Make your conference a financial success

Setting a budget is an important component of organizing a successful conference.  We want you to succeed. That's why we've come up with processes to make sure your conference stays on track financially, in addition to being remembered as a top gathering spot for the best and brightest minds in your technical specialty. And after this year's conference is over, the books need to be closed to ensure that you're back next year with an even bigger and more successful event for your part of the industry.

New conferences
First, get acquainted with the Conference Information Management Application. This is the software system you will use to submit your financial information. The first time you submit a conference budget, it may seem daunting. However, be assured that your assigned IEEE Computer Society meeting planner is available to guide you through the process every step of the way.

Renewing conferences
If you're a renewing conference, and don't have a deficit, take advantage of the simplified budget process. Instead of providing details of expenses and revenues, just provide totals and share a copy of your working budget file. In addition, if you haven't had a deficit in consecutive instances, you can now submit conference information up to two years in advance. Submit your information in the new Technical Meeting System six months before the conference, and Technical Committees will review and endorse your conference prior to budget approval. Providing streamlined alternatives is just one of the ways the IEEE Computer Society is working to make life easier for returning organizers. Renewing conferences with a deficit must still submit a full budget and undergo budget review.

Documents you'll need
Well ahead of your conference, be sure you've submitted the following documents:

Co -sponsorship MOUs
Principles of business conduct
Fiscal agent MOU
Approved budget
Banking information
Bank signature card
Sponsorship approval notification
IEEE information schedule form
Conference committee list

After your conference, be sure you've submitted the following documents:

Advanced loan repayment
Final financial report
Certificate of accuracy form
Surplus
Proof of bank account closure
Destroy check form
Tax forms
Attendees list
Audit report
Conference publication