IEEE Policies | 
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Section 10 - Meetings, Conferences, Symposia and Expositions
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Conferences are responsible for obtaining needed
insurance coverage for the conference and
associated events. IEEE can provide such coverage as
stipulated in the IEEE Finance Operations Manual. |
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10.1.20 Conference Publications Conferences typically produce proceedings that are provided at the conference to attendees and/or are available for sale after the conference. Ownership of these publications is determined by copyright. Publications resulting from conferences solely sponsored by IEEE shall follow the procedures in the PSPB Operations Manual. Conferences in which the lead sponsor is not an IEEE organizational unit(s) are urged to follow these policies and procedures. Title, format and content shall conform to procedures which shall be specified in the PSPB Operations Manual. Post conference distribution of these publications
may be handled by the IEEE Conference Publications
Program (CPP), which facilitates inclusion in the
portfolio of IEEE electronic dissemination
products. Participation in this program requires
the completion of the IEEE Conference Publication
Form, which should be submitted to IEEE Conference
Services. This form allows the proceedings to be
considered for post-conference distribution
through the CPP. IEEE sponsoring organizational
units makes the initial decision on participation
and terms, with the concurrence of the CPP
staff. See the IEEE Meetings Organization
Manual for details. |
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10.1.21 IEEE Services and Publicity IEEE solely sponsored/co-sponsored conferences are
entitled to IEEE services at the not-for-profit
rate, i.e., mailing labels, printing and mailing
services at the not-for-profit rate. IEEE
solely sponsored/co-sponsored conferences are
encouraged to advertise in publications.
Some limitations based on space may be
enforced. Sponsoring organizational unit
approval is required before the advertisement is submitted. |
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10.1.22 Tax Liability Resulting from Sales and Order Handling in Conjunction with Conference Exhibits Conferences are responsible for ascertaining and complying with any tax liabilities associated with the sales and ordering of items at a conference. The IEEE is a not-for-profit organization, incorporated in New York State, USA. IEEE holds conferences and meetings throughout the world and the legal and tax requirements can vary greatly for each site. In the United States, the IEEE is exempt from paying income taxes and is also exempt from paying sales taxes on purchases in some states. Some states require sales taxes to be collected on-site for conference sales of books and other items. Order taking can be done without consideration of sales taxes. Outside of the US, there are other transaction taxes that may be required to be collected by conferences for on-site sales, such as Value Added Tax (VAT) and the Goods & Services Tax (GST) in Canada. It may be required to collect transaction tax on registration fees. There are also exemptions from paying transaction tax and the rules are unique by country. In most countries, but not all, the IEEE is exempt from paying income taxes. Because the laws and requirements of each country, state and province vary and to be able to exercise fiduciary duty, it is of great importance that each conference contact the IEEE Corporate Compliance and Tax Administration Office tax-staff@IEEE.org to find out the specific legal and tax requirements to operate at their site. This must be done very early in the planning stages of the conference, if planned properly, some tax savings may result.» Back to Top |
