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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.

 

Reviewing 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.

checkmarkIEEE 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:

  • review the MOU;
  • Enter your name, title and email address;
  • choose Approve or Decline;
  • If you choose decline, enter a reason for declining the MOU.

If the sponsor declines the MOU, IEEE will contact the person that submitted the application and all sponsoring representatives. IEEE will work with those mentioned to update the information in your IEEE Conference Application.

light bulbDid 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'll need to create an MOU using a conference template. Contact conference-services@ieee.org for more information.

 
 
 

MOU Information

IEEE creates the MOU using information you entered in your IEEE Conference Application.

All MOUs include basic sponsor information:

  • the parties involved;
  • the name of the event;
  • the duration of the MOU;
  • the role of each party;
  • how the MOU can be terminated;
  • compliance with sponsoring entity's organization policies;
  • contact information of signing parties.

All MOUs include information about the technical program responsibilities:

  • each sponsor's direct and substantial involvement in developing the technical program;
  • paper review process;
  • ownership of the conference name and other intellectual property (not including the Conference; Publication copyright);
  • if this conference will be producing a Conference Publication;
  • Ownership of the Conference Publication copyright;
  • if the conference will request publication of conference proceedings in IEEE Xplore;
  • guidelines for using the IEEE Master Brand.

MOUs for financial co-sponsorships include the basic sponsorship information, information about the technical program sponsorship, and information about the financial responsibilities:

  • the financial split between sponsors;
  • how sponsors will share any profit/loss;
  • assignment of administrative responsibilities;
  • who appoints the conference committee chairs and other key members;
  • who is on the oversight committee;
  • who is responsible for indirect taxes, such as the Value Added Tax (VAT) when applicable.

light bulbDoes your conference have an existing executed MOU in effect for your conference? If so, be sure to alert Conference Operations using the "Comments" field in Step 7 when you submit your IEEE Conference Application.

A Fiscal Agent MOU (formerly Banking MOU) is required when conference related funds are held in an account where IEEE does not have access.

 
 
 

Who do you talk to at IEEE?

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 see IEEE Conference Organizer Contacts.

Do you have feedback on the information on this page?

  • Is there missing or incorrect information?
  • Do you have a tip to share?

Please send your feedback to Conference Services.

 
 
 

Contact Information

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

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Meet MCE!

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)

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