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.
The Meeting Management Template (DOC, 81 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.
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.
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 (DOC, 28 KB) etc.) 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 firstname.lastname@example.org.
IEEE National/Global Account Representatives will work with conference organizers to ensure national contracts are honored locally. If planning a conference or meeting at one of the chains listed below, please contact the IEEE National/Global Representative first.
Conference Contract staff are currently negotiating standard contracts with other hotel and resort chains. Please check back often.
Hilton/IEEE Standard Template (DOC, 217 KB)
Rocco La Forgia, Director of Sales, email@example.com
Disney/IEEE Standard Template for Florida, USA properties only (DOC, 280 KB)
Disney/IEEE Standard Template for California, USA properties only (DOC, 276 KB)
Diana Voto, National Sales Director, diana.voto@Disney.com
Fairmont/IEEE Standard Template (DOC, 135 KB)
Elizabeth Maisonet, Director Global Accounts, firstname.lastname@example.org
IEEE Standard Template (DOC, 181 KB)
Donna Kelley, Association Account Executive, email@example.com
Conferences provide an opportunity for technical professionals to share information and connect with each other.