IEEE Malaysia Conference Procedure for Chapter Chairs


Basic Requirements

1. Sponsorship relates to the responsibilities and accountabilities of an organisational unit (OU) with respect to financial, technical, publicity, and administrative aspects of a conference. For a conference to be considered an IEEE conference, it must be sponsored by the IEEE, which in Malaysia is represented by the Section or the Chapters.

2. Proposing organiser(s):

  • A Malaysian organiser must represent a registered higher education, a research institute, or an IEEE unit.
  • An international organiser must represent a proven IEEE Conference organiser (with a previous experience in organising IEEE-endorsed conferences).

3. IEEE organisational units (Section/Chapters/etc) engaged in conference sponsorship are prohibited to enter into any type of sponsorship arrangement with a “for profit” organisation.


Procedures for Sponsorship

1. Contact a PIC for Conference endorsement.

  • Section: Fawnizu Azmadi Hussin, Section Chair/ Md Pauzi Abdullah , Conference Coordinator
  • Chapters: Chapter Chair (Ref: Officer List)

2. Discuss the nature of sponsorship

  • Co-sponsorship: Section or Chapter will optionally support with fund. The IEEE name may optionally be used in the conference title. Section or Chapter will receive minimum 30% of the surplus or be liable for any deficit resulting from a conference; and will be responsible for assuring the timely resolution of any legal issues
  • Technical co-sponsorship: Section or Chapter will support with technical expertise, i.e. to improve & to assure the quality of the conference. Section or Chapter will assist in obtaining the IEEE approval as technical co-sponsor and submit the conference proceedings to IEEE Conference Publication approval. However, there is no guarantee that the papers accepted for presentation at the conference will be eligible for inclusion in the IEEE Conference Publications Program (CPP).

3. Discuss the requirement for the conference

  • All papers must be peer-reviewed. Each paper should be reviewed by at least 3 reviewers.
  • Reviewers are from experts from various institutions and countries.
  • All processes are accountable. Procedures to avoid plagiarisms must be included.
  • The organiser shall present a report after the event, including financial report.

4. Consider the processing & endorsement fee

  • Financial sponsorship: A revenue sharing scheme will be discussed and explicitly mentioned within the MoU.
  • Technical co-sponsorship:
    • The Section will not charge the organiser but active IEEE members must be given a discounted fee (20% discount); i.e a two tier fee structure shall be provided.
    • Only if the conference results in profits, the organiser is suggested to present a donation to the sponsoring Section / Chapters (15% of the surplus).
    • The TPC Chair shall be a nominated/representative of IEEE Chapter/Section; and will oversee the technical review and final publication for submission to IEEE and all the necessary approval from IEEE. The TPC Chair will also assist the OU for publicity of the event through its IEEE network.
    • IEEE Malaysia Chapters will not technically co-sponsor a conference if it falls within two months (either side) of the main Chapter Conferences.

5. Prepare the MoU / MoA

  • Conference organiser shall submit a Memorandum of Understanding (MoU) to IEEE Conference Services for review, final approval, and execution.
  • Visit:
  • The IEEE Conference Services will process the MoU in 1-2 months.




Procedures for Conference Publications

  1. After a post-conference assessment, publications will be handled by the IEEE Conference Publications Program (CPP), which facilitates inclusion in the portfolio of IEEE electronic dissemination products, including the IEEE Xplore.
  2. Prior to publication by the IEEE, the organiser (and all paper authors) shall transfer all copyright to the IEEE.
  3. After the MoU, the organiser should start the process by filling in the form here:
  4. For Technical Co-Sponsorship conference, there is no guarantee that the papers accepted for presentation at the conference will be eligible for inclusion in the IEEE Conference Publications Program (CPP).



Changes for MGA Technically Co-Sponsored Conferences (TCS)

  1. In 2015, the IEEE Board of Directors adopted a motion to recover some of the costs incurred in supporting technically co-sponsored conferences (TCS) and publication of their papers in the IEEE Xplore Digital Library.
  2. In January 2016, recovery of these costs began for all Society/Technical Council technically co-sponsored conferences. The IEEE Meetings, Conferences and Events (MCE) team developed and deployed procedures to collect these expenses during the conference application process.
  3. Until recently, IEEE Member and Geographic Activities (MGA) had been absorbing the TCS expenses for its geographic units. The MGA Board has now approved a final policy for handling fees for all MGA Geographic Unit technically co-sponsored conferences.
  4. For all conference applications received 1 January 2018 or later, in which an MGA Geographic Unit is a technical co-sponsor and there is no IEEE financial sponsorship, the MGA TCS Fee policy shall apply.
    This fee will be $1000 per TCS conference, and $15 per paper sent to IEEE Xplore
  5. If multiple IEEE Organizational Units (OUs) technically co-sponsor the same conference, the fee will be divided equally between all IEEE sponsors (i.e.: Society, Council, MGA Geographic Units)
    MGA Geographic Units will have the option to bill the TCS fees directly to the Conference
  6. An exception to this general policy – MGA will continue to pay these fees if the external (non-IEEE) financial sponsor has a National Society Agreement with IEEE or has a Sister Society Agreement with one or more of the IEEE Societies
    Starting 1 March 2018, IEEE MCE will retroactively deploy processes to collect the TCS fees for any conference application with technical co-sponsorship by an MGA Geographic Unit received on or after 1 January 2018

Others Issues

1. The following policies applies to the use of the term “IEEE” in the names of conferences:

  • The term “IEEE” shall be used in the names of sole sponsored and co-sponsored conferences where IEEE is at least a 50% financial sponsor.
  • The use of the term “IEEE” in the names of co-sponsored conferences in which IEEE is less than a 50% but at least a 25% financial sponsor is recommended but not required.
  • The term “IEEE” shall not be used in the names of co-sponsored conferences in which IEEE is less than a 25% financial sponsor. This includes conferences in which IEEE is only a technical cosponsor.

2. The following policies applies to the use of the IEEE logo:

  • Co-Sponsored conferences, where at least one organisational unit is non-IEEE, are encouraged to use the IEEE logo on all promotional material and publications along with the organisational unit logo(s).
  • Technical Co-Sponsorship/Technical Cooperation conferences are allowed to use the IEEE logo on promotional material and publications, along with the entity logo(s) but shall not use the name “IEEE” in the title of the conference.
  • A conference may use the word “international” in its title if the conference reflects a significant degree of international character. The technical program will include a significant number of papers from authors representing at least three countries. The Technical Program Committee must have a similar demographics in its roster.


*Ref: IEEE Conference Policy / IEEE Indonesia Section

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