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.

 

Contract review

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 conference-contracts@ieee.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
Under US$1000  No Recommended No No No
US$1000 to US$4,999 No Recommended No Yes Yes
US$5,000 to US$24,999 No Yes  No  Yes Yes
Over US$25,000 No Yes  Yes  Yes Yes
Any value Yes  Yes  Yes  Yes Yes
High-risk contracts

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.

Contract signing

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. 

Business decisions

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.

Available resources
IEEE Conference Contracting Quick Reference Guide

Download the IEEE Conference Contracting Quick Reference Guide for guidance on IEEE contracting processes, guidelines, and resources.

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, 77 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.

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
Hilton Standard Agreement Template (DOC, 100 KB)
representing Hilton, Conrad Hilton, Waldorf Astoria, Embassy Suites, and Double Tree

Hyatt
Hyatt Standard Agreement Template (DOC, 59 KB)
representing Hyatt Regency, Grand Hyatt, and Park Hyatt

Marriott
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

We are here to help
Any questions, please contact the Conference Contracts team at conference-contracts@ieee.org
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