2.0 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.
Sponsorship relates to the responsibilities and
accountabilities of an IEEE Organizational
Unit with respect to financial,
technical,
publicity,
and administrative aspects of a conference.
For a conference to be considered an IEEE
conference, it must be sponsored by at least one
IEEE Organizational Unit. If multiple
organizations are sponsoring a conference, at
least one must be an IEEE Organizational Unit.
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.
The four
types of conference sponsorship available to IEEE
Organizational Units are described below:
2.1 Sole-Sponsorship
Sole sponsorship indicates full and sole
IEEE 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 IEEE Organizational
Unit will:
- approve the conference as indicated in
IEEE P&P-10.1.4.
- receive the surplus or be liable for
any 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). An example of a
conference title - 2001 IEEE 24th
International Electrical Conference.
Conference committee members are responsible for:
-
Technical/professional area : IEEE
members will plan the scope of the
program, organize panel discussions, invite
special speakers and review and select
contributed papers.
-
Financial area : IEEE members
will be involved in preparing the conference
budget, monitoring the financial affairs and
preparing the final financial report.
- At least one IEEE Organizational Unit
(administrative unit) will assist in local
arrangements, exhibits,
publicity,
public
relations and publications.
- IEEE sponsored conferences are
financially accountable to the
sponsoring Organizational Unit(s) and to IEEE Headquarters.
- The Proceedings
of IEEE sponsored conferences may
qualify for distribution through the
IEEE Conference Publication Program, (Section 7.3.2)
- IEEE sponsored conferences are entitled
to IEEE services at the non-profit rate
- IEEE sponsored conferences must have
the IEEE logo and name included in the
conference title and all conference publications
and announcements.
Conferences where the IEEE has sole sponsorship,
IEEE and not conference committees own the
rights to the conference name, slogan, copyright for
publications, and/or logo.
2.2 Co-Sponsorship
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.
2.3 Technical Co-Sponsor
Technical Co-Sponsorship indicates
direct and substantial involvement by the IEEE
Organizational Unit(s) solely in the organization of
the technical
program. The IEEE Organizational Unit(s) has no
financial involvement in the conference.
- The sponsoring organization that has
financial sponsorship of the conference
must be explicitly identified in the supporting
paperwork for technical sponsorship to
be granted.
- The IEEE Organizational Unit(s) should
be involved in encouraging members to
submit papers and attend the conference.
- The IEEE Organizational Unit(s) may
assist in publicity through the
availability of the appropriate IEEE
Organizational Unit(s) mailing lists. It
is recommended that the relationship between
sponsoring organization should also be
explicitly defined in terms of a Memorandum
of Understanding, (IEEE
P&P 10.1.5).
- The involved IEEE Organizational
Unit(s) may wish to negotiate a variety
of issues with the sponsoring organization,
including registration
fees for IEEE Members, possible
post-conference sales of proceedings
through the IEEE Conference Publication program,
and other issues that benefit the
Conference and the future interaction with the
sponsoring organization.
- The IEEE name may not be used in the
conference title, (IEEE
P&P 10.1.16), but, the IEEE logo may
be used in conference publications and
promotional materials, (IEEE
P&P 10.1.17).
2.4 Cooperation
An IEEE Organizational Unit(s) may
cooperate in a conference. This type of
involvement is very limited. The IEEE Organizational
Unit(s) have no financial involvement, no
substantive technical involvement, and no
administrative involvement in the conference.
- The IEEE Organization Unit(s) can
assist in publicity for the conference
by providing the appropriate IEEE Organizational
Unit(s) mailing lists and possible
advertisement in publications.
- The cooperating IEEE Organizational
Unit(s) may wish to negotiate a variety
of issues with the sponsoring organization,
including registration fees for IEEE
Members, possible post-conference sales of
proceedings through the Conference
Publication program.
- The IEEE name and logo cannot be used
in any form. (IEEE
P&P 10.1.16 & 10.1.17).
Please
Note:
Any involvement by and IEEE
Organizational Unit as a technical co-sponsor
or in cooperation with a for-profit organization
must advance the goals of the IEEE and at the
same time, not give rise to profit by private
individuals. The IEEE Executive Director must
approve such involvement.
TYPES
OF IEEE INVOLVEMENT, RESPONSIBILITY &
SERVICES AVAILABLE
2.5 IEEE Logo - Master Brand
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.
Here are
some important things to remember about using the
IEEE Master Brand in your publicity efforts:
- To ensure that you are using the
correct IEEE Master Brand, download a
fresh image file of the IEEE Master Brand from
www.ieee.org/masterbrand
- The information provided here is only
an excerpt of the IEEE Identity
Standards found at www.ieee.org/identitystandards
Please visit the site for complete instructions
on how to correctly use the Master Brand
in publicity materials such as volunteer
letterhead, conference literature,
posters, Web sites and more.
Questions about correct usage may be directed to
corporate-communications@ieee.org
