Skip Navigation

Home  >  Conferences & Events  >  Organizers

This section details some of the required documentation for setting up a conference.


How to organize an IEEE Conference: checklist and timeline

  • 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 200250 attendees. Please adjust to suit the needs of your individual conference.


top of page


Business and legal


top of page



  • Submit conference financial information using the IEEE Financial Web form. You will need the conference record number assigned when you complete the information schedule.
  • A Certification of Accuracy (XLS, 31 KB) must be submitted with your financial closing information and must be signed by both the conference treasurer and conference chair (or alternate).
  • The 1099 & 1042 Schedule of Payments (XLS, 54 KB) is required by 10 January of each year for payments made the previous year.
  • 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.
  • The Financial Reporting Workbook, including Budgeting, Summary, Revenue, and Expense Detail forms (XLS, 1.4 MB), is an optional tool to help organize your conference financial information.
  • Completing the Conference Audit Material Checklist (DOC, 32 KB) will be useful if you are using IEEE Internal Audit.  
  • 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:


top of page


Conference publications


top of page


Additional resources

  • Need more help? See Additional Resources for tips, guidelines, and non-required forms and documents. 


top of page


New: IEEE MCE Conference Education Program

Watch IEEE Conferences Committee Chair William Moses's overview of the Conference Education Program:

IEEE Conferences Committee Chair William Moses overviews the conference education program in this video.

If you have any questions or want further information, please contact

MCE Contact Information

IEEE Meetings, Conferences and Events Customer Relationship Management is available to assist you with any questions.

screenshot of video

Meet MCE!

Email with questions or concerns, or call:
Toll-Free: +1 855 340 4333 (US & Canada)
Toll: +1 732 562 3878 (worldwide)

Conference resources

Conferences provide an opportunity for technical professionals to share information and connect with each other.

conference attendee taking notes





Contact IEEE Conference Services

Contact IEEE Conference Finance Services

Contact IEEE Conference Operations