Types of Conference Involvement

As authorized in the bylaws, an IEEE Organizational Unit - either by itself, jointly with other IEEE Organizational Units, and/or jointly with non-IEEE organizations may plan a conference for which registration fees will be charged.

IEEE Organizational Units engaged in conference sponsorship may not enter into any type of sponsorship arrangement with a "For Profit" organization. Noncompliance with the provisions of this approval policy may result in denial of approvals for subsequent events. "For Profit" organizations can, however, provide donations, as indicated in IEEE P&P 10.1.23.

There are three types of conference sponsorship available:

• Sole sponsorship
• Co-sponsorship
• Technical co-sponsorship

Sole sponsorship indicates full and sole organizational unit involvement in a conference. If an IEEE organizational unit agrees to sponsor a conference, they accept complete responsibility for the technical, financial, publicity and administrative aspects of the conference. As a result of sole sponsorship, the organizational unit:

• • approve the conference as indicated in IEEE P&P 10.1.4.
    
  • receive a portion of the surplus or be liable for a portion of the deficit resulting from a conference, (IEEE P&P 10.1.9).
    
  • be responsible for assuring the timely resolution of any legal issues.
    
  • be responsible for issuing any loans that the conference might need and assuring subsequent repayment, (IEEE P&P 10.1.7)
    
  • be responsible for proper usage of the IEEE name (IEEE P&P 10.1.16) and the IEEE logo (IEEE P&P 10.1.17)
    

Conferences where the IEEE has sole sponsorship, the rights to the conference name, slogan, copyright for publications, and/or logo are owned by IEEE and not conference committees.

Co-sponsorship indicates a shared involvement among several entities, one of which is an IEEE Organizational Unit. Other co-sponsors could be IEEE Organizational Unit(s) or other not-for-profit non-IEEE organizations.

Co-sponsorship indicates a shared and significant involvement in the technical, financial, publicity and administrative areas of the conference. The relationship between sponsoring organizations should be explicitly defined in terms of an MOU - Memorandum of Understanding, (IEEE P&P 10.1.5).

As a result of co-sponsorship, the IEEE Organizational Unit(s) will

• approve the conference as indicated in IEEE P&P 10.1.4.
  
• receive a portion of the surplus or be liable for a portion of the deficit resulting from a conference, (IEEE P&P 10.1.9).
  
• be responsible for assuring the timely resolution of any legal issues.
  
• be responsible for issuing any loans that the conference might need and assuring subsequent repayment, (IEEE P&P 10.1.7)
  
• be responsible for proper usage of the IEEE name (IEEE P&P 10.1.16) and the IEEE logo (IEEE P&P 10.1.17)
  

IEEE Co-sponsored conferences are entitled to IEEE services at the non-profit rate.

For IEEE Co-sponsored conferences it is recommended that the IEEE logo be used in all conference publications and announcements.

Technical Co-Sponsorship/Technical Cooperation indicates direct and substantial involvement by the IEEE organizational unit solely in the organization of the technical program. The IEEE organizational unit has no financial involvement in the conference. The organization that has financial sponsorship of the conference must be explicitly identified in the supporting documentation and promotional material for technical co-sponsorship/technical cooperation to be granted. The IEEE organizational unit should encourage members to submit papers and attend the conference. The IEEE organizational unit may assist in publicity through the availability of the appropriate IEEE organizational unit mailing lists and on the organizational unit’s web site. The relationship between sponsoring organizations shall be explicitly defined in terms of a Memorandum of Understanding (MOU) (Policy 10.1.5). Technical co-sponsorship/technical cooperation does not guarantee that the papers accepted for presentation at the conference will be eligible for inclusion in the IEEE Conference Publications Program (CPP), which handles post-conference distribution of conference papers in all media. Inclusion in the CPP should be specifically addressed in the MoU regulating the technical co-sponsorship/technical cooperation, with the concurrence of the CPP staff. The IEEE name may not be used in the conference title (Policy 10.1.16), but, the IEEE brand/logo and/or IEEE organizational unit brand/logo may be used in conference publications and promotional materials (Policy 10.1.17).

Consistent, prominent use of the IEEE Master Brand will help enhance the visibility of the IEEE and support your publicity program. To build greater recognition for the IEEE and its activities, display the Master Brand on all print and electronic materials with prominence equal to or greater than other logos.

Careful and comprehensive use of the IEEE Master Brand:

• ensures that IEEE organizations, products, services, and print and electronic materials are identified boldly, clearly and consistently as belonging to the IEEE.
  
• enhances the IEEE name and reputation, and helps introduce the IEEE to potential members and customers.
  
• protects the IEEE name and logo from trademark infringement.

Download the IEEE Master Brand.

See IEEE Identity Standards for full instructions on using the Master Brand.