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.
Types of Sponsorship
There exist two main types of sponsorship of conferences:
- Financial (co-)sponsorship
- Technical co-sponsorship
1. Financial sponsorship or co-sponsorship.
In this case, the IEEE/Technical Society is involved in technical, financial, publicity and administrative aspects of the conference. Two cases are possible.
Sole sponsorship indicates full and sole IEEE/Technical Society involvement in the conference. The IEEE/Technical Society accepts complete responsibility for the technical, financial, publicity and administrative aspects of the conference.
Co-Sponsorship indicates a shared involvement between the IEEE/Technical Society and other entities. These entities are other IEEE Organizational Unit(s) and/or other “Not-for-Profit” non-IEEE organizations.
It indicates a shared and significant involvement in the technical, financial, publicity and administrative areas of the conference. The relationship between sponsoring organizations must be explicitly defined in a Memorandum of Understanding (MOU).
2. Technical Co-Sponsorship
Technical Co-Sponsorship indicates direct and substantial involvement by the IEEE/Technical Society solely in the organization of the technical program of the conferences. The IEEE/Technical Society has no financial involvement in the conference. Technical co-sponsorship may or may not include proceedings acquisition for IEEE Xplore.
Conferences with approved technical co-sponsorship will be charged a fee of $1,450 plus $22 per paper sent to IEEE Xplore to compensate for the technical co-sponsorship.
As a condition of approved technical co-sponsored and financially sponsored conference, IEEE/Technical Society will make available IEEE membership forms and promotional material regarding IEEE publications and activities to the general chair and ask that they include this material in all registration packages for conference attendees.
Procedures for Co-Sponsorship/ Technical Co-Sponsorship
- The first step is to identify the IEEE Technical Chapter in Malaysia (IEEE organizational unit) that is relevant to the theme of the conference to be the Co-sponsor/technical co-sponsor (TCS) for the conference. For example, if the theme is robotic, then the conference organizer must approach IEEE Robotics and Automation Society Malaysia and request them to be the TCS for the conference. There are 27 technical chapters in Malaysia: (link: https://ieeemy.org/section/chapters/). If they agreed to become the TCS, then you can fill in the IEEE conference application form via online and put the name of the technical chapter who agreed to become the TCS for the conference.
- 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 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.
- 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.
- Consider the processing & endorsement fee
- Financial sponsorship: A revenue sharing scheme will be discussed and explicitly mentioned within the MoU.
- Technical co-sponsorship:
- Active IEEE members must be given a discounted fee (20% discount); i.e a two tier fee structure shall be provided.
- IEEE Chapter/Section will nominate its representative in the conference’s technical committee that will oversee the technical review and final publication for submission to IEEE.
- Chapter/Section may charge service fees on the conference organizer (subject to the agreement of both parties) for the technical services provided.
1. Conference Publications
- 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.
- Prior to publication by the IEEE, the organiser (and all paper authors) shall transfer all copyright to the IEEE.
- Note that there is no guarantee that the papers accepted for presentation at the conference will be eligible for inclusion in the IEEE Xplore. It will still subject to the approval from IEEE review committee.
2. 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.
- 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.