Get Sponsorship Memorandum of Understanding (MOU) Approval

A Memorandum of Understanding (MOU) is required when two or more entities agree to provide co-sponsorship to a conference. These entities may be all IEEE organizational units or IEEE and not-for-profit non-IEEE organizations.

See IEEE Policy 10.1.5 for more information on the MOU.

IEEE has standard MOUs in place for technical and financial conferences. Operational agreements can be established outside of this process. Changes to standard MOUs must be approved by the IEEE Legal and Compliance department.  

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Reviewing the MOU

After you submit the IEEE Conference Application, IEEE requests confirmation of your conference sponsorship. If you have more than one sponsor for your conference, IEEE will send each sponsor a link to review, approve, or request more information for your MOU. The MOU is specific to your conference and is generated based on the sponsor information you entered in the IEEE Conference Application.
 

IEEE sends the MOU to the sponsor signatory who was entered in the IEEE Conference Application. As the signatory, the person authorized to enter into contract agreements for your conference, you can: 

  • Review the MOU
  • Enter your name, title, and email address
  • Choose Approve or Decline. If you choose Decline, enter a reason for declining the MOU.

 

Basic MOU Information

IEEE creates the MOU using information you entered in your IEEE Conference Application.

All MOUs include basic sponsor information, including:

  • The parties involved
  • The name of the event
  • The duration of the MOU
  • The role of each party
  • How the MOU can be terminated
  • Compliance with sponsoring entity’s organization policies
  • Contact information of signing parties

Technical MOU Information

All MOUs include information about the technical program responsibilities, including:

  • Each sponsor’s direct and substantial involvement in developing the technical program
  • The paper review process
  • Ownership of the conference name and other intellectual property (not including the Conference, Publication copyright)
  • Whether this conference will be producing a Conference Publication
  • Ownership of the Conference Publication copyright
  • If the conference will request publication of conference proceedings in IEEE Xplore®
  • Guidelines for using the IEEE Master Brand

Financial MOU Information

MOUs for financial co-sponsorships include the basic sponsorship information, information about the technical program responsibilities, and information about the financial responsibilities, such as:

  • The financial split between sponsors
  • How sponsors will share any profit/loss
  • Assignment of administrative responsibilities
  • Who appoints the conference committee chairs and other key members
  • Who is on the oversight committee
  • Who is responsible for indirect taxes, such as the Value Added Tax (VAT), when applicable

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 Application & MOU Process

Step 1: Log In

Step 2: View Course

We Are Here to Help

If you have questions about sponsorship MOU approval, please contact the MCE team