Guidelines

for requesting

IEEE IES Technical Co-sponsorship for Conferences

1. Guidelines contained in this document need to be followed by conferences and

workshops with a valid MOU (Memorandum of Understanding) that want to
apply to have IES as technical co-sponsor.
2. 2. Conference/workshop topics should be within IES scopes, described at the
IEEE-IES site
http://ieee-ies.org
Also, the relevant IES Technical Committees having topics close to the
conference/workshop topics should be identified (http://ieee-ies.org >>
Technical Committees).
3. It is expected that a technically sponsored conference/workshop by IES should
be of a high Scientific Quality and within IES standards, therefore:
(a) Technical committees should include a significant number of IES
members, who will help ensure and maintain IES standards
(b) Papers should be accepted only after a review process that is consistent
with IES conference review standards, viz. full manuscript review (not
abstracts), at least 2 referees (preferably 3 or more referees) per paper.
(c) The conference/workshop should be of an International Character with
keynote speakers and participants from at least three geographical
locations.
4. There must be a representative of IES within conference/workshop committees,
as IES Liaison or IES Representative. The role of IES representative is to
assure a good connection with IES technical activities and with IES Journal
publications. Therefore, IES representative needs to have access to the paper
submission system allowing access to submitted papers and reviews.
5. Conference should be submitted to IES-Conferences Committee through Vice-
President for Workshops (vp-workshops@ieee-ies.org) well before the
conference (three years is highly recommended).
6. Conference dates should not conflict with other IES conferences in the same
geographical region and, more in general, with other conferences within the
same topics.
7. The proposed conference web site should be in compliance with the IES
conferences common guidelines and containing the main information about the
conference should be available at the time of request (reference sites are those
of major sites IES conferences such as: IECON, ISIE, ICIT, INDIN, ETFA, ...).
The request should contain its URL
8. Local committee should demonstrate its technical and administrative capability
to successfully managing a conference. A successful conference has to be very
well organized both technically and administratively. Therefore, though it may
be necessary for IES technical co-sponsorship approval, a summary of the
 budget including registration fees should be submitted. The history of previously
organized conferences and previously published conference proceedings (CD-
ROMs or electronic access) will be also useful.
9. A detailed description of the conference location, its facilities, transportation,
and tentative social program should be also included in the application for
sponsorship.
10. A preliminary call for paper should be submitted.
11. A short presentation in PDF (preferred) or Powerpoint (max: 6 pages) covering
the previous points could be included
12. IES Technical co-sponsorship is approved under mandatory condition that
conference organizers will promote IEEE IES membership among conference
attendees. A membership desk should be arranged. For setting-up the
membership desk, membership material could be asked by conference chair at
www.ieee.org/mdsupplies (it is password protected but any IEEE password
account can be used). Specific instructions for membership desk set-up can be
found at the following site:
http://www.ieee.org/web/volunteers/membership_dev/md_desk.html
13. At the end of the conference/workshop, a report must be submitted to IES VP
for Membership Activities including information on membership recruitment
results.
14. Reduced registration fee will be guaranteed to IEEE IES members (different
from the reduction for IEEE members). The goal of this reduction is to promote
IES membership and technically serve our existing IES members.
15. At the end of the conference/workshop, a detailed technical report must be
submitted to IES VP for Workshops. This report will include information related
to:
(a) The technical program (eg. Technical Tracks, Special sessions,
Tutorial/Workshops/Industrial Forums, etc).
(b) Statistical information on the number of submitted and accepted papers
and the countries they submitted from.
(c) Number of presented papers and no show status.
(d) Social events that may have taken place.
16. Immediately after IES approval, IEEE and IES logos must be included in the
web site, call for papers, posters and other publicity documents. IEEE does not
permit the use of the IEEE brand (logo) until the relevant MOU (memorandum
of understanding) is signed and approved.
17. It should be emphasized that IEEE does not permit a conference to be called an
IEEE Conference unless it is financially sponsored/co-sponsored by IEEE.
The percentage of the financial sponsorship has to be more than 50% in this
case.
18. IEEE Conference Information Schedule must be completed and submitted at
http://www.ieee.org/web/conferences/organizers/required_documentation.html
Additional information about required documentation for IEEE Conferences can
be found at the same location.
19. Publication of Conference Proceedings on IEEE Xplore can be requested by
Conference Chairperson. All papers, TOC, index etc. must be IEEE-PDF
COMPLIANT. Immediately after the conference, an electronic version (CD-
 ROM) of the proceedings must be submitted to IEEE Publication Department
(see details on the IEEE web site).
20. IES Conference Board can approve proceedings publication to be included in
IEEEXplore under condition that General Chairperson states that the
conference is financially responsible for PDF non-compliant papers. Conference
is recommended to use IEEE format for papers and to leave copyright to IEEE.
Organizers are requested to not request any payment from IEEE associated
with the inclusion of proceedings in the IEEE Conference Publication Program
(IEEEXplore).