Resources & Tools

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

Choose Your Categories


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 IEEE Standard Hotel Contract Template


This template 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. It can also be used for independent hotels and those that do not have specific legal-approved templates. This template can be found on the IEEE Legal & Compliance website (sign-in required). If you have difficulty accessing any of the templates, please contact the IEEE Legal team at:

Hilton Standard Agreement Template


Representing Hilton, Conrad Hilton, Waldorf Astoria, Embassy Suites, and DoubleTree. This template can be found on the IEEE Legal & Compliance website (sign-in required). If you have difficulty accessing any of the templates, please contact the IEEE Legal team at:

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

Governing Documents

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

Governing Documents

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 Sustainability Guide

Conference Planning & Management

Learn how simple changes can help you go green, find out how to get your partners on board, and get a handy checklist to keep you on track.

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 EventHub (App Store)

Audience Development & Promotion

IEEE EventHub is your mobile guide to IEEE events and conferences.

IEEE Going Hybrid Guide

Virtual & Hybrid Events

Discover everything you need to know about transforming your in-person event into an engaging hybrid experience. Learn what makes hybrid events unique and find guidance to help you succeed.

IEEE Going Virtual Guide

Virtual & Hybrid Events

Find a basic introduction on how to virtualize your in-person IEEE Event. Read a message from the Chair of the IEEE Conferences Committee, and get tips and guidance on making your virtual event a reality. Additionally, find answers to popular questions about virtual events in our FAQ section.

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.


Conference Planning & Management

This IEEE volunteer tools (vtools) site provides information on a wide range of tools developed by volunteers for IEEE members and IEEE volunteers.

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

Governing Documents

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 and Communications Toolkit for Authors

Conference Publications

Authors whose research has been published in the IEEE Xplore® Digital Library can now gain additional visibility for their latest work by leveraging this toolkit. This new resource includes ready-to-use templates and copy that can be adapted by authors who would like to promote their work on their social media channels. The toolkit includes variations for both traditional and open access articles.

IEEE Social Media Policy

Audience Development & Promotion

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

IEEE Social Media Toolkits

Audience Development & Promotion

Find best practices, tips and useful resources that will set you up for social media success.

IEEE Speaker Invite

Conference Planning & Management

Sample conference speaker invite letter.

(18.84 KB)

IEEE Tech Ethics

Governing Documents

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.

IEEE Xplore®

Conference Publications

The IEEE Xplore digital library is your gateway to trusted research—journals, conferences, standards, ebooks, and educational courses.

Marriott Standard Agreement Template


Standard agreements have been negotiated with certain major North American Hotel Chains. Representing Marriott, JW Marriott, Ritz Carlton, Renaissance, Gaylord Hotels, and Courtyard by Marriott (All former Starwood properties will now utilize Marriott template). This template can be found on the IEEE Legal & Compliance website (sign-in required). If you have difficulty accessing any of the templates, please contact the IEEE Legal team at:

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. This template can be found on the IEEE Legal & Compliance website (sign-in required). If you have difficulty accessing any of the templates, please contact the IEEE Legal team at:

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)

NextGen for Conference Organizers

Contracts, Finance

Log in with your IEEE Account for a preview of the My NextGen Experience. The experience will give you instant access to your main tasks, along with training. The system is for those who work on financial and contract processes.

OFAC Sanctions Program

Governing Documents

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)

We Are Here to Help

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