Conference Organizer Tools

Contacts for Information

Staff Contacts

Frequently Requested Documents and Information

• New IEEE CS meetings policies (effective 1 June 2007)
• Technical Meeting Handbook (2009 version)
• CIMA
• TECA
• IEEE Corporate Information (doc file)
• Publishing your Proceedings with Conference Publishing Services (CPS)
• Commonly Used Forms
• Conference Title Policy
• IEEE Email Policy
• List of Hotel Representatives (Excel file)
• Conference Planning Timeline (pdf)
• Closing a Conference (pdf)
• Certificates of Appreciation
• Benefits of IEEE Computer Society Sponsorship/Co-Sponsorship
• List of Technical Council, Technical Committee and Task Force Chairs
• T&C Board Vice President's Newsletters
• Meeting Planning and Registration Services
• Sales Tax/VAT/Visa Information
• MOUs
• Steering Committee Charters

NEW POLICES For IEEE Computer Society Meetings

Beginning 1 June 2007

CIMA - New Online TMRF Application System

Technical Meeting Request Forms (TMRF)
Should be submitted 12 months prior to meeting.

• Click the URL link below to access our new web-based application (CIMA) where you can initiate a conference by submitting an online TMRF
  
  http://www.computer.org/cima
  
  PLEASE NOTE: Before you can initiate a conference in CIMA, you must send the full conference title, dates, and the General Chair's name(s) to tmrf@computer.org.  You will not be able to submit information to the CIMA system until your meeting is initially set-up by the IEEE-CS staff.

To submit to CIMA must also have an active account in TECA. To add or update an existing account in TECA, go to: https://cima.computer.org/TECA_Login.htm

To submit a request for Technical Cosponsorship (formerly Cooperation), contact tmrf@computer.org.  Technical Cosponsorship is used to request the IEEE-CS to "cooperate in" a technical meeting with no financial sponsorship.   Technical Cosponsorship Form (Excel file).

Registration and Meeting Planning Services

IEEE-CS Registration Services are now only provided through IEEE CMS Services . If you would like to contact them, please go to http://www.ieee.org/ or contact IEEE MCM Services at mcminfo@ieee.org.

Sales Tax Exemption/VAT/Visas

The IEEE-CS is sales tax exempt in the 15 States listed below.  Please consider the benefits of sales tax exemption in these states when beginning site selection. For international conferences, some countries require VAT or GST payments.  For more information, please review IEEE VAT and GST information. Recent changes in policy now require conference organizers to send invitation letters to conference attendees.  For more information, please review our visa information.

Colorado
District of Columbia
Florida
Kentucky
Maryland
Massachusetts
Michigan
Missouri
New Jersey
New Mexico
Ohio
Tennessee
Texas
Vermont
Wisconsin

 MOUs

The IEEE now requires all co-sponsored conferences to have completed a co-sponsorship Memorandum Of Understanding (MOU) on file. The is a conference closing requirement and should be completed before sponsorship is approved.

CLICK HERE to see the most up-to-date versions of IEEE MOUs templates.

STEERING COMMITTEE CHARTERS

The Computer Society expects conferences that intend to continue one or two instances to form a steering committee to oversee the long-term goals and planning for the conference. The following links are to examples of steering committee charters.

• Sample charter for Co-sponsored Conference Steering Committee
• Sample charter for Sponsored Conference Steering Committee

Please contact the Conference Operations Group (COG) if you have further questions.