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Site selection for the larger conferences is usually done three to five years in advance, often before the complete Conference Committee is formed.
See How to Plan an IEEE Conference: Checklist & Timeline (PDF, 419 KB) for more information.
Criteria for site selection
Some of the criteria for the selection of the conference site are:
- Local industry or university support.
- Support and involvement of the local IEEE Organizational Unit.
- Easy domestic and international accessibility to conference location.
- Appeal of local attractions/climate including the season of the event.
- Accessibility for differently-abled attendees or attendees with special needs. See Addressing the Needs of Your Attendees for more information.
- Hotel facilities that can accommodate meeting room requirements and sleeping room needs. Large conferences must book a facility at least three years in advance.
- Nearby overflow hotels for additional meeting space and to provide alternative (generally less expensive) lodging for attendees.
- Concurrent events which may impact the conference.
- Environmental performance of the meeting facility and/or hotel.
Negotiating contracts
After the completion of the site selection process, contracts must be written for the space required. Below are some key factors when negotiating a contract.
- room rates
- complimentary rooms
- upgrades
- staff rooms
- meeting space
- exhibit space rental
- parking
- cancellation clause
- amenities
- cut/off date
- telephone surcharge
Several standard hotel contacts have been negotiated with major North American chains. Please note that contracts valued over US$25,000 must be forwarded to IEEE for review & execution. All others will be reviewed upon request.
Conference resources
Conferences provide an opportunity for technical professionals to share information and connect with each other.
Contact IEEE Conference Business Services
