IEEE Policies

Section 10 - Meetings, Conferences, Symposia and Expositions

» 10.1.1   Conference Objectives
» 10.1.2 Sponsorship
» 10.1.3 Interorganizational Unit Roles
                 & Responsibilities
» 10.1.4 General Approvals,
                 Endorsements, &
                 Notifications
» 10.1.5 Memorandum of
                 Understanding/Agreement
                 (MoU/MoA)
» 10.1.6 Conference Budgets
» 10.1.7 Conference Advances
» 10.1.8 Conference Bank Account
                 Signatures
» 10.1.9 Distribution of Surplus and
                 Deficits
» 10.1.10 Auditing of Conference
                   Finances
» 10.1.11 Conference Closings
» 10.1.12 Conference Chairs

» 10.1.13 Confidentiality
» 10.1.14 IEEE Member Participation
» 10.1.15 Registration Fee Requirements
» 10.1.16 Naming of IEEE Conferences
» 10.1.17 Use of the IEEE Logo
» 10.1.18 Contracting
» 10.1.19 Conference Insurance
» 10.1.20 Conference Publications
» 10.1.21 IEEE Services and Publicity
» 10.1.22 Tax Liability
» 10.1.23 Financial Support from Industry
» 10.1.24 Job Recruiting at Conferences
» 10.1.25 Participation Limitations for IEEE
                   Sponsored Events
» 10.1.26 Summary of Requirements for
                   Solely Sponsored/Co-
                   Sponsored Conferences
» 10.1.27 Summary of Requirements for
                   Technical Co-Sponsored/
                   Cooperation Conferences

10.1.5 Memorandum of Understanding/Agreement (MoU/MoA)

A Memorandum of Understanding/Agreement(MoU/MoA), sets forth the relationship and obligations of the involved parties. A MoU/MoA is required when two or more organizational units agree to provide co-sponsorship or technical co-sponsorship/technical cooperation to a conference. These organizational units may be all IEEE organizational units or IEEE and non-IEEE organizations as indicated in Policy 10.1.2.

As a minimum, a MoU/MoA shall describe the following areas:

Financial sponsorship and responsibilities of each organizational unit. These arrangements are needed for both liability and surplus distribution purposes (Policies 10.1.9 and 10.1.27).
Ownership of the Intellectual Property associated with a conference. This includes use of the conference name, slogan, copyright for publications, and/or logo ownership.
A clause specifying whether the conference proceedings will be included in IEEE Conference Publications Program (CPP), which includes posting of the proceedings in IEEE’s electronic database of articles (Policy 10.1.27).
Provisions for dissolving the relationship.
Complies with IEEE and other non-IEEE organization policies.
Assignment of conference management and other administrative responsibilities to the appropriate organizational units.
General conference management accountabilities such as assignment of chairs, organizational unit chairs for conference committees, steering committee obligations, location of the conferences, associated exhibitions, etc.

When a conference is sponsored jointly with another non-IEEE organization, the IEEE organizational unit shall assure that the IEEE financial responsibility is limited to the IEEE organizational unit's financial capabilities and does not extend to IEEE's corporate resources.

For conferences where IEEE organizational units are the sole sponsors, the IEEE Executive Committee has final authority in resolving any disputes. In the absence of a Memorandum of Understanding, the IEEE Executive Committee will adjudicate any matters.

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