IEEE Policies

10.1.16    Naming of IEEE Conferences

This naming policy applies to the naming of all sole sponsored and co-sponsored conferences where all involved entities belong to IEEE. They do not apply to conferences that are co-sponsored with a non-IEEE organizational unit or technical co-sponsorship/technical cooperation conferences. Naming policies are:

The conference title must include IEEE for identification purposes.

Inasmuch as the IEEE is, by its Constitution, a transnational society, and inasmuch as conferences are held under IEEE sponsorship in many countries, the adjective "national" must not be used in the name of an IEEE sponsored conference.

A conference may use the word "international" in its title if the conference reflects a significant degree of international character. This should require a reasonable expectation that the technical program will include a significant number of papers from authors representing at least three countries. It is also required that the conference Technical Program Committee have a similar demographics in its roster.

Uniform, internationally-accepted, review procedures shall be adopted, and the acceptance of papers shall be based only on their quality and suitability for the conference, and independent of the race, religion, sex and nationality of the author(s).

The name of a conference shall be used in all publicity programs, and related material pertaining to the conference.

If a conference is part of a series, the year must be included as the first item in the title, followed by IEEE, and finally followed by the specific conference name. Consistency in naming is essential for reference and publications.

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10.1.17    Use of the IEEE Logo

Solely Sponsored conferences must have the IEEE logo on all promotional material and publications along with the organizational unit logo(s).

Co-Sponsored conferences, where all involved entities are IEEE, must use the IEEE logo on all promotional material and publications along with the organizational unit logo(s).

Co-Sponsored conferences, where at least one organizational unit is non-IEEE, are encouraged to use the IEEE logo on all promotional material and publications along with the organizational unit logo(s).

Technical Co-Sponsorship/Technical Cooperation conferences are allowed to use the IEEE logo on promotional material and publications, along with the entity logo(s) but shall not use the name “IEEE” in the title of the conference.

Guidelines for Use of the IEEE Logo and Logotype “IEEE” can be found in policy 6.3.2 & 12.1 and on the IEEE Web Site, www.ieee.org/web/publications/rights/idstandards.html.

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10.1.18    Contracting

Conferences will require contracts for various services.  These services include but are not limited to hotel services, publication services, CD-ROM services, and conference management services.

All contracts shall be reviewed by the sponsoring or co-sponsoring organizational units and IEEE Conference Services prior to final approval and execution.  All contracts in excess of USD $25,000 either in receipts or payments shall be executed by IEEE Procurement and Contract Administration as stipulated in the IEEE Finance Operations Manual.

All Conference Contracts with a value of less than USD $25,000 shall be maintained in a readily accessible file at IEEE Conference Services.  It is the responsibility of the conference chair to promptly send a copy of the contract, when executed, to IEEE Conference Services for retention.

It is the policy of the IEEE that no member of a Conference Board/Committee shall have a conflict of interest, (Policy 9.9) relative to the awarding of contracts for a conference.  In signing a contract, competitive bidding procedures shall be used whenever practical.  If competitive bidding is not used, the Conference Chair shall be prepared to provide justification upon request.

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