Memorandum of Understanding (MOU)

All MOUs must identify:

• the parties involved;
• the name of the event;
• the duration of the MOU;
• the role of each party;
• how the MOU can be terminated;
• contact information of signing parties.

Technical MOUs must include the information in Section I and also identify:

• Ownership of the copyright to the intellectual property developed under the MOU.
• Whether the conference proceedings will be included in IEEE Conference Publications Program (CPP).
• Guidelines for the usage of the IEEE Master Brand (PDF, 3.11 MB).

Technical Co-sponsor MOU templates:  

Sponsorship MOUs must include the information in Sections I and II and also identify:

• The financial split between sponsoring parties and the sharing of any profit/loss.
• The person(s) or committee responsible for defining the roles of the conference organizing committee.
• The person(s) or committee responsible for oversight of the conference.
• Responsibility for Value Added Tax (VAT) when applicable.

All Sponsorship MOUs must include the following statements:

• "Each sponsoring party is responsible for providing general liability insurance coverage in proportion to their financial interest in the Conference."
• "The Conference shall be planned and conducted according to IEEE Policies Section 10 – Meetings, Conferences, Symposia and Expositions."

Sponsor MOU templates:

A Fiscal Agent MOU is required when a third party, with no financial interest in the conference, receives and/or disburses funds related to the conference. An IEEE Conference Finance Services representative will work with you to determine if you should use a Fiscal Agent MOU.

Fiscal Agent MOUs must include the information in Section I and also identify:

• the location of the conference funds;
• the process for paying expenses;
• a timetable outlining when statements of the account will be given to the Conference Treasurer;
• responsibility for VAT (when applicable).

The following statements must be included in the Fiscal Agent MOU:

• “Conference funds belong to the 20XX IEEE XXXXX Conference."
• “Deposits made in the conference’s account will be adequately safeguarded from loss.”
• “The Fiscal Agent will close the account within six months from the last day of the conference. Proof of closure of the account will be sent to IEEE at conference-finance@ieee.org. All remaining funds are to be sent to IEEE Conference Finance Department; 445 Hoes Lane, Piscataway, N.J. U.S.A. 08855-1331. The following notation should accompany the funds: “To close the account of the 20XX IEEE XXXXX Conference.”
• “The Fiscal Agent will comply with generally accepted accounting rules in effect in the country where the conference will take place.”

Fiscal Agent MOU template:

• Fiscal Agent MOU (formerly Bank MOU) (DOC, 48 KB)

If an MOU is currently in place that defines the relationship of the co-sponsoring parties, it is not necessary to rewrite the MOU. However, it is recommended that the templates are reviewed and when possible, the legal clauses (indemnification, proprietary or confidential information, compliance with laws, notices, miscellaneous/general terms and counterparts) are incorporated.

It is recommended that MOUs are submitted with the IEEE Conference Information Schedule. If you do not submit it with the Information Schedule, please email it to:conference-services@ieee.org.