Forms, Templates, Tools & Resources

Find the most current versions of important IEEE conference resources. Bookmark this page for easy reference.

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Conference Planning & Management

Basecamp is an online project management and internal communications tool.

Cancellation Insurance


Application for optional insurance that provides coverage for additional expenses and lost revenue if the conference is forced to relocate or cancel due to unforeseen circumstances.

(676.32 KB)

CIBT Visa Service


External fee-based service for obtaining documents required for international travel.

Conference Organizer Timeline

Conference Planning & Management

A high-level timeline to help get organized in planning your conference.

(353.41 KB)


Conference Publications, Technical Program & Quality

Free tool used to detect improperly reused material in author manuscripts.

Distiller Settings Tool

Conference Publications

Settings for creating PDF files to ensure Xplore® compatability.

(935.08 KB)


Conference Planning & Management

Doodle is an online scheduling tool that offers several different ways to set up polls and surveys that will help you quickly and efficiently set up your next meeting or event.

eNotice for Conferences

Audience Development & Promotion

A free email marketing tool to request bulletins are sent on behalf of conferences to members within sponsoring Organization Units and event regions.

Fiscal Agent MOU


Required when conference funds are in an account where IEEE does not have access.

(27.37 KB)

General Liability Insurance


Request for proof of general liability coverage; May be required by third parties when contracting for services.

(67.00 KB)

Generic Standard Hotel Contract Template


A template that can be used for an agreement between IEEE, on behalf of a given IEEE organizational unit/financial sponsor and a given hotel, in connection with an IEEE conference/meeting. This template can also be used for independent hotels and those that do not have specific legal-approved templates.

(77.37 KB)

IEEE Brand Experience Toolkit

Audience Development & Promotion

Provides the basic usage rules for all corporate identity elements and how to utilize them to create powerful and consistent communications pieces, while at the same time strengthening the IEEE brand.

IEEE Certificates Program

Education & Training

The IEEE Certificate Program collaborates with IEEE organizational units to provide appropriate certificates for approved courses or educational opportunities.

IEEE Code of Conduct

IEEE Policies, Procedures, & Guidelines

IEEE members' and staff's commitment to the highest standards of integrity, responsible behavior, and ethical and professional conduct.

(50.99 KB)

IEEE Code of Ethics

IEEE Policies, Procedures, & Guidelines

Has been in existence since the merger with the AIEE and IRE in 1963. Every IEEE member agrees to abide by the IEEE Constitution, Code of Ethics, Bylaws and Policies when joining.

IEEE Consent and Release Form

Audience Development & Promotion

Consent and release form for presentations, comments, interviews, written materials, visuals and audio.

(61.00 KB)

IEEE Event Hosting

Audience Development & Promotion

This service is intended to meet the needs of IEEE Conferences that want to develop, create and maintain their own websites on an IEEE host.

IEEE Event Terms and Conditions


This document sets out the terms and conditions between IEEE and you when you register for any event or conference organized by IEEE.

IEEE Learning Network

Education & Training

The IEEE Learning Network is your place to find IEEE continuing education.

IEEE Master Brand Presentation Template

Audience Development & Promotion

Free service for IEEE Organizational Units that want to develop, create and maintain their own websites on an IEEE host.

IEEE MCE Audience Development Toolkit

Audience Development & Promotion

Provides best practices, resources, and how-to’s from branding and website tips to email marketing and social media to grow your IEEE conference or event.

IEEE Media

Audience Development & Promotion

Provides various paid advertising opportunities across IEEE's digital and print publications.

IEEE Open Access

Conference Publications

Options for complying with new Open Access policies.

IEEE Payment Manager


Application that facilitates disbursements for conference organizers.

IEEE Photo Release Form

Audience Development & Promotion

Use this form to collect conference attendee and speaker agreement to appear in photos or videos.

(90.02 KB)

IEEE Policies

IEEE Policies, Procedures, & Guidelines

Guidelines for IEEE business activities.

IEEE Resource Centers

Education & Training

The IEEE Resource Centers contain valuable, peer-reviewed technical content from reputable experts to enhance research or industry work, implement trainings, or earn CEU/PDH credits--all of which are universally available on demand.

IEEE Social Media Policy

Audience Development & Promotion

Outline of the IEEE Social Media Policy, including social media goals, general principles, general best practices.

IEEE Speaker Invite

Conference Planning & Management

Sample conference speaker invite letter.

(18.84 KB)

IEEE Tech Ethics

IEEE Policies, Procedures, & Guidelines

IEEE TechEthics provides a platform for addressing ethical and societal implications across a variety of technology areas.

IEEE Website Templates

Audience Development & Promotion

IEEE WordPress themes for various IEEE entities such as conferences, local IEEE Sections and Regions, Student Branches, programs, services, and initiative websites.

Marriott Standard Agreement Template


Representing Marriott, JW Marriott, Ritz Carlton, Renaissance, Gaylord Hotels, and Courtyard by Marriott. (All former Starwood properties will now utilize the Marriott template.)

(68.98 KB)

Master Management Services Agreement (MMSA)


A template for an agreement between IEEE, on behalf of a given IEEE organizational unit and a given management company for services rendered related to an event.

(65.39 KB)

MCE Services

Conference Planning & Management

MCE offers customizable services to extend your organizing team with committed, trusted event experts who help reduce costs, improve outcomes, and support your strategic goals.

Merchant Lending FAQs


Answers to common questions surrounding the merchant account lending program used for processing credit cards.

(42.00 KB)

OFAC Sanctions Program

IEEE Policies, Procedures, & Guidelines

Reference information on the US Office of Foreign Assets Control (OFAC), which may impact IEEE conferences. Includes a listing of countries subject to sanctions and embargoes.

Packing List Checker

Conference Publications

Always use the IEEE Packing List Checker to validate the packing list prior to submission. The Packing List Checker tool should be used anytime a change is made to the packing list.

(728.96 KB)

Paper Scoring Sheet

Conference Publications

An example of a scoring sheet used for reviewing a technical paper.

(12.45 KB)

PDF eXpress

Conference Publications

Create IEEE Xplore®-compliant PDFs.


Conference Publications

Fee-based service to obtain permission to use and republish idea copyrighted materials.

Standard Hotel Concessions

Conference Planning & Management

A summary of concessions typical during hotel negotiations.

(285.15 KB)

Statement of Work (SOW) Template


The SOW Template is to be used in conjuction with the MMSA to create a detailed description of the work to be performed by a service provider. This SOW template may only be used with the MMSA.

(48.67 KB)

Technical Program Management Services

Technical Program & Quality

MCE’s Technical Program Management service is designed to assist you in managing the entire scope of your technical program.

The IEEE App

Audience Development & Promotion

As an IEEE leader, volunteer, or member, the IEEE app can be personalized allowing you to see, read and choose how you want to engage and connect to all things IEEE, as well as network globally.

Conference Planning & Management includes tools for scheduling your event. Check time zones, search holidays, and view local weather.

We Are Here to Help

If you have questions about IEEE guidelines and policies, please contact the MCE team.