Frequently Asked Questions

The Contract Execution Process was started in response to recommendations from the legal counsel of IEEE and it’s external auditors in order to protect the Institute from liability issues.

Region, Section, and Conference Chairs, Society Presidents and Management Council members can execute contracts less than US$25K. All other contracts must be executed by the Strategic Sourcing Department located at the Piscataway, NJ Operations Center.

Contracts will still be negotiated in the same manner. Some suggested items to look for while negotiating a contract are posted on this Web site under Contract Review Checklist. The Contract Initiator is responsible for all contract negotiations. Strategic Sourcing will assist if needed.

All contracts less than US$25K will be executed as they were, furnishing Strategic Sourcing with an executed copy. All contracts US$25K and over will be subject to the process and executed in Strategic Sourcing located at the Piscataway, NJ Operations Center.

Contract value is defined by multiplying the maximum annual amount of receipts or expenditures by the number of contract years.

Group rates should be extended for one to three days both before and after the conference.

Function/meeting room space should be complimentary if the room block is filled to an agreed upon percentage – usually 85-90%.

One complimentary room per 50 rooms booked is the standard; try to negotiate for more than the minimum. New York State is where IEEE is incorporated.

Value Added Tax/Goods and Services Tax.

BoD approval is required when a contract's monetary value is US$1.5 Million or more.

Vendor information is required when the vendor will be working on IEEE property (reference Web site for insurance information).