What: Templates of contracts for meeting-management companies and hotels
Who: Finance Chair, Treasurer
When: Begin at least 12 to 36 months before the conference
How: Word documents
You must send all contracts to IEEE Conference Contracts. IEEE reviews and executes all contracts with a value of US$25,000 or greater and will review contracts with a value of less than US$25,000 upon request.
Each conference negotiates the "Terms of Sale" (such as the number of sleeping room nights, room rate, meeting space, etc.) with the hotel. You may want to contact the IEEE National/Global Account Representative to help you negotiate your contract and make sure it is honored locally. Review the list of concessions (DOC, 28 KB) for items that can be negotiated as part of the contract.
IEEE provides templates with standard legal clauses for:
|Where to find it||About this form|
|Meeting-Management Template (DOC, 93 KB)||Template for an agreement with a meeting-management company|
|Sample Hotel Contract/Template (DOC, 166 KB)||Template for an agreement with a hotel|
|Starwood/IEEE Standard Hotel Contract (DOC, 180 KB)|
Contact: Dean D'Anna (email@example.com)
|Template for an agreement with Sheraton, Westin, and W Hotels|
|Hyatt/IEEE Standard Template (DOC, 157 KB)|
Contact: Michelle Kushner (firstname.lastname@example.org)
|Template for an agreement with Hyatt Hotels|
|Hilton/IEEE Standard Template (DOC, 158 KB)|
Contact: Rocco LaForgia (email@example.com)
|Template for an agreement with Hilton Hotels|
|Disney/IEEE Standard Template for Florida, USA properties only (DOC, 275 KB)|
Contact: Diana Voto (diana.voto@Disney.com)
|Template for an agreement with Disney Florida USA properties|
|Fairmont/IEEE Standard Template (DOC, 137 KB)|
Contact: Elizabeth Copti (firstname.lastname@example.org)
|Template for an agreement with Fairmont Hotels|
|Marriott/IEEE Standard Template (DOC, 156 KB)|
Contact: Donna Kelley (email@example.com)
|Template for an agreement with Marriott Hotels|
|Wyndham/IEEE Standard Template (DOC, 180 KB)|
Contact: Michelle Ilowite (firstname.lastname@example.org)
|Template for an agreement with Wyndham Hotels|
IEEE is ready to help. If you have questions about conference meeting and hotel contracts, please contact Conference Contracts.
Do you have other questions about organizing a conference? Please see IEEE Conference Organizer Contacts.
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