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Home  >  Conferences & Events  >  Organizers

 

How to set up a conference

You are setting up a conference. You held the conference last year (or some time in the past), but you need to be reminded about the basic requirements. The information on this page will provide you with an overview of the forms you need to get started.

light bulbEven if you’re familiar with the basic requirements, you might want to review the section Starting a New Conference to see if there are any changes to IEEE conference guidelines and to find more advice on running a conference.

 
 

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Submit the IEEE Conference Application

Required Task for Conference Organizers Submit the IEEE Conference Application to register and request approval for your conference from IEEE. Your conference must be approved by IEEE before you can promote IEEE sponsorship or use the IEEE brand. After your conference is approved, your conference will be listed on the IEEE Conference Search and IEEE Call for Papers.

light bulbThe IEEE Conference Application replaces the IEEE Information Schedule. The new application is built on the IEEE Conference Exchange (ICX) platform, which makes the application process faster and more efficient. You can spend less time entering data. You can check the status online, and the Memorandum of Understanding (MOU) is automatically generated.


 

 
 

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Complete the Memorandum of Understanding (MOU)

Required Task for Conference OrganizersCo-sponsorships and technical co-sponsorships require a Memorandum of Understanding (MOU). The MOU is generated automatically using the sponsor information you entered in the IEEE Conference Application. IEEE sends each of the sponsors a link to an online MOU form.

 
 

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Complete the POBC/COI form

Required Task for Conference Organizers After your conference is approved, the general chair or any other conference organizer making business or purchase decisions for a conference must complete the Principles of Business Conduct/Conflict of Interest (POBC/COI) form.

 
 

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Complete the IEEE Financial Reporting form and workbook

Required Task for Conference Organizers Submit conference financial information using the IEEE Conference Financial Reporting form. You will need the conference record number assigned when you submitted the IEEE Conference Application.

Enter the conference financial information in the IEEE Conference Reporting Tool Workbook (XLS, 1.4 MB). This workbook is an optional tool to help organize your conference financial information, prepare your budget, and track finances throughout the conference.

 
 

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Submit the Conference Publication form

Required Task for Conference OrganizersIf you plan to submit your conference papers to the IEEE Xplore® Digital Library, you need to submit the Conference Publication form for approval. Even if your application is approved, IEEE can decline to publish any conference proceedings that do not meet the IEEE quality standards.

 
 

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Who do you talk to at IEEE?

IEEE is ready to help. If you have questions about setting up a conference or about other conference organizing needs, contact the IEEE Meetings, Conferences and Events Customer Relationship Management (CRM) team

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 the Customer Relationship Management team.

 
 

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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)

Conference resources

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

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