Conference Contracts Guidelines & Templates

The following guidelines can help you navigate the review, approval, and execution of all IEEE event-related contracts and purchase orders. Additional details of the contracting policies established by the IEEE Finance Committee are available in the IEEE Finance Operations Manual.

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Contract Review

IEEE requires most purchases with a value greater than $1,000 US to have an approved purchase requisition prior to execution. Please send all event-related contracts for review to conference-contracts@ieee.org. You may refer to the following chart for guidance on the appropriate review process for your transaction.

Your Transaction IEEE Guidelines
Purchase Value? High risk? Contract Required Legal Review Required Purchase Order (PO) Required MCE Engagement Required
Under US$1000 No Recommended No No No
US$1000 to US$4,999 No Recommended No Yes Yes
US$5,000 to US$24,999 No Yes No Yes Yes
Over US$25,000 No Yes Yes Yes Yes
Any Value Yes Yes Yes Yes Yes

High-Risk Contracts

In addition to the specific examples listed in the policy (e.g. chartered transportation, childcare, etc.), a contract may be considered high-risk if there are concerns regarding inadequate or unusual terms and conditions that do not meet our professional, legal, privacy or insurance standards. Professional subject matter experts assess risk when reviewing materials during the process.

Contract Signing

Only an authorized signatory may enter into a binding contract on behalf of IEEE. Signatures are generally obtained through IEEE’s centralized electronic process. Please note that contracts signed by an individual without proper signing authority may result in personal liability for the person signing the contract. 

Business Decisions

Some proposed contracts may have provisions that the IEEE Legal Department is unwilling to approve and the vendor is unwilling to change. In such cases, the conference may be authorized by IEEE to make a “business decision,” to accept the risks and proceed without legal approval. In order to request such an exception, written approval from the leadership of the sponsoring society/OU is required.

Available Resources

  • IEEE Conference Application: Approved IEEE conferences may have contracts submitted for signature. We recommend starting the approval process early via the IEEE Conference Application.
  • Budgets: Conferences shall receive approval on their budgets in advance of incurring any financial liabilities. Help is available via your Business Analyst or the Business Operations Team.
  • On-demand training modules:
  • IEEE Legal and Compliance resources: Find information on non-hotel and other event-related templates and guidance on which template to use via the Template Selector. 
  • General conference assistance: Contact the Customer Relationship Management team.

IEEE Conference Contracting Quick Reference Guide

Download the IEEE Conference Contracting Quick Reference Guide for guidance on IEEE contracting processes, guidelines, and resources.

IEEE Conference Contracting Quick Reference Guide (PDF, 411 KB)

Master Meeting Management Services Agreement

The Master Management Services Agreement (MMSA) (DOC, 75 KB) is 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. We also have a Statement of Work (SOW) Template (DOC, 28 KB) that can be used in conjunction 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.

Generic IEEE Standard Hotel Template

The Generic Standard Hotel Contract Template (DOC, 77 KB) is 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.

Specific Hotel Chain Templates

Standard agreements have been negotiated with several major North American Hotel Chains. When doing business with the chains listed below, please use their specific contract template.

The templates were negotiated to standardize specific legal clauses. “Terms of Sale” (i.e., number of sleeping room nights, room rate, meeting space, concessions) are to be negotiated with the hotel.

IEEE National/Global Account Representatives will work with conference organizers to ensure national contracts are honored locally. Please contact the IEEE Conference Contracts Team for current contact information.

 

Hilton

Hilton Standard Agreement Template (DOC, 100 KB)

Representing Hilton, Conrad Hilton, Waldorf Astoria, Embassy Suites, and DoubleTree

 

Hyatt

Hyatt Standard Agreement Template (DOC, 59 KB)

Representing Hyatt Regency, Grand Hyatt, and Park Hyatt

 

Marriott

Marriott Standard Agreement Template (DOC, 69 KB)

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

Suggested Courses

We recommend the following courses in the IEEE Center for Leadership Excellence (CLE).  First, use your IEEE Account to log in to the CLE and then click the View Course link to go directly to the recommended course.

Conference Contracting Overview

Step 1: Log In

Step 2: View Course

We Are Here to Help

If you have questions about contracts, please contact the Conference Contracts Team