Section 10 - Meetings, Conferences, Symposia and Expositions

10.1.11    Conference Closings

All IEEE solely sponsored and co-sponsored conferences must within six months of the conference date (Policy 10.1.4):

• close their bank accounts,
• distribute their surplus,
• repay advances,
• complete the detailed final financial reports,
• complete the audit, if required.

Many of these items are required by U.S. Internal Revenue Service regulations and the IEEE audit process.  All documentation must be reviewed and approved by the sole sponsor or co-sponsoring organizational units and IEEE Conference Services. Conference Services will officially close the conference, once all of the above information has been submitted.

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10.1.12    Conference Chairs

The conference chair of a solely sponsored IEEE conference should be a member of IEEE. The conference chair of a co-sponsored conference where all organizational units are IEEE should also be a member of IEEE.  Qualified individuals who are not members of IEEE may serve as sub-chairs or consultants to the Conference.

In conferences for which IEEE is a co-sponsor with a non-IEEE organization, Conference Chairs should be members of either IEEE or the co-sponsoring entity.  Exceptions to this may be made only with the consent of all sponsoring entities.  Based on the Memorandum of Understanding/Agreement (MoU/MoA), the Chairs may rotate between sponsoring entities.

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10.1.13    Confidentiality

IEEE policy requires that conferences maintain confidentially in handling submitted papers.  Therefore a conference committee should treat the contents of submitted papers/abstracts as privileged information and should not disclose this information to others not involved in the review process prior to the presentation or publication.  The conference committee shall ensure that referees are aware of this policy. It is expected that anyone with access to a paper under review will not make inappropriate use of the special knowledge which that access provides.

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10.1.14    IEEE Member Participation

All IEEE members, regardless of grade or any similar consideration, shall be admitted (upon payment of appropriate registration fees, if any) to any and all for conferences and any associated events of which IEEE is a sole sponsor or co-sponsor.  Space limitations may require a policy of first come, first serve.  IEEE will not act as a sole sponsor or co-sponsor for any assemblage in which participation is subject to security/export clearance or any other restriction of either governmental or industrial nature.

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10.1.15    Registration Fee Requirements

IEEE solely sponsored and co-sponsored conferences, must have a member/nonmember individual registration fee differential, whether paid in advance or at the door.  The amount of the differential shall be at least 20% above the IEEE member fee, the exact amount being set by each Conference Committee. Conferences may establish a registration fee lower than the IEEE member fee for sponsoring organizational unit members.

Conferences where IEEE is the sole sponsor must have a reduced fee, waiver of fees, or fee differential for Student members and Life Members.  Reduced fees, waiver of fees, or fee differential for unemployed IEEE members, retired members, and for special registrants (e.g., guests, speakers, and exhibitors) are permitted at the discretion of the Conference Committee.  The individual registration fee for Life Members must be no more than that for Students.

At the discretion of the Conference Committee, the IEEE member registration rates may apply to members of non-IEEE co-sponsoring, cooperating organizations, or sister societies.

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