Conferences seeking technical co-sponsorship, but not financial backing, of the IEEE IT Society, must submit an application. IT Society BoG approval of the application is required before the conference can display the IEEE or IT Society logo on its promotional material. Carefully read the following guidelines.
There is a two-step process for application submission:
- STEP 1. Submit a conference application online, via the IEEE Conference Exchange (ICX). There you will be provide information about the event, location, technical program, etc.
- STEP 2. Email the Conference Record Number and IEEE Conference Application PDF obtained in Step 1 to the IT Society President and Conference Committee Chair . The Conference Committee will make a recommendation to the BoG, and then the BoG will decide whether to approve. The Conference Committee Chair will notify the conference organizers of the outcome.
If approved, the IT Conference Committee Chair will notify the IEEE Conference Exchange (ICX). If verified, the conference is assigned an IEEE number and is listed on the IEEE Conferences list.
Organizers are expected to provide an appropriate and adequate forum and time for oral presentation and discussion of all accepted papers. The
conference committee should work to minimize author no-shows by ensuring an author has every opportunity to attend and present. This includes:
* Submitting your conference for IEEE approval early (12 months or more
before) to allow adequate lead time for venue selection, contracting and
communication (as examples).
* Making hotel, travel and visa information accessible to authors as early
as possible, plus supporting individual requests in a timely and thorough
* Offering presentation alternatives as the Conference Committee deems
Authors who offer a paper for presentation at an IEEE conference or accept
an invitation to present a paper are expected to be present at the meeting
to deliver the paper. If unforeseen circumstances prevent its presentation
by an author, the program chair should be informed immediately, and
reasonable substitute arrangements should be made, in line with the
approach adopted by the technical program committee in the planning stages.
Organizers and the conference sponsors have the right to exclude any paper
from distribution (or limit its distribution) if the paper was not
presented at the conference. If they choose that approach, organizers must
clearly communicate the following to all authors prior to or at the time of
submission (with special attention on the Call-For-Papers):
"IEEE reserves the right to exclude a paper from distribution after the
conference (for example, removal from IEEE Xplore) if the paper is not
presented at the conference.
Papers excluded from further distribution will be archived at IEEE but
will not be indexed or appear in IEEE Xplore."
For more details, please see the IEEE Meetings & Conferences Operations