10.1.4
General Approvals, Endorsements, & Notifications
There are three types of conference approvals that
must be sought. They are:
Organizational unit approvals from all sponsoring
organizational units
- IEEE Conference Services budget approvals
- Organizational unit cross endorsement
All approvals and endorsements should be obtained
at least a year in advance of the proposed
conference.
The IEEE Conferences Committee and ultimately the
IEEE Executive Committee have responsibility for
review, approval and conflict resolution of all
IEEE conferences, including those co-sponsored
with non-IEEE organizations.
Organizational
Unit Approval
The conference committee is responsible for
obtaining organizational unit sponsorship.
Approval from all sponsoring organizational units
is required. The sponsoring organizational
unit must approve the place, date, and subject
matter to be covered for all conferences.
Since organizational units are ultimately
responsible for the financial accountability of
their solely sponsored and co-sponsored
conferences, the organizational unit must approve
the conference budget prior to its submission to
IEEE Conference Services for approval. Sound
financial planning, benefit to the membership, and
absence of conflict with other conferences shall
be criteria for organizational unit approval.
IEEE Conference Services Approval
IEEE Conference Services shall approve all
conference budgets exceeding $25K in
revenue/expenses. This approval can be obtained by
submitting a detailed budget to IEEE Conference
Services at least one year in advance of the
conference, but earlier submission is strongly
recommended. Written confirmation of
organizational unit’s budget approval must
be included with the detailed budget (Policy
10.1.6).
Conference Services shall be notified of the
place, date and subject matter to be covered for
all IEEE conferences. If a conference falls
in any of the following three categories, the IEEE
Conferences Committee shall be informed if the
activity(ies):
- is solely sponsored or co-sponsored by a
geographic organizational unit, (e.g. Chapter,
Section, Region) where there is the intention
of drawing substantial attendance from outside
the geographic area of a single Section, or
- contains commercial exhibits, or
- coincides with another organization’s
conference that requires a security clearance
for admission.
All notifications should be made through IEEE
Conference Services. The IEEE sponsoring
organizational unit is responsible for the
submission of all information requiring IEEE
Executive Committee or designee approvals.
The data from the Conference Information Schedule
shall be entered into the IEEE Meetings Database
and used by IEEE Conference Services to answer
requests for conference information and will be
included in the Conference Search, Call for Paper
Search and other promotional activities.
Cross Endorsements
Cross endorsement is the endorsement from
one organizational unit for another organizational
unit’s conference. Cross endorsement
typically occurs between geographic and
non-geographic organizational units. It is
recommended cross endorsement be sought from the
Section, when a conference is being held in the
geographic area of the Section if the conference
is sponsored by another IEEE geographic or
non-geographic organizational unit. It is
recommended cross endorsement be sought from the
non-geographic organizational unit (Society, EAB,
IEEE-USA, and SA), when another geographic or
non-geographic organizational unit is holding a
conference in its field of interest. Cross
endorsement is expected to be timely and should be
requested during the planning stages of the
conference.
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