Required Documentation for IEEE Conferences

Find a conference

Organize an IEEE conference

Initiating conference approval

Managing financial reporting

Planning a technical program

Publishing conference papers

Coordinating registration

Required documentation

Additional resources

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.

Submit the IEEE Conference Information Schedule to register your conference with IEEE, obtain a conference number and be listed on the IEEE Conference Search and the IEEE Call for Papers.
The Principles of Business Conduct and Conflict of Interest (POBC/COI) form is to be completed by the General Chair and Finance Chair/Treasurer.
A Memorandum of Understanding is required when two or more organizational units (OUs) agree to provide technical or financial co-sponsorship to a conference. These OUs may be IEEE organizational units or IEEE and non-IEEE organizations. Information and sample templates are available.
Templates of Contracts and Legal Documents provide information on hotel and other contracts, including standard hotel contracts with select North American chains.
Insurance coverage for an IEEE Conference begins once the Conference Information Schedule is approved. Conference Insurance Information details the types of coverage IEEE Conference Organizers receive, and provides information on additional event cancellation insurance.

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:

The IEEE Conference Publication Form is required for post-conference distribution (including IEEE Xplore®). This must be submitted at least six (6) months prior to the conference.
IEEE Copyright Form must be submitted with each paper.