Registration fees are the main source of revenue for a conference. Conferences need to set fees that will cover the cost of running the conference and attract the most number of attendees. IEEE conferences set varying registration fees for members, non-members, Life members, students, and members of associated organizations.
The finance committee or treasurer sets registration fees when preparing the budget. A conference has to estimate the anticipated revenue and expenses before setting registration fees.
When setting registration fees, consider:
If you are organizing a new conference, you may not know what your registration fees should be. IEEE can help you estimate your fees.
Clearly define the fees for each group attending the conference. Put in place procedures to collect payments and track all categories of registration, including attendee types, exhibitors, speakers, and VIPs.
|Member||The base registration fee for the conference|
|Non-member||20% or more than the member registration fee paid in advance or on site. A benefit of membership is reduced fees at conferences, so you want to charge non-members more than members|
|Sponsoring organization (IEEE)||Equal to or less than the member registration fee. You may provide a reduced fee to members of the sponsoring organization to encourage members from their organization to attend|
|Co-sponsoring organizations (non-IEEE)||Equal to or greater than the member registration fee. You may provide a reduced fee to members of the sponsoring organization to encourage members from their organization to attend|
|Student member||Reduced or waived fees. Required where IEEE is the sole sponsor|
|Life member||Reduced or waived fees. Required where IEEE is the sole sponsor. The registration fee for a Life member must be the same or less than the Student member fee|
Unemployed IEEE members
Retired IEEE members
Special VIP guests
|Reduced or waived fees. Reduced fees for these groups is at the discretion of the Conference Committee of the sponsoring organization|
|Non-members who join IEEE||The difference between a member fee and a non-member fee paid by the attendee can be applied toward membership enrollment in IEEE|
Most conferences offer a discount for attendees who register early. Lower advance-registration fees encourage attendees to register early. Early-registration trends can let you know if you need to increase publicity for your conference.
Many conferences include all meeting activities in the registration fee. Other conferences charge extra for activities and special events. You need to decide which payment method is best for your conference.
|One fee for registration and all activities|
|Basic registration fee and optional fees added on for special events and activities|
Clearly state the refund policy on the registration form and conference Web site and in the registration-confirmation letter. Include information about the refund policy in conference promotional materials.
Typical refund policies:
IEEE is ready to help. If you have questions about setting registration fees, please contact IEEE Meeting and Conference Management (MCM).
Do you have other questions about organizing a conference? Please see IEEE Conference Organizer Contacts.
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