EP/Conference Sponsorship Relationships

EPS Vice President, Conferences: Chris Bailey

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.

Request EPS Technical Co-Sponsorship

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.

 

Types of IEEE/EPS Involvement, Responsibility & Services Available

Responsibilities

Sole Sponsor

Co-Sponsor

Technical Co-Sponsor

Financial

100%

Less than 100%, Must Specify Percentage

0%

Administration

Full

Must Specify Limits of Sharing

None

Technical/Professional

Full

Shared

Direct, Without Sponsor Credit

Publicity

Full

Shared

Assist

Use of IEEE as part of Conference Name  

Yes

No

No

Use of IEEE & EPS Logos

Yes

Yes

Yes

Services Available

Sole Sponsor

Co-Sponsor

Technical Co-Sponsor

Publicity

IEEE Conference Search

EPS Conference Calendar

EPS Newsletter (eNewsletter and print)

IEEE Conference Search

EPS Conference Calendar

EPS Newsletter (eNewsletter and print)

 

IEEE Conference Search

EPS Conference Calendar

EPS Newsletter (eNewsletter and print)

Conference Papers in IEEE Xplore (if eligible)

IEEE Conference Publications
Program (CPP)

IEEE Conference Publications
Program (CPP)

IEEE Conference Publications
Program (CPP)

At the Non-Profit Rate

Mailing Lists, Non-Profit Postal Permit, Printing Services

Mailing Lists, Non-Profit Postal Permit, Printing Services

Mailing Lists

At Market Rate

General Management Services, Exhibit Management, Financial Management, Site Selection, Publicity, Hotel Reservations, Registration, Paper Entry, Travel Services