ICEP Conference Series

Introduction:

In 2020, Prof Firoz Alam and Dr Harun Chowdhury co-founded the Australian Society of Energy & Power (ASEP), a not-for-profit organisation, registered as an incorporated organisation in Victoria, Australia. The society will assist the hosting university/organisation in organising the conference series. 

Expression of Interest:

Any university interested can host this conference by following the society's guidelines. Any university willing to host the next conference must initially express its interest to ASEP. The next hosting university is usually decided or declared during the last conference event by an opinion poll among the conference participants.

Benefit for the Host Organisation:

The ASEP conducts a biannual conference worldwide to promote energy and power and facilitate the dissemination of research and best practices throughout the scientific community. Hosting this conference brings substantial visibility to your university and city. It provides a great networking platform and professional development opportunities within engineering education.

ASEP Policy for Hosting ICEP:

• ICEP is organised by an individual known as the ICEP Chair, employed by the Chair's Organisation (Host).

• The Chair is assisted by a Local Organising Committee (LOC) and, if applicable, one or more Local Partner Organisations (LPOs).

• Collectively, these individuals and organisations, along with their subcontractors, are referred to as the ICEP Host Organisation (HO).

• An International Organising Committee (IOC), established by the Australian Society of Energy and Power (ASEP), provides advice and support to the LOC.

• Revenue includes all funds received by the HO directly related to the ICEP—such as registration fees and sponsorships—but excludes subsidies or benefits, such as web hosting, paper processing, and administrative services, supplied by ASEP.

• The HO is responsible for creating and maintaining the Bank Account for ICEP transactions. If necessary, ASEP can assist HO with its international payment processing system.

• Expenditure covers all costs directly associated with the ICEP, including venue hire, external conference services, catering, and security, but excludes HO’s internal administrative costs.

• After the event, the HO will provide the ASEP with a financial statement.

• Any remaining funds will be donated back to the ASEP for future initiatives.

• These non-binding guidelines outline the expectations of the Australian Society of Energy and Power (ASEP), a non-prescribed association incorporated in Victoria, Australia, for the HO.

Frequently Asked Questions:

• What are the roles and responsibilities of the ICEP Host Organisation?

The ICEP Host Organisation (HO) is responsible for organising and hosting the conference. For example, the 4th ICEP 2022 was organised by MIST, Bangladesh. The host organisation primarily manages conference planning by promptly coordinating with stakeholders and the ICEP international organising committee (IOC), established by ASEP. They must establish a Local Organising Committee (LOC) and, if needed, can include one or more Local Partner Organisations (LPOs), often involving their employers in the LOC for various roles. The host will also arrange the venue, coordinate catering and food services, organise exhibitions, and oversee related activities for the conference. Additionally, the host must open and maintain a bank account for the conference’s financial needs, keep records of income and expenses, and provide a financial statement after the event. The host will consult with the IOC before making any decisions.

• Who is the ⁠ICEP Chair and what are his/her roles and responsibilities?

The ICEP Chair is the Head of the ICEP Host Organisation who leads the LOC. For example, Prof. Nakorn served as the Chair of the 3rd ICEP in 2021.

• How is the ⁠ICEP international organising committee (IOC) formed, and what are its roles and responsibilities?

The Chair of the ASEP Executive Committee invites current and former members, including prospective members, to serve as international organising committee (IOC) volunteers. These members will work for the organisation, attending meetings, participating in decision-making, and performing other administrative duties on behalf of ASEP, collaborating with the host organising committee, aiming to ensure a successful ICEP conference. Please refer to the previous ICEP webpages for the list of engaged participants.