This page contains answers to some of the most frequently asked questions regarding meetings and registration.
How can I make a change to my hotel reservations or meeting attendance?
The fastest, most efficient way to make a change is to follow the instructions in your registration confirmation. If you have any questions about your registration, send an e-mail to email@example.com. All requests are responded to within one business day. Note that changes to hotel reservations often take two to three business days to confirm.
Can you take my meeting registration over the phone?
In order to collect pertinent information such as emergency contacts and special dietary needs, the best method is for you to register via the online site, and then contact us with any additional information or help you may need.
What if I need a hotel reservation outside the dates given?
Please follow the instructions on the website, and fill in your desired dates in the “comments” section of the online registration form. We will check availability with the hotel and confirm back to you. Please note that this process may take one to two business days, depending on the size of the meeting you are attending.
If I want to receive hotel reward points, can I pay for my own room?
As approved by the IEEE Board of Directors, beginning 1 January 2012, all reimbursable room nights shall be charged directly to the IEEE master bill where one exists. Attendees are not permitted to request to pay separately for their hotel rooms and then submit the expense to IEEE for reimbursement. Hotel rewards points can be collected for incidentals, and when the hotel rewards number is entered in the appropriate field during the registration process, it will be supplied to the hotel.
Will I still receive a tax exemption if I book my sleeping room on my own?
No, IEEE is tax exempt in some states but usually it is required that the meeting/sleeping room bill is paid for by IEEE directly.
Can you send me/my attendee a visa letter for my trip to the U.S.?
Meeting Planning Services cannot provide you with a letter of invitation for your visa application. However we will forward your request to the meeting chair or Organizational Unit contact, and they can assist you.
Do I need a passport for a meeting in Canada?
As of 23 January 2007, all passengers, including U.S. citizens, traveling by air to and from Canada must have a valid passport.
How do I make travel arrangements?
You may make your travel arrangements on your own, or you are welcome to use IEEE's preferred travel agency, World Travel, Inc. Please note that direct billing is no longer available and you are responsible for payment for your travel arrangements and will need to submit an expense report for reimbursement, if applicable.
I have specific dietary needs, how I can be sure they are accommodated?
When planning the menus, specific dietary needs will be taken into account (vegetarian, diabetic, etc.). You will have an opportunity on the online registration form to note your specific needs.
I have mobility needs, or other issues, and need special arrangements in my hotel room. How can I be sure they are accommodated?
Please contact firstname.lastname@example.org. You will also have an opportunity on the online registration form to note your specific needs.
Where do I send my expense report?
Your expense report should be sent to the main staff contact for the meeting. If you are unsure, please forward your expense report to email@example.com and we will send to the proper person.