Consult How to Organize an IEEE Conference: Checklist and Timeline (PDF, 360 KB) for a step-by-step guide to IEEE Conference planning, including compliance, proceedings, financial closing, and more. This timeline is designed as a guide and is based on the planning process of a conference with approximately 200–250 attendees. Please adjust to suit the needs of your individual conference.
A Memorandum of Understanding is required when two or more organizational units (OUs) agree to provide technical or financial co-sponsorship to a conference. These OUs may be IEEE organizational units or IEEE and non-IEEE organizations. Information and sample templates are available.
Insurance coverage for an IEEE conference begins once the conference information schedule is approved. Conference Insurance Information details the types of coverage IEEE conference organizers receive and provides information on additional event-cancellation insurance.
W-8/W-9 forms must be completed by individuals receiving payment from IEEE. The W-9 form (PDF, 98 KB) is completed by individuals who have either a US social security number or a US Employer Identification Number. The W-8 form (PDF, 97 KB) is used to declare an individual's status as a US non-resident alien or foreign national working outside of the United States.
IEEE Concentration Banking offers IEEE geographic units, conferences, and Standards Developing Committees a bank account with unlimited check-writing privileges, which pays a higher rate of interest than traditional business checking accounts. It is optional but highly recommended. Related forms include: