Running a Conference

When a conference has been approved by IEEE Computational Intelligence Society, it is necessary to submit as soon as possible the material IEEE requires: IEEE Conference Application

A part of this process requires that a Memorandum of Understanding (MOU) is completed. This MOU form will be generated automatically as a part of your material on the URL above.

The approved budget needs to be registered with the IEEE. This can be accomplished here: IEEE Conference Financial Reporting

When the conference general chair has completed the budget submission and received confirmation, confirmation must be forwarded to the IEEE CIS VP Conferences for CIS records.

An intermediate budget must be provided to the IEEE CIS VP Conferences after the notification of paper acceptance is complete, by updating the expected number of participants.

The general chair shall not transmit the original budget or any revisions to that budget directly to the IEEE. ADCOM will review and approve any budget revisions having variations larger than 5% in any line.

The IEEE also provides an excellent checklist for conference organizers: How to organize an IEEE Conference: Checklist & Timeline

More detailed guidelines to organize a conference are provided by the IEEE VP Conferences after the conference is approved.