Managing Conference Finances

• submit a conference budget with approval from all IEEE financial sponsors;
• open a conference bank account (which will be closed at the end of the conference);
• submit the Principles of Business Conduct/Conflict of Interest form;
• request a conference loan (only if needed);
• comply with local and indirect tax regulations;
• submit a conference committee list.

The finance chair is responsible for the conference budget, including submitting the budget, legal and tax reporting, and closing the conference after it has occurred.

• Submit your conference budget approximately one year before the start of the event.
• Financial sponsors must also submit written approval of the conference budget to IEEE Conference Finance Services.
• Review your budget eight to nine months before the conference.
• Send budget updates to IEEE. This will allow you to adjust your expenses if necessary.

Submit your conference budget using the IEEE Financial Reporting Form

Organize your conference financial information with the Financial Reporting Workbook (XLS, 1.4 MB)

All conferences must open a bank account to hold all conference funds and must provide IEEE Conference Finance Services with access to it. Conference Finance Services recommends an IEEE Concentration Banking Account for all US-based conferences. 

Learn more about opening a conference bank account

The Conference Chair and Treasurer and anyone making business or purchase decisions for all conferences that are financially sponsored by IEEE must submit the IEEE Principles of Business Conduct/Conflict of Interest (POBC/COI) form.

Learn more about the Principles of Business Conduct/Conflict of Interest (POBC/COI) form

The country or local government where your conference is held may have specific tax requirements. Contact Conference Finance Services for guidance on tax requirements for your conference.

Each conference must comply with local taxes and indirect taxes, such as the Value Added Tax (VAT) and Goods and Services Tax (GST) in Canada.

Learn more about tax information for IEEE conferences

If your conference plans to make payments to individuals or companies other than for expense reimbursements, then you must obtain a W-8 or W-9 form before paying for their services.

• The W-8 form is required for non-US individuals and companies.
• The W-9 form is required for individuals and companies who have either a US social security number or a US employer identification number. This may include independent contractors.

Learn more about related tax information and complete the W-8 and W-9 forms

You may need to hire temporary staff to help run the conference. These may include conference-management services, staff from a temporary agency, or independent contractors.

If your conference is held in the US or you plan to hire US people for a conference outside the US, you must get approval from IEEE to hire an independent contractor.

Learn about hiring an independent contractor and submitting the Independent Contractor Agreement form

The Finance Chair is responsible for submitting the Conference Committee list to Conference Finance Services. If you later have changes to the committee, submit an updated list so that everyone on the Conference Committee is covered. 

Learn more about conference insurance

IEEE is ready to help. If you have questions about managing conference finances, please contact Conference Finance Services.

If you have other questions about organizing a conference, please see IEEE Conference Organizer Contacts.

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