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All conference contracts with a value of US$25,000 or greater must be reviewed by the IEEE Conference Contracts Department. Conference contracts less than US$25,000 will be reviewed upon request.

 

Meeting management

The Meeting Management Template (DOC, 93 KB) is a template for an agreement between IEEE, on behalf of a given IEEE Organizational Unit’s Conference Committee and a given Management Company for services rendered related to a conference.

 
 
 

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Generic IEEE standard hotel template

The Sample Hotel Contract/Template (DOC, 166 KB) is a template that can be used for an agreement between IEEE, on behalf of a given IEEE Organizational Unit/Conference Committee and a given Hotel, in connection with an IEEE Conference/Meeting.

 
 

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Specific hotel chain standard templates

Standard agreements have been negotiated with several major North American Hotel Chains. When doing business with the chains listed below, please use their specific contract template.

The templates were negotiated to standardize specific legal clauses. "Terms of Sale" (i.e., number of sleeping room nights, room rate, meeting space, concessions) are to be negotiated with the hotel.

Contracts are password protected and allow the tracking of changes. For changes to be accepted, please forward the contract to conference-contracts@ieee.org.

IEEE National/Global Account Representatives will work with conference organizers to ensure national contracts are honored locally. Please contact the IEEE Conference Contracts Team for current contact information.



Disney
Disney/IEEE Standard Template for Florida, USA properties only (DOC, 224 KB)
Disney/IEEE Standard Template for California, USA properties only (DOC, 275 KB)

Fairmont
Fairmont/IEEE Standard Template (DOC, 137 KB)

Hilton
Hilton Standard Agreement Template (DOC, 182 KB)
representing Hilton, Conrad Hilton, Waldorf Astoria, Embassy Suites and Double Tree

Hyatt
Hyatt Standard Agreement Template (DOC, 157 KB)
representing Hyatt Regency, Grand Hyatt and Park Hyatt

IHG
IHG Standard Agreement Template (DOC, 60 KB)
representing Intercontinental, Crowne Plaza and Holiday Inn

Marriott
Marriott Standard Agreement Template (DOC, 156 KB)
representing Marriott, JW Marriott, Ritz Carlton, Renaissance, Gaylord Hotels and Courtyard by Marriott

Starwood
Starwood Standard Agreement Template (DOC, 179 KB)
representing Sheraton, Westin, Four Points, St. Regis, Le Meridien and W Hotels


 

 
 

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Contact Information

IEEE Meetings, Conferences and Events Customer Relationship Management is available to assist you with any questions.

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E-mail ieee-mce@ieee.org with questions or concerns, or call:
Toll-Free: +1 855 340 4333 (US & Canada)
Toll: +1 732 562 3878 (worldwide)

Conference resources

Conferences provide an opportunity for technical professionals to share information and connect with each other.

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Contact IEEE Conference Contracts

Additional resources