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What's Involved:
Determine the Topic, Scope and Dates
of Your Conference
The topic may be an
existing field of interest or a new
technology. The scope of the
conference will depend on a variety
of factors, such as:
- historical
structure of the conference
- breadth of the
field of interest
-
will the conference
cover just one part of a
topic or a
larger part of the
technical field
- are
there geographical
considerations with
regard to the
scope
- how
mature is the
technology?
- how
many individuals are
involved (this will link
to both
maturity of the field
and breadth of coverage)
-
will there be exhibits
-
will there be tutorials
-
will there be
publications
- the dates and
length of conference will depend
on:
- is
there a certain time of
the year this conference
should
be held
- how
many days
- how
much startup funding is
available
Tools & Resources:
Obtain Sponsorship (Technical and Financial)
Types of Sponsorships Offered by
IEEE OU's:
Sponsorship relates to
the responsibilities and
accountabilities of an IEEE
Organizational Unit, (OU) with respect
to financial, technical,
publicity, and administrative aspects of
a conference. IEEE OU's can
provide sponsorship to conferences that
includes either financial
involvement or non-financial
involvement, ( IEEE
P&P 10.1.2).
Financial Involvement:
- Sole Sponsor (
IEEE
P&P 10.1.2)
-
indicates full &
sole OU involvement.
- Co-Sponsorship
( IEEE
P&P 10.1.2)
-
indicates a shared
involvement among
several entities, one
which is an IEEE OU.
-
Co-Sponsorships are
between
-
multiple IEEE
OU's
-
one or more IEEE
OU and an
outside
not-for-profit
organization.
No Financial Involvement:
- Technical
Co-Sponsorship ( IEEE
P&P 10.1.2)
-
indicates direct &
substantial involvement
by the OU
solely in the
organization of the
technical program.
- Cooperation (
IEEE
P&P 10.1.2)
-
indicates limited
involvement.
Who at the IEEE Sponsors Conferences?
Tools & Resources:
Determine the Organizing Structure
for the Conference
Conference Committee
Conference Committee
through its General Chair is responsible
for the organization and
coordination of all other committees
necessary to plan and
administer the conference. Such
committees listed and
described in the IEEE
Conferences Organization Manual
consist of: Some of these
responsibilities may be combined,
depending on the size and
scope of the conference.
Tools & Resources:
Create Memorandum of Understanding
(MOU) / Memorandum of
Agreement (MOA)
The relationship
between sponsoring organizations
must be explicitly
defined in a Memorandum of
Understanding (MOU), (IEEE
P&P 10.1.5). For joint
activities among 2 or more IEEE OUs,
an MOU is recommended. MOU
Negotiations are required for
Co-Sponsored Conferences
(partnerships/sponsorship). We have
provided useful information
covering Contracts
& Legal Documents to
assist you in planning your event.
While many feel that a formal
MOU is not needed, there are many
instances when having a record
of what is agree to has proven
extremely useful.
PLEASE NOTE: Contracts
Valued over $25K must be forwarded
to IEEE for review
& execution. Conferences staff
will review your
hotel/convention center contracts to
ensure that your conference
is receiving the best possible
services and rates.
Tools & Resources:
Determine Preliminary Budgets
Conference budgets
should be set to generally a minimum
surplus of 20% over
projected expenses.
PLEASE NOTE: Contracts
Valued over $25K must be forwarded
to IEEE for review
& execution. Conferences staff
will review your
hotel/convention center contracts to
ensure that your conference
is receiving the best possible
services and rates.
Tools & Resources:
Use IEEE, Society and Conference
Branding/Logos Properly
Tools & Resources:
Setup Conference Publications
There are many
resources available to you to assist
with your Conference
Publication development, preparation and production.
If you plan to have a
publication, and hope to have it
included in IEEE Xplore,
arrangements must be made with IEEE
Conference Publication
Products Management.
Tools & Resources:
Submit your Information Schedule to
IEEE Conference Services
Submission of an
IEEE Information Schedule is required to
initiate the setup of
budgets, conference insurance and
conference publishing.
Submission of the IEEE Information
Schedule also ensures that
your conference will be listed in the IEEE
ConferenceSearch and IEEE's Call
for Papers listing.
Tools & Resources:
Questions/Concerns - Assistance
Conference Services
supports all IEEE Organizational Units
(OU) and their conference
organizers. We are your "Primary"
contact in all matters
relating to conferences. Contact
us anytime whenever in doubt, if
you have questions or problems.
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