The following guidelines can help you navigate the review, approval, and execution of all IEEE conference-related contracts and purchase orders. Additional details of IEEE’s contracting policies, established by the IEEE Finance Committee are available in the IEEE Finance Operations Manual.
All conference-related purchase transactions valuing US$1,000 or greater must be reviewed by the IEEE Conference Contracts Department before execution.
Please send all conference-related contracts for review to firstname.lastname@example.org.
You may refer to the following chart for guidance on the appropriate review process for your transaction.
|Your Transaction||IEEE Guidelines|
|Purchase value?||High risk?*||Contract required||Legal review Required||Purchase Order (PO) required||MCE engagement required|
|US$1000 to US$4,999||No||Recommended||No||Yes||Yes|
|US$5,000 to US$24,999||No||Yes||No||Yes||Yes|
In addition to the specific examples listed in the policy (e.g. chartered transportation, childcare, etc.), a contract may be considered high-risk if there are concerns regarding inadequate or unusual terms and conditions that do not meet our professional, legal, privacy or insurance standards. Professional subject matter experts assess risk when reviewing materials during the process.
Only an authorized signatory may enter into a binding contract on behalf of IEEE. Signatures are generally obtained through IEEE’s centralized electronic process. Please note that contracts signed by an individual without proper signing authority may result in personal liability for the person signing the contract.
Some proposed contracts may have provisions that the IEEE Legal Department is unwilling to approve and the vendor is unwilling to change. In such cases, the conference may be authorized by IEEE to make a “business decision,” to accept the risks and proceed without legal approval. In order to request such an exception, written approval from the leadership of the sponsoring society/OU is required.
Download the IEEE Conference Contracting Quick Reference Guide for guidance on IEEE contracting processes, guidelines, and resources.
Standard agreements have been negotiated with several major North American Hotel Chains. When doing business with the chains listed below, please use their specific contract template.
The templates were negotiated to standardize specific legal clauses. "Terms of Sale" (i.e., number of sleeping room nights, room rate, meeting space, concessions) are to be negotiated with the hotel.
IEEE National/Global Account Representatives will work with conference organizers to ensure national contracts are honored locally. Please contact the IEEE Conference Contracts Team for current contact information.
Hilton Standard Agreement Template (DOC, 100 KB)
representing Hilton, Conrad Hilton, Waldorf Astoria, Embassy Suites, and Double Tree
Hyatt Standard Agreement Template (DOC, 59 KB)
representing Hyatt Regency, Grand Hyatt, and Park Hyatt
Marriott Standard Agreement Template (DOC, 69 KB)
representing Marriott, JW Marriott, Ritz Carlton, Renaissance, Gaylord Hotels, and Courtyard by Marriott (All former Starwood properties will now utilize Marriott template)
Disney, Fairmont, and IHG
Generic Standard Hotel Contract Template (DOC, 77 KB)
representing Disney, Fairmont, Intercontinental, Crowne Plaza, and Holiday Inn