Effective 1 January, 2019, all conference contracts (i) valued over US$25,000, or (ii) determined to be “high risk” must be reviewed by the IEEE Conference Contracts Department and approved by IEEE’s legal team. A high-risk contract is any contract that (i) has potential to expose IEEE to significant risk; and (ii) involves any of the following areas:

  • Data privacy
  • Personal injury
  • Government-affiliated entities
  • Minors
  • Unusual contract terms (e.g. high financial exposure or obligations, lack of indemnification, etc.)
  • Chartered transportation
  • Realty

Once the contract is judged to be “high risk,” it should be sent to the legal team for review and approval. Conference contracts less than US$25,000 will be reviewed upon request.

Overview of procedures related to procurement and contract negotiations, approval and execution contained in the IEEE Financial Operations Manual (Section FOM.8).

IEEE Finance Operations Manual (FOM) (PDF, 432 KB)

IEEE Conference Contracting Quick Reference Guide

For guidance on IEEE contracting processes, guidelines, and resources download the following quick reference guide.

IEEE Conference Contracting Quick Reference Guide (PDF, 416 KB)

Master Meeting Management Services Agreement
The Master Management Services Agreement (MMSA) (DOC, 75 KB) is a template for an agreement between IEEE, on behalf of a given IEEE organizational unit and a given management company for services rendered related to an event. The Statement of Work (SOW) Template (DOC, 28 KB) is to be used in conjunction with the MMSA to create a detailed description of the work to be performed by a service provider. This SOW template may only be used with the MMSA.
Generic IEEE standard hotel template
The Generic Standard Hotel Contract Template (DOC, 166 KB) is a template that can be used for an agreement between IEEE, on behalf of a given IEEE organizational unit/financial sponsor and a given hotel, in connection with an IEEE conference/meeting.
Specific hotel chain standard templates

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.

Contracts are password protected and allow the tracking of changes. For changes to be accepted, please forward the contract to conference-contracts@ieee.org.

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.



Disney
Disney/IEEE Standard Template for Florida, USA properties only (DOC, 224 KB)
Disney/IEEE Standard Template for California, USA properties only (DOC, 275 KB)

Fairmont
Fairmont/IEEE Standard Template (DOC, 137 KB)

Hilton
Hilton Standard Agreement Template (DOC, 182 KB)
representing Hilton, Conrad Hilton, Waldorf Astoria, Embassy Suites, and Double Tree

Hyatt
Hyatt Standard Agreement Template (DOC, 157 KB)
representing Hyatt Regency, Grand Hyatt, and Park Hyatt

IHG
IHG Standard Agreement Template (DOC, 60 KB)
representing Intercontinental, Crowne Plaza, and Holiday Inn

Marriott
Marriott Standard Agreement Template (DOC, 156 KB)
representing Marriott, JW Marriott, Ritz Carlton, Renaissance, Gaylord Hotels, and Courtyard by Marriott (All former Starwood properties will now utilize Marriott template)

New: IEEE MCE Conference Education Program

Watch IEEE Conferences Committee Past Chair William Moses's overview of the Conference Education Program:

IEEE Conferences Committee Chair William Moses overviews the conference education program in this video.

If you have any questions or want further information, please contact mce-education@ieee.org.

MCE Contact Information

IEEE Meetings, Conferences & Events (MCE) are available to assist you with any questions.

screenshot of video

Meet MCE!

Email ieee-mce@ieee.org with questions or concerns, or call:
Toll-Free: +1 855 340 4333 (US & Canada)
Toll: +1 732 562 3878 (worldwide)

Contact IEEE Conference Contracts