Conference Organizer Resources
These resources are a good starting point for both new and returning conference organizers. Let's work together to make your conference a success.


Your Quick Index to Jump to a Section Below or to a Page:

Virtual and Hybrid Event Organizer Resources: Virtual Conference Resource Guide | Hybrid Conference Option Recommendations | Communication Templates | FAQs for Covid-19 and Event Interruptions

Conference Development Solutions: Conference & Event Services | Conference Publishing Services | Conference Registration Services | Sponsorship Collective | Enhanced Marketing Services | Exhibit Sales and Sponsorships | Design Services

Promotional Resources: IEEE Computer Society Brand Guide | Conference Marketing Tool Kit | Conference Marketing Support | Certificates | SEO Tips for Conference Websites

Conference Organizer Policies and Best Practices: Policies | Sales Tax Resources | Conference Organizer Roles and Responsibilities | Conference Calendar | Diversity & Inclusion Best Practices | IEEE Computer Society Code of Conduct Violation Reporting Process for Conferences | Industry Engagement | Conference Organizer FAQs


To help you and your team expand your conference’s reach, we’ve developed marketing resources, guidelines, and templates specifically designed for conference organizers to independently promote their conferences – providing a good starting point for both new and returning conference organizers.

Access strategies for conference and event promotion, best practices for social media and website content, and numerous templates you can start using today!

Let’s work together to make your conference a success.

IEEE Computer Society Sponsorship

Consider an IEEE Computer Society sponsorship or co-sponsorship to give your conference the added boost of the world’s leading organization for computing professionals. Sponsorship requests should be submitted 12 months prior to the meeting start date.

Returning Conferences

For all returning conferences, please contact as early as possible. Please be prepared to provide the conference title, dates, location, and the General and Finance Chairs’ names.

If you’re unsure of the assigned meeting planner or technical committee, please contact


Conference & Event Services

IEEE Computer Society Conferences & Event Services provides professional meeting planning services from start to finish. We partner with your organizing committee to bring your conference goals to life. Let us apply our expertise and strategic guidance to help ensure the success of your conference.

Get expert help from our professional conference planners.


Registration services can be coordinated through Conference Registration Services. For more information or to obtain a quote, please contact

Conference Promotion Support

The Computer Society would like to help in promoting your sponsored conference. We can help promote events through our various social media channels, magazine and web advertisements, etc.

Please contact your assigned meeting planner.


Conference Publishing Services (CPS)

Put your conference on the map and on a mobile app and ebook when you partner with the IEEE Computer Society’s Conference Publishing Services. Your conference papers deserve the widest possible exposure and recognition. You need a conference publishing service with the expertise to help you reach that goal. We offer capabilities that no other publishing service can match.

Get concierge publishing services with CPS.



These policies guide our sponsored conferences.


Financial Resources

Sales Tax Exemption and VAT

The Computer Society is sales tax exempt in the 18 States listed below. Please consider the benefits of sales tax exemption in these states when beginning site selection.

More information is available on US Sales Tax Exemptions (IEEE) and you can review exemption certificates.

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

For international conferences, some countries require VAT or GST payments.


Industry Engagement

Engaging industry in academic conferences is a win-win experience for both academia and industry.


Conference Organizer Roles and Responsibilities

  • General Chair: Responsible for overseeing and coordinating the conference as well as selecting the conference location and appointing the chairs of the other committees.
    Ultimately responsible for the success of the all aspects of the conference, program/content, finances, etc.
  • Finance Chair and Treasurer: Responsible for the financial validity of the conference. Creates and manages the conference budget as well as responsible to issuing payments,
    creating financial reports and closing a conference within the allotted timetable. Also responsible for the final audit, if required.
  • Program Chair: Ensures that a well-balanced, high-quality program is organized and presented at the conference. Handles the Call for Papers through the selection and review of
    every paper. Assists in the scheduling of session rooms at the conference venue.
  • Publications Chair: Responsible for the coordination of production of conference content (e.g., papers from special tutorial sessions or colloquia, summaries of conference papers,
    programs, etc.) and serves as the point of contact for all IEEE Xplore submission-related inquiries before and after the conference.
  • Publicity Chair: Promotes the conference through placements in various publication calendars and advertisements in IEEE and non-IEEE publications and news media. May also
    develop and manage the website and any social-media applications.
  • Registration Committee: Plans and runs conference registration (both advance and onsite) procedures and logistics, including handling of credit card fees, cancellation policy, and
    creation of name badges; or, it manages a registration-management company.
  • Exhibits Committee: Ensures proper handling of contracts, floor space, exhibitor registration, security, and other logistics; or, it manages an exhibits-management company.


Conference Promo Kit

Not sure how to promote your conference? Access our Conference Promo Kit, which includes marketing ideas, tools, resources, and templates to help you start promoting your conference today.


Conference Calendar

IEEE Computer Society hosts many of the computing world’s premier technical conferences. Our nearly 200 conferences, workshops, and symposia provide venues for keeping abreast of new tech and building professional relationships.

Search the calendar for conferences in your field.


Logo Usage and Download

Guidelines and logos for download are available only for IEEE Computer Society sponsored conferences.


IEEE Computer Society Brand Guide

The Brand Guide (PDF) provides basic usage guidelines for IEEE Computer Society branding and how to utilize them to create consistent communications.


A blank certificate template (.pptx) is available only for IEEE Computer Society sponsored conferences.


Conference Organizer FAQ

How can I find my assigned meeting planner?

Find the technical committee sponsoring your conference on this list and refer to the assigned conference planner.

Does IEEE Computer Society provide support for contracting and site selection?

We will be happy to work with you to accommodate your preferences for location, facilities, and vendors. However, IEEE will not honor contracts entered into by individuals who are not legally authorized to do so by IEEE. Please contact your assigned conference planner or email

Where can I find IEEE and IEEE Computer Society logos?

Logos and logo guidelines can be found here: IEEE and IEEE Computer Society.

Where can I access the most recent Technical Meeting Handbook?

You can access the most recent Technical Meeting Handbook here.

Where can I find more information on conference closings?

Please email

Can I submit an application for financial sponsorship three years in advance?

If a conference has previously been approved for Computer Society financial sponsorship and, in prior consecutive instances, has not closed in a deficit, organizers can now submit conference information up to three years in advance. For more information, contact your assigned conference planner or email

Is there a listing of all IEEE Computer Society conferences?

Yes, you can browse the upcoming conferences schedule in our conference calendar.

Where can I find IEEE Computer Society branding guidelines?

View the IEEE Computer Society Brand Guide to learn about our basic usage guidelines for IEEE Computer Society branding and how to utilize them to create consistent communications.