IEEE Policies | 
Printer Friendly |
Section 10 - Meetings, Conferences, Symposia and Expositions
|
The detailed conference budget should provide all needed financial information, indicate clearly the extent of participation of each organizational unit, and be consistent with analysis of the attendance and financial results of any preceding conference on the same subject. Conference Chairs shall submit budgets to the sponsoring organizational unit as far in advance as is feasible, but at least in time for the sponsoring organizational unit to meet the requirements of Policy 10.1.4. If a budget cannot be submitted at least one year prior to the proposed date of the conference, the IEEE Conference Services shall be notified of the circumstances. It is recommended that budgets be reviewed every six months and updated if needed to reflect any conference planning aspects that may have changed. All requests for budget approval which require the approval of IEEE be accompanied by written approval of the IEEE sponsoring organizational units. In addition the request should state whether cross endorsement has been sought (Policy 10.1.4). All conference budgets submitted for approval should be set to generate a minimum surplus of 20% over projected expenses. During the course of the conference planning, if substantial financial changes are made to the originally submitted budgets, a revised budget should be resubmitted for further approvals to the appropriate organizational unit and IEEE Conference Services. Failure to submit a budget or failure to identify any circumstances affecting the advisability of proceeding with a conference may result in action from the IEEE Executive Committee or designee. The IEEE Executive Committee or designee reserves its right to modify the terms of or in extraordinary cases to cancel approval of the conference. Budgets for ancillary conferences, Short Courses or Expositions held either directly following or preceding a conference can be included within the main conference budget. However, income and expenses from these activities should be clearly identified. The use of conference funds for the purpose of hosting visitors requiring intercontinental travel is a legitimate conference expense if approved by the conference committee. Such support, including travel expenses, should be included in the budget. When such a budget item is requested, the chair of the conference should establish a committee specifically charged with the responsibility of acting as host to these visitors. It is the general policy of the IEEE that no member of a Conference Board or Committee or his/her immediate family shall receive monetary payment for services. This does not include awards or other honoraria that may be granted under IEEE Awards provisions as defined in IEEE Policies, Section 4.0. Immediate family is defined as spouse, domestic partner, brother, sister, children, mother, father, and in-laws. Audit fees shall be incorporated in the conference budgets and displayed as a separate line item. |
