Preparing Conference Proceedings for Publication
- Set the pricing for the proceedings
- Gather content for the proceedings
- Follow IEEE guidelines for branding and trademarks
- Prepare content for distribution to conference attendees
Set the price
Conferences can sell copies of the proceedings on site during the conference. The price for the proceedings should be set before registration, so the cost is included with the registration. When sold separately, you should offer a discounted rate to IEEE members.
Gather content
The Publications Chair is responsible for the design and organization of the conference proceedings. The minimum content included depends on whether you plan to submit the proceedings for inclusion in the IEEE Xplore® Digital Library, print the proceedings, or distribute on CD, USB, or DVD.
| Proceedings Format | Minimum Required Content |
| Printed | Front cover, spine, back-cover title page, copyright page, table of contents, technical papers, and author index |
| CD, USB, or DVD | Title page, copyright page, and technical papers |
| IEEE Xplore | Technical papers and packing list. If you submit other content, such as a title page, it must be included in the packing list |
Other types of content that you might include are cover art, messages from the conference chair, listings of conference chair and members, listings of sponsors, photographs, and other conference information.
Screen manuscript submissions for plagiarism
IEEE requires all publications to be submitted to a plagiarism detection process prior to being uploaded to Xplore to ensure originality of the content. Organizers are encouraged to sign up for CrossCheck, a plagiarism detection tool which is offered at no cost to all IEEE publications.
Follow IEEE guidelines for branding, copyright, and trademarks
IEEE maintains a consistent global identity through the use of the IEEE Master Brand. By using the IEEE brand on your publications, your conference will be identified with IEEE. It is important that you protect the IEEE name and brand through the proper use of the brand, trademarks, and copyright.
Review and follow IEEE guidelines for use of the IEEE brand, logos, trademarks, and copyrights. Contact your sponsoring society for society logos.
Prepare for distribution at the conference
The Publication Chair decides whether to distribute the proceedings or other publications at the conference. You can choose the format, such as print, CD, DVD, or USB. If you distribute the proceedings, you can create it yourself or choose a vendor to assist you.
If you plan to submit your conference proceedings for inclusion in the IEEE Xplore Digital Library, your papers must be in IEEE Xplore–compliant format.
Learn more about preparing conference papers for IEEE Xplore
Who do you talk to at IEEE?
IEEE is ready to help. If you have questions about how to prepare your conference proceedings for publication, please contact Conference Operations.
Do you have other questions about organizing a conference? Please see IEEE Conference Organizer Contacts.
Do you have feedback on the information on this page?
- Is there missing or incorrect information?
- Do you have a tip to share?
Please send your feedback to IEEE Meetings, Conferences & Events (MCE).
Watch IEEE Conferences Committee Past Chair William Moses's overview of the Conference Education Program:
If you have any questions or want further information, please contact mce-education@ieee.org.
IEEE Meetings, Conferences & Events (MCE) are available to assist you with any questions.
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)