IEEE - Required Documentation for IEEE Conferences

Consult How to Organize an IEEE Conference: Checklist and Timeline (PDF, 419 KB) for a step by step guide to IEEE Conference planning, including compliance, proceedings, financial closing and more.

Submit the IEEE Conference Information Schedule to register your conference with IEEE, obtain a conference number and be listed on the IEEE Conference Search and IEEE's Call for Papers.
The Principles of Business Conduct and Conflict of Interest (POBC/COI) form is to be completed by the General Chair and Finance Chair/Treasurer.
A Memorandum of Understanding is required when two or more organizational units (OU) 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.
Templates of Contracts and Legal Documents provides information on hotel and other contracts, including standard hotel contracts with select North American chains.
The Request for Insurance Form is no longer required. Insurance Information provides further details.
Event Cancellation Insurance for IEEE Sponsored Conferences will help determine if you should purchase additional insurance.
If a third party requests proof of IEEE insurance, please submit Request for Certificate of Insurance (DOC, 35 KB).

Submit conference financial information using the IEEE Financial Web Form. You'll need the conference record number assigned when you completed the Information Schedule.
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.
- Concentration Banking Destroy Check form (PDF, 36 KB)
- Wire Transfer Request Form and Instructions for Concentration Banking (PDF, 157KB)
- Other Wire Transfer Request Form and Instructions (PDF, 162KB)
A Certification of Accuracy (XLS, 31KB) must be submitted with your financial closing information and is to be signed by both the Conference Treasurer and Conference Chair (or alternate).
The 1099 & 1042 Schedule of Payments (XLS, 62 KB) is required by 10 January of each year for payments made the previous year.
The Financial Reporting Workbook, including Budgeting, Summary, Revenue and Expense Detail Forms (XLS, 1.59 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.

The IEEE Conference Publication Form is required for post-conference distribution (including IEEE XPLORE). Also available in PDF format (26 KB).
The Publications Chair should also ensure an IEEE Copyright Form is submitted with each paper.

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

Required Documentation for IEEE Conferences