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Home  >  Conferences & Events  >  Organizers

This section details some of the required documentation for setting up a conference.

 

How to organize an IEEE Conference: checklist and timeline

  • Consult How to Organize an IEEE Conference: Checklist and Timeline (PDF, 419 KB) for a step by step guide to IEEE Conference planning, including compliance, proceedings, financial closing and more. This timeline is designed as a guide and is based on the planning process of a conference with approximately 200-250 attendees. Please adjust to suit the needs of your individual conference.

 
 

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Business and legal

 
 

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Finance

  • Submit conference financial information using the IEEE Financial Web form. You will need the conference record number assigned when you completed the Information Schedule.
  • A Certification of Accuracy (XLS, 31 KB) must be submitted with your financial closing information and must be signed by both the Conference Treasurer and Conference Chair (or alternate).
  • The 1099 & 1042 Schedule of Payments (XLS, 50 KB) is required by 10 January of each year for payments made the previous year.
  • W-8 / W-9 Forms must be completed by individuals receiving payment from IEEE. The W-9 Form (PDF, 4 KB) is completed by individuals who have either a U.S. Social Security Number or a U.S. Employer Identification Number.  The W-8 Form (PDF, 4 KB) is used to declare an individual's status as a US non-resident alien or foreign national working outside of the United States.
  • The Financial Reporting Workbook, including Budgeting, Summary, Revenue and Expense Detail forms (XLS, 1.39 MB) is an optional tool to help organize your conference financial information.
  • Completing the Conference Audit Material Checklist (DOC, 32 KB) will be useful if you are using IEEE Internal Audit.  
  • IEEE Concentration Banking offers IEEE geographic units, conferences and Standards Developing Committees a bank account with unlimited check writing privileges, which pays a higher rate of interest than traditional business checking accounts. It is optional, but highly recommended. Related forms include:

 
 

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Conference publications

 
 

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Additional resources

  • Need more help? See Additional Resources for tips, guidelines and non-required forms and documents. 

 
 

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Conference resources

Conferences provide an opportunity for technical professionals to share information and connect with each other.

conference attendee taking notes

 

 

 

 

Contact IEEE Conference Business Services

Contact IEEE Conference Finance

Contact IEEE Conference Publications