All conference contracts with a value of US$25,000 or greater must be reviewed by the IEEE Conference Contracts Department. Conference contracts less than US$25,000 will be reviewed upon request.
The Meeting Management Template (DOC, 93 KB) is a template for an agreement between IEEE, on behalf of a given IEEE Organizational Unit’s Conference Committee and a given Management Company for services rendered related to a conference.
The Sample 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/Conference Committee and a given Hotel, in connection with an IEEE Conference/Meeting.
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
Starwood Standard Agreement Template (DOC, 179 KB)
representing Sheraton, Westin, Four Points, St. Regis, Le Meridien, and W Hotels