The finance chair is responsible for the conference budget, including submitting the budget, legal and tax reporting, and closing the conference after it has occurred.
All conferences must open a bank account to hold all conference funds and must provide IEEE Conference Business Operations with access to it. Conference Business Operations recommends an IEEE Concentration Banking Account for all US-based conferences.
The Conference Chair and Treasurer and anyone making business or purchase decisions for all conferences that are financially sponsored by IEEE must submit the IEEE Principles of Business Conduct/Conflict of Interest (POBC/COI) form.
The country or local government where your conference is held may have specific tax requirements. Contact IEEE Conference Business Operations at firstname.lastname@example.org for guidance on tax requirements for your conference.
Each conference must comply with local taxes and indirect taxes, such as the Value Added Tax (VAT) and Goods and Services Tax (GST) in Canada.
If your conference plans to make payments to individuals or companies other than for expense reimbursements, then you must obtain a W-8 or W-9 form before paying for their services.
You may need to hire temporary staff to help run the conference. These may include conference-management services, staff from a temporary agency, or independent contractors.
If your conference is held in the US or you plan to hire US people for a conference outside the US, you must get approval from IEEE to hire an independent contractor.
The Finance Chair is responsible for submitting the Conference Committee list to Conference Business Operations. If you later have changes to the committee, submit an updated list so that everyone on the Conference Committee is covered.
Find guidance on which expenses to pay from the conference account, payment options as a Concentration Banking user, and how to proactively anticipate expenses:
IEEE is ready to help. If you have questions about managing conference finances, please contact Conference Business Operations at email@example.com.
If you have other questions about organizing a conference, please contact IEEE Meetings, Conferences & Events (MCE).
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