Organizer Resources

• Sponsorship indicates complete responsibility in the technical, financial, publicity and administrative areas of the conference.
• In the technical/professional area, IEEE members will plan the scope of the program, organize panel discussions, invite special speakers and review and select contributed papers.
• In the financial area, IEEE CAS members will be involved in preparing the conference budget, monitoring the financial affairs, and preparing the final financial report.
• CAS will assist in local arrangements, exhibits, publicity, public relations, and publications.
• CAS sponsored conferences are financially accountable to CAS and to IEEE Headquarters.
• The Proceedings of IEEE CAS sponsored conferences qualify for distribution through the IEEE Book Broker Program.
• CAS sponsored conferences are entitled to IEEE services at the non-profit rate.
• IEEE sponsored conferences must have the IEEE logo and name included in the conference title and all conference publications and announcements. Also, the CAS Society’s logo and name should be included in the conference publications and announcements.

B. Co-Sponsorship

• Co-sponsorship indicates a shared significant involvement in the technical, financial, publicity and administrative areas of the conference, as defined under sponsorship.
• IEEE Co-sponsored conferences are entitled to IEEE services at the nonprofit rate.
• For IEEE Co-sponsored conferences it is recommended that the IEEE logo be used in all conference publications and announcements.

C. Technical Co-sponsorship

Technical Co-sponsorship indicates direct and substantial involvement in the organization of the technical program, without sponsor credit or financial involvement. It also involves encouraging members to submit papers and attend the conference through availability of the IEEE CAS Society mailing list.

CAS Society may negotiate a variety of issues with the sponsoring organization, including registration fees for IEEE Members, possible post-conference sales of proceedings through the Book Broker program, and other issues that benefit the Conference and the future interaction with the sponsoring organization.

Types of IEEE CASS Involvement, Responsibility, & Services Available

Dear Conference Organizer,

Please be advised that helpful information about organizing an IEEE conference is available at
http://www.ieee.org/web/conferences/organizers/index.html while the required documentation for IEEE and IEEE-sponsored conferences can be found at
http://www.ieee.org/web/conferences/organizers/required_documentation.html

At the same site, various links to resources for conference organizers can be found, such as

• IEEE Conferences Organization Manual
• IEEE Conference Organizers’ Newsletter
• IEEE Policy for Conferences
• Reference Materials

Questions may be sent to conference-finance@ieee.org, you need JavaScript enabled to view it , conference-services@ieee.org , or cas-info@ieee.org from spam bots, you need JavaScript enabled to view it

For CASS-technically (co-)sponsored conferences, it is expected that the conference organizing committee will make sure that the technical program committee will include members of CASS Technical committees with special interest in the conference. For international conferences, a representative international committee must be formed. The proceedings of the conference are xpected to be published in IEEE Xplore.

It is also expected that a small donation, on the order of USD 500, will be given to the society by the conference, if it ends with a surplus.

The following must be submitted (either on-line or to l.caruso@ieee.org ) at the time of application for sponsorship:

• Information Schedule – (online submission process)
• Memorandum of Understanding – templates for Technical, Financial and Fiscal Agent MOUs are posted on http://www.ieee.org/web/conferences/organizers/contracts.html. The templates posted on this website can be used as written or as a guide in preparing your specific MOU.
• Publication form, for the proceedings to be distributed by IEEE (through Xplore or other means). For questions related to Publications, email confpubs@ieee.org
• The following Conference History data are requested for the past 3 years (if applicable):

Conference History data

For CASS-financially (co-)sponsored conferences,
it is expected that the following must be submitted (either on-line or to l.caruso@ieee.org:

• Information Schedule – (online submission process)
• Memorandum of Understanding – templates for Technical, Financial and Fiscal Agent MOUs are posted on http://www.ieee.org/web/conferences/organizers/contracts.html. The templates posted on this website can be used as written or as a guide in preparing your specific MOU.
• Publication form, for the proceedings to be distributed by IEEE (through Xplore or other means). For questions related to Publications, email confpubs@ieee.org
• Conference Budget. To comply with the on-line process, go to http://www.ieee.org/web/conferences/organizers/required_documentation.html (click on words IEEE Financial Web Form). A separate detailed final will be requested before ending this on-line process. To prepare, you may use the Optional: Financial Reporting Workbook Form.
• IEEE Request for Conference Insurance
• Bank Signature Cards – for local bank accounts, organizer must forward signature cards to IEEE. If using concentration banking, IEEE provides signature cards, but organizer must identify who should receive them.
• Fiscal Agent MOU – (formerly known as Bank MOU) to be used if conference is not using local bank account under the conference name or a concentration banking account
• Contracts – If a contract is greater than $25k, it must be signed by IEEE
• Principles of Business Conduct and Conflict of Interest (POBC/COI) Form – Individuals involved in making procurement decisions or other activities that could represent a potential conflict of interest should complete the Principles of Business Conduct/Conflict of Interest form every year.
• The following financially (co-)sponsored Conference History data are requested for the past 3 years (if applicable):

Conference History data

Requirements for closing a financially (co-)sponsored Conference:

• Final Financial Report – same on-line link as budget (a detailed final should also be provided – may use Optional: Financial Reporting Workbook)
• Certification of Accuracy – Treasurer and Chair are required to sign regarding financial information presented to close conference.
• 1099 & 1042 Schedule of Payments – (along with copy of W8/W9 Form)
• Audit – (for Conferences with revenues/expenses greater than $100k and total IEEE financial sponsorship percentage of 51% or more)
• Loan Repayment – (if advance loan has been issued)
• Surplus Payment – to sponsoring Societies (per the final financial)
• Proof of Bank Account Closure – if using local bank account for conference
• Concentration Banking Destroy Check Form – if conference uses Concentration Banking account