Frequently Asked Questions

How can I make a change to my hotel reservations or meeting attendance?
The fastest, most efficient way to make a change is to send an email to mps@ieee.org.  All requests are responded to within 1 business day.  Note that changes to hotel reservations often take 2-3 business days to confirm.

Can you take my meeting registration over the phone?
In order to collect pertinent information such as emergency contacts and special dietary needs, the best method is for you to register via the online site, and then contact us with any additional information or help you may need.

What if I need a hotel reservation outside the dates given? 
Please follow the instructions on the website, and fill in your desired dates in the “comments” section of the online registration form.  We will check availability with the hotel and confirm back to you.  Please note that this process may take one to two business days, depending on the size of the meeting you are attending.

If I want to receive hotel reward points, can I pay for my own room?
If you would like to collect your hotel rewards points, please indicate that you would like to be “pays own” in the “comments” section of the registration form.  Please note that if IEEE is tax exempt in the state where the meeting is being held, we ask that you do not pay for your own room.  This allows us to collect the full tax exemption for a savings to IEEE.  You cannot collect the tax exemption if you pay for your own room.

Will I still receive a tax exemption if I book my sleeping room on my own? 
No, IEEE is tax exempt in some states but usually it is required that the meeting/sleeping room bill is paid for by IEEE directly. 

When I try to make my hotel reservation, I get an error message that says ““Your reservation cannot be made due to insufficient availability for the following date(s)...”.  How can I make a hotel reservation?

Please follow the instructions that are listed on the registration website:

1. Return the drop-down menu above to "Please select a hotel," then click the continue button to complete your registration without a hotel reservation.
2. Contact Meeting Planning Services (MPS) at mps@ieee.org with your arrival and departure dates.
3. A representative from Meeting Planning Services (MPS) will contact you with alternate housing options. 

Can you send me/my attendee a visa letter for my trip to the U.S.?
Meeting Planning Services cannot provide you with a letter of invitation for your visa application.  However we will forward your request to the meeting chair or OU contact, and they can assist you.

Do I need a passport for a meeting in Canada?
As of 23 January 2007, all passengers, including U.S. citizens, traveling by air to and from Canada must have a valid passport.

When/where is the next IEEE Meeting Series?
View list of upcoming IEEE Meeting Series dates and locations (PDF, 34K).

When I try to submit my registration for the Meeting Series, I get an error message that says “A valid amount is required” – what do I do?
If you are seeing this error message, it is because you have entered a credit card number when payment is not required.  Typically, you only need to enter credit card information if you or your companion is registered for a companion tour.  If there is no tour registration, please remove your credit card information from the online form and you will be able to submit your registration.

How do I get to the IEEE Meeting Series hotel from the airport?
You can always find ground transportation information on the current IEEE Meeting Series Information Guide web page.  Click the link marked “Find the best way to the hotel” in the right-hand “What do you want to do” box.

How can I ship items to the IEEE Meeting Series?
You can always find shipping information on the current IEEE Meeting Series Information Guide web page.  Click the link marked “Ship materials to the hotel” in the right-hand “What do you want to do” box. 

I have specific dietary needs, how I can be sure they are accommodated?
When planning the menus, specific dietary needs will be taken into account (vegetarian, diabetic, etc.).  You will have an opportunity on the online registration form to note your specific needs.

I have mobility needs, or other issues, and need special arrangements in my hotel room. How can I be sure they are accommodated?
Please contact mps@ieee.org. You will also have an opportunity on the online registration form to note your specific needs.

Where do I send my expense report?
Your expense report should be sent to the main staff contact for the meeting.  If you are unsure, please forward your expense report to mps@ieee.org and we will send to the proper person.