Home > Conferences & Events > Organizers
On this Page:
What: Set up an annual conference
Who: Conference Chair and Conference Committee
When: Begin 18 to 24 months before the conference
IEEE Policies:
Section 10 - Meetings, Conferences, Symposia and Expositions
Timeline and quick links
| Planning Calendar | Quick Links |
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Tools and resources for conference planning
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.
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Submit the IEEE Conference Application
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.
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Complete the Memorandum of Understanding (MOU)
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.
Complete the POBC/COI 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.
Complete the IEEE Financial Reporting form and workbook
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.
Submit the Conference Publication form
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.
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.
Contact Information
IEEE Meetings, Conferences and Events Customer Relationship Management is available to assist you with all of your conference needs.
E-mail ieee-crm@ieee.org with questions or concerns, or call:
Toll-Free: +1 855 340 4333 (US & Canada)
Toll: +1 732 562 3878 (all locations)
Conference resources
Conferences provide an opportunity for technical professionals to share information and connect with each other.
