A Memorandum of Understanding (MOU) is required when two or more entities agree to provide co-sponsorship to a conference. These entities may be all IEEE organizational units or IEEE and not-for-profit non-IEEE organizations.
See IEEE Policy 10.1.5 for more information on the MOU.
After you submit the IEEE Conference Application, IEEE requests confirmation of your conference sponsorship. If you have more than one sponsor for your conference, IEEE will send each sponsor a link to an online MOU form. The form is specific to your conference and is based on the sponsor information you entered in the IEEE Conference Application.
IEEE sends the MOU to the sponsor signatory who was entered in the IEEE Conference Application. As the signatory, the person authorized to enter into contract agreements for your conference, you can:
If the sponsor declines the MOU, IEEE will contact the person who submitted the application and all sponsoring representatives. IEEE will work with those mentioned to update the information in your IEEE Conference Application.
Did you submit your conference for approval using the Conference Information Schedule instead of the IEEE Conference Application? (Your conference record number would be less than 30000.) If so, you will need to create an MOU using a conference template. Contact Conference Services for more information.
IEEE creates the MOU using information you entered in your IEEE Conference Application.
All MOUs include basic sponsor information, including:
All MOUs include information about the technical program responsibilities, including:
MOUs for financial co-sponsorships include the basic sponsorship information, information about the technical program responsibilities, and information about the financial responsibilities, such as:
A Fiscal Agent MOU (formerly Banking MOU) is required when conference-related funds are held in an account where IEEE does not have access. Fiscal MOUs are not created automatically through ICX.
IEEE is ready to help. If you have questions about conference agreements, please contact Conference Services.
Do you have other questions about organizing a conference? Please contact the IEEE Meetings, Conferences and Events Customer Relationship Management (CRM) team.
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