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.
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
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.