EP/Conference Sponsorship Relationships
EPS Vice President, Conferences: Sam Karikalan
The EPS partners with a number of organizations, such as research institutes, universities and other technical groups, to bring a strong and comprehensive set of technical meetings to its members and the profession.
Several types of sponsorship relationships exist:
Sole Sponsorship
Sole sponsorship indicates full and sole EPS oversight and responsibility for the conference, including the technical, financial, publicity and administrative aspects of the conference. EPS sponsored conferences must have the IEEE logo and name included in the conference title and all conference publications and announcements. EPS is solely responsible for managing all local arrangements, exhibits, publicity, public relations and publications.
As a result of sole sponsorship, the EPS and/or its representatives will:
• approve the conference
• receive the surplus or be liable for any deficit resulting from the conference
• be responsible for assuring the timely resolution of any legal issues
• be responsible for issuing any loans that the conference might need and assuring subsequent repayment
• be responsible for proper usage of the IEEE name and Master Brand.
• planning the scope of the technical program, organize panel discussions, invite special speakers and review and select contributed papers.
• be involved in preparing the conference budget, monitoring the financial affairs and ensuring timely submission of the final financial report.
IEEE sponsored conferences are financially accountable to the EPS and to IEEE Headquarters.
IEEE owns all rights of IEEE sponsored conferences, including but not limited to conference name, copyrights, and/or logo.
Co-Sponsorship
Co-Sponsorship indicates a shared involvement/responsibility among several entities, one of which is the EPS. Co-Sponsorships are between multiple IEEE entities or at least one IEEE OU and an outside not-for-profit organization.
Note: IEEE Organizational Units engaged in conference sponsorship may not enter into any type of sponsorship arrangement with a for profit organization.
Co-Sponsorship indicates a shared and significant involvement in the technical, financial, publicity and administrative areas of the conference. Co-Sponsored conferences require a Memorandum of Understanding which explicitly defines the relationships between the sponsoring organizations.
As a result of co-sponsorship, the EPS will
• approve the conference
• receive a portion of the surplus or be liable for a portion of the deficit resulting from a conference (portion based on predefined co-sponsorship percentage)
• be responsible for assuring the timely resolution of any legal issues
• be responsible for issuing any loans that the conference might need and assuring subsequent repayment
• be responsible for proper usage of the IEEE name and the Master Brand in all conference publications and announcements
Technical Co-Sponsor
Technical Co-Sponsorship indicates direct and substantial involvement by the EPS solely in the organization of the technical program. The EPS receives an Administration Fee, but otherwise has no involvement in financial management the conference and doesn't share in the surplus/is not liable for any deficit. Technical co-sponsored conferences require a Memorandum of Understanding which explicitly defines the relationships between the sponsoring organizations.
As a result of technical co-sponsorship, the IEEE Organizational Unit(s) may:
• be involved in encouraging members to submit papers and attend the conference.
• assist in publicity through the availability of the appropriate IEEE Organizational Unit(s) mailing lists.
• not use the IEEE name in the conference title
• use the IEEE name and/or Master Brand in conference publications and promotional materials as appropriate
The involved IEEE Organizational Unit(s) may wish to negotiate a variety of issues with the sponsoring organization, including registration fees for IEEE members, possible post-conference sales of proceedings through the IEEE Conference Publication program, and other issues.
Submit Conference Application online
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Types of IEEE/EPS Involvement, Responsibility & Services Available |
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Responsibilities |
Sole Sponsor |
Co-Sponsor |
Technical Co-Sponsor |
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Financial |
100% |
Less than 100%, Must Specify Percentage |
0% |
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Administration |
Full |
Must Specify Limits of Sharing |
None |
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Technical/Professional |
Full |
Shared |
Direct, Without Sponsor Credit |
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Publicity |
Full |
Shared |
Assist |
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Use of IEEE as part of Conference Name |
Yes |
Yes if over 25% |
No |
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Use of EPS name and Logo |
Yes |
Yes |
Yes |
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Services Available |
Sole Sponsor |
Co-Sponsor |
Technical Co-Sponsor |
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Publicity |
EPS Conference Calendar EPS Newsletter (eNewsletter and digital) |
EPS Conference Calendar EPS Newsletter (eNewsletter and digital)
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EPS Conference Calendar EPS Newsletter (eNewsletter and digital) |
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Conference Papers in IEEE Xplore (if eligible) |
IEEE Conference Publications |
IEEE Conference Publications |
IEEE Conference Publications |
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At the Non-Profit Rate |
Mailing Lists, Non-Profit Postal Permit, Printing Services |
Mailing Lists, Non-Profit Postal Permit, Printing Services |
Mailing Lists |
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At Market Rate |
General Management Services, Exhibit Management, Financial Management, Site Selection, Publicity, Hotel Reservations, Registration, Paper Entry, Travel Services |
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