Required Documentation for IEEE Conferences

IEEE Conference Information Schedule

• Completing the IEEE Conference Information Schedule will register your conference with IEEE Conference Business Services.  Submission ensures that your conference will be included in the IEEE Conference Search database and the IEEE's Call for Papers listing.  The Information Schedule is also required to initiate the setup of budgets, conference insurance and publishing.

IEEE Financial Reporting

• IEEE Financial Web Form to submit financial data related to your conference. Be sure to have the conference record number assigned when you completed the Information Schedule.
• Templates of Contracts and Legal Documents Information on hotel and other contracts, including standard hotel contracts with select North American chains.
• Memorandum of Understanding Information and sample templates.
• Principles of Business Conduct and Conflict of Interest (POBC/COI) form
• 1099 & 1042 Schedule of Payments (MS Excel, 62 KB)
• Certification of Accuracy (MS Excel, 31KB)

• Optional: Conference Audit Material Checklist (if using IEEE Internal Audit.)
• Optional: Wire Transfer Request Form and Instructions (PDF, 162KB)
• Optional: Wire Transfer Request Form and Instructions for Concentration Banking (PDF, 157KB)
• Optional: Financial Reporting Workbook, including Budgeting, Summary, Revenue and Expense Detail Forms  (MS Excel, 1.59 MB)
• Optional: Contract Listing (MS Excel, 17KB)
• Optional: Preferred Vendor List (MS Excel, 15KB)
• Optional: Concentration Banking
• Optional: Concentration Banking Destroy Check form (if using Concentration Banking)   MS-Word   PDF

• Reference Material: Bank set-up
• Reference Material: Financial Responsibilities
• Reference Material: Tax Information for Conferences
• Reference Material: IEEE Organizational Unit Workers Classification and IRS Reporting Form    PDF    MS-Word  

Conference Insurance

• Insurance Information
• Event Cancellation Insurance for IEEE Sponsored Conferences

• Optional: Request for Certificate of Insurance

Conference Publications

• IEEE Order Form for Reprints
• Online Resource Center for Conference Publication Organizers
• IEEE Conference Publication Form   PDF   MS-Word   Web
• IEEE Copyright Forms