Topics in this article:

• REGISTERING YOUR EVENT WITH IEEE
• REQUESTING PUBLICATION IN IEEE Xplore Digital Library®
• ADDITIONAL IEEE PROFESSIONAL SERVICES

We are thankful for your interest in partnering with IEEE.

Provided below is information on registering your event with IEEE, requesting publication of your conference proceedings in the IEEE Xplore Digital Library® and services offered by IEEE to assist with planning your conference.

REGISTERING YOUR EVENT WITH IEEE:

In order to partner with IEEE on a conference, you would need to apply for sponsorship with one of our IEEE Organizational Units, such as a society, council, region, section or chapter. Many of these groups have specific resources and requirements you may want to explore.

There are 45 IEEE Societies and Councils, all with different fields of interest. Information about each Society and Council is provided on our Societies & Communities web page (http://www.ieee.org/societies_communities/index.html). Partnering with the local IEEE Region, Section or Chapter in which your conference is being held is another great option. Information about local Regions, Sections & Chapters is provided on our Geographic Activities web page (http://www.ieee.org/societies_communities/geo_activities/regional_world_map.html). The information provided on these two web pages can help you identify IEEE entities to consider for potential partnership.

Once you identify potential IEEE sponsors for your event, it is important to contact these potential partners in order to request their support (technically or financially) and to determine what requirements/guidelines each entity administers for their sponsorship approval process.

IEEE definitions of financial and technical sponsorship are as follows:

Financial Sponsor: Receives a portion of the surplus or is liable for a portion of the deficit resulting from a conference, plus has direct and substantial involvement in the development of the technical program. Organizations that contribute funds but do not receive surplus or have responsibility for deficit should not be listed as financial sponsors. They are classified as patrons or supporters.

Technical Sponsor: Has a direct and substantial involvement in the development of the technical program, but no financial stake in the conference surplus or deficit.

*Note: Any organization that contributes to the conference financially but will not be responsible for any loss incurred or receive any surplus, or any organization that hosts a conference but is not involved financially or in the development of the technical program is considered a Patron/Supporter, and not an IEEE financial or technical sponsor.

After sponsors have been engaged, you will need to complete the IEEE Conference Application. This form can be found online, by visiting http://www.ieee.org/conferences_events/conferences/organizers/conf_app.html.

Upon submission of the Conference Application, the IEEE CEE team will review the submission and confirm sponsorship. When all sponsors have been approved, your conference will be listed in the IEEE Conference Search and your conference is then permitted to use the IEEE logo and take advantage of the resources and support offered to IEEE sponsored conferences.

For your awareness, IEEE policy states that all approvals and endorsements should be obtained at least a year in advance of the proposed conference. The purpose of this policy is to allow enough time for the legal, compliance and operational tasks required in the sponsorship process. With this in mind, IEEE asks that conference applications be submitted at least one year prior to the start of the event to allow for ample processing/vetting time.

REQUESTING PUBLICATION IN IEEE Xplore Digital Library®

In order for your conference to be considered for inclusion into our Conference Publications Program, which includes posting of the conference proceedings to our digital Library (IEEE Xplore Digital Library® pending quality review, an IEEE Conference Publication Form needs to be submitted.

This form can be found online at:

http://www.ieee.org/conferences_events/conferences/organizers/conf_app.html?appName=Publication

This form will alert us of your intention to produce a conference publication and will initiate the acquisition process.

Upon submission of the Publication Form, IEEE CEE staff will review the submission and send out a Letter of Acquisition, which provides all the catalog and copyright details for the conference proceedings and Xplore submission.

ADDITIONAL IEEE PROFESSIONAL SERVICES

Many of our services are provided free of charge to help organizers and communities. We can support you by guiding you through the process, providing financial and administrative services, sharing common experiences and more. We would like to help you create diverse and inclusive committees and speakers. We want to help you avoid risks and optimize outreach. We have done a lot of the leg work for you, so please lean on us as your resource.

IEEE offers many fee-based services to assist in planning your event through our CEE team. Some of our services include:

• Event Planning and Site Selection
• Virtual Event Expertise and Production
• Online Registration
• Audience Development

You can visit ieeemce.org for more details.

If you need any assistance or have any questions as it relates to any of these services or planning your conference in general, please contact ieee-crm@ieee.org and we can help coordinate across IEEE.