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:
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)
For guidance on IEEE contracting processes, guidelines, and resources download the following quick reference guide.
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 firstname.lastname@example.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/IEEE Standard Template for Florida, USA properties only (DOC, 224 KB)
Disney/IEEE Standard Template for California, USA properties only (DOC, 275 KB)
Fairmont/IEEE Standard Template (DOC, 137 KB)
Hilton Standard Agreement Template (DOC, 182 KB)
representing Hilton, Conrad Hilton, Waldorf Astoria, Embassy Suites, and Double Tree
Hyatt Standard Agreement Template (DOC, 157 KB)
representing Hyatt Regency, Grand Hyatt, and Park Hyatt
IHG Standard Agreement Template (DOC, 60 KB)
representing Intercontinental, Crowne Plaza, and Holiday Inn
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)