What: Set up an annual conference
Who: Conference Chair and Conference Committee
When: Begin 18 to 24 months before the conference
Section 10 - Meetings, Conferences, Symposia and Expositions (PDF, 782 KB)
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.
Even 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.
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.
The 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.
Co-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.
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.
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 MB). This workbook is an optional tool to help organize your conference financial information, prepare your budget, and track finances throughout the conference.
If 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.
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 at firstname.lastname@example.org.
Do you have feedback on the information on this page?
Please send your feedback to the Customer Relationship Management team at email@example.com.