committees or Study Committees.

2. Language The official languages of SEERC ATC is English. 3. ATC Chairmanship The ATC Chairman is elected and nominated by the Management Board having mandate for two years and can be re-elected for a second mandate. 4. ATC Membership and assignments The ATC Members are nominated by each National Committee of the SEERC Members. The Advisory Technical Committee assures the level of the conference and is responsible for the paper reviewing process. As such, it is essential that the committee is able to perform this task and is fully aware of the requirements. All members of the technical committee must have approved being a member of the committee. Members of the ATC shall cover the entire scope of the conference topics.

5. The ATC Meetings Apart from the yearly meeting, meetings can be called upon request of any SEERC NC Member. Such a request should be sent to the ATC Chairman with motivation and suggested agenda. Meetings shall be announced at least one month before being held. Material for the meeting must be sent to participants no later than one week before the meeting. Minutes of meeting should normally reach participants no later than three weeks after the meeting. Minutes should be brief and mainly include decisions. It is left to participants to record details. 6. ATC Meeting Venue The venue is essential to the success of the meeting. A good meeting location: o Is attractive to visitors o Has sufficient facilities for the intended number of attendees o Has places/rooms to network o Well reachable: both the city (airport) and the distance from nearby hotels to the venue o Wi-Fi availability o Adequate multimedia facilities and support during the meeting o Technical support

7. Website The Conference Organizer is committed to install a website. Make sure the website is up to date, attractive and compatible with all relevant standards (different browsers etc.). Some persons might want to visit the site using tablet or smartphone, make it possible. All payments through the website should use encryption. Use well known and trusted organizations to ensure that the payments are safe (both for the website development and the merchant bank). Make use of social media Besides serving as conference tool the website should allow members and candidate s members to keep up-to-date information about: Statutes, Membership, Key persons For each member and aggregated members Membership status, Study Committee chairman, Study Committee members, WG and TF members, Activities of potential interest to SEERC members, Proposed papers to the Paris CIGRE Sessions and other CIGRE events

8. Conference Tools A number of tools exist to organize conferences. These tools differ in functionality but should provide for: registration (including the number of payment options) paper submission paper bidding website content producing procedures, Configurability Support 9. Conference Topics Conference Topics shall be selected by the Management Board (MB) and communicated to the ATC Chairman accompanied with the Conference Timing data. The Deadlines for Abstract submission and Full Paper submission are with the ATC and are coordinated with the Local Organizing Committee.

10. Paper selection and reviewing by the NC The basic paper obtainment is done within the National Committees. The access to authors being CIGRE members outside SEERC is allowed. The first step of the reviewing process is done by the National Committees. The final decision on acceptance depends on the SEERC ATC reviewing. 11. Conference Proceedings The full set of papers is distributed in digital version to all registered participants and (if agreed) in limited number to the SEERC members NCs. The ATC chairmanship shall endeavour to provide for publication of outstanding papers in the CIGRE Science & Engineering journal. 12. Sponsorship Sponsorship from industry (or other organizations) might influence the financial outcome of each conference significantly Make sure to communicate clearly what the sponsoring party can expect, and at what price Find the correct person to contact within companies to get the best results Sponsorship should not influence the technical quality of the conference (in a negative manner)

13. Reviews and reviewers Have a guideline regarding the reviewing process (abstracts review, full paper review, options to resubmit,...) Authors will be late, and reviewers will be late as well. Include delays in your planning. Provide reviewer guidelines (which are the main items to pay attention to,...). Have a guideline regarding the reviewer profile (e.g. only professors, only people with a phd, one academic and one industry person,...) Have a guideline regarding the number of reviews per paper you want (and the number which is still acceptable). An average of 3 reviews per paper is aimed for Keep a number of emergency reviewers at hand If possible, assign papers according to the reviewer competences or preferences (e.g. allow for paper bidding if available in the selected tool) Use the available tools to manage papers and communication with reviewers and Authors

14. Conference papers and program Depending on room available, expectations and actual paper submissions, a decision must be made on the number of papers presented (either as presentation or poster) If poster and paper, what is the basis for the distinction (topic, reviewer score,...) Make sure all presentations (and posters) have sufficient possible visibility (e.g. don t organize the poster session at 8h in the morning after the conference dinner...) Assign rooms and sessions well in advance Same topic in a single session When one topic covers multiple sessions, have them not in parallel sessions (but maybe in the same room) Foresee time for questions and switching of the authors Presentations can be sent in advance, but usually they need to be uploaded at the spot (latest version). (note: using dropbox might allow you to centrally manage all presentations) Assign a chair (and cochair) of the session and provide him/her with instructions Clearly communicate what the expectations are towards the authors Duration (presentation + questions) Format (e.g. size of the poster)

15. Keynotes (Invited Lectures) Keynotes may be an essential part of the success of a conference Contact them well in advance Identify the correct person to approach 16. Organization tools Some of the existing conference organization tools are listed here: http://www.conftool.net/ http://www.linklings.com/ http://edas.info/ http://www.regonline.org http://www.openconf.com/

I appreciate your attention while listening to me and will be grateful for your comments and amendments