Guidelines for Organizers

Welcome! Thanks for your interest in becoming a conference organizer with the IEEE Industrial Electronics Society. Before proceeding to the detailed information below, please note that only nonprofit organizations can partner with IEEE or IES units for conferences.
Organizing a conference is a complex but rewarding task, which requires the participation of many people in the team. Partnering with IES provides the conference participants and associates with the warranty of having the highest technical quality in all aspects of the conference, and organizers with the right tools and policies to make the conference a success.
 
Submit, the IES Submission and Review system for conferences, provides an integrated solution for the collection and review of papers, and it is available free of charge to IES conferences. It is created and maintained by volunteers from the Web & Information Committee.
 
Continue reading to find instructions on how to organize an IES conference.

 

IES Involvement

 

There are three types of IES involvement in a conference:

Sponsorship

  • Full sponsorship indicates complete responsibility in the technical, financial, publicity and administrative areas of the conference.
  • Proceedings are eligible for inclusion in the IEEE Conferences Publication Program and for submission to IEEEXplore.
  • In the technical/professional and financial areas, it is expected that IES volunteers will plan the scope of the program, the topics, will attract and select papers, and will prepare and monitor the conference budget.
  • These conferences must follow the IES Conference Policies and Guidelines.
  • Conferences must include IEEE and IES logos in all materials. IEEE name must be included in the conference title and all conference materials.

Co-Sponsorship

  • Co-sponsorship indicates a shared involvement in the technical, financial, publicity and administrative areas of the conference, as defined in the corresponding Memorandum of Understanding. The breakout of financial share is different for each conference and needs to be agreed on before the conference is approved.
  • Proceedings are eligible for inclusion in the IEEE Conferences Publication Program and for submission to IEEEXplore.
  • It is recommended that the IEEE name should be used in the conference title. IEEE and IES logos must be used in all conference materials.

Technical Co-Sponsorship

  • Technical Co-sponsorship (TCS) indicates direct and substantial involvement in the organization of the technical program but no financial involvement. IES will neither get any share of the surplus nor contribute to any share of the losses (if any).
  • TCS provides the advantages of partnering with IES for a conference, while the main organization retains the control of the finances.
  • The organization that has financial sponsorship of the conference must be explicitly identified in the supporting documentation and promotional materials for technical co-sponsorship to be approved.
  • The conference will be publicized by IES and IES members will be encouraged to submit papers.
  • Proceedings are eligible for inclusion in the IEEE Conferences Publication Program and for submission to IEEEXplore.
  • A discount registration fee should be available for IES members.
  • IEEE and IES logos must be used in all conference materials. Unless financlally owned by other IEEE unit, IEEE must not appear in the conference title.

 

How to select which type of participation is most convenient for you?

Typically, sponsored and co-sponsored conferences are defined by the IES AdCom to have a complete conference calendar that covers all of IES fields of interest. The scope and approximate dates of each conference are decided years in advance.

You are welcome to propose new conferences (contact VPCA), or to bid for organizing a future edition of a given conference series (see below).

If you are already involved in the organization of an existing non-IES conference, TCS is probably the most convenient type of participation (see below)

 

How to apply

 

If you are considering to organize an IES sponsored event, please read the Policies and Guidelines. They contain instructions on paper submission, reviewing, program and proceedings publication, financial aspects, publicity, and more.

In order to use Submit, the IES Submission and Review system for conferences, please fill the request form and our volunteers will set up the system for you. Be sure to have technical tracks and technical program committee decided before requesting.

Depending on the type of participation selected, the method for applying differs:

For Sponsored and Co-sponsored conferences: Bid for the organization (contact VPCA / VPWA)

For TCS conferences: See specific instructions

 

 

Yours sincerely,

pJuanjo

Juan José Rodríguez Andina
Vice President for Conference Activities
Universidad de Vigo
Escuela de Ingenieria Industrial
Departamento de Tecnologia Electronica
Campus Universitario
36310 Vigo
SPAIN
+34-986-812-094 (office)
+34-986-811-987 (fax)
vp-conferences at ieee-ies.org

aluque

Antonio Luque
Vice President for Workshop Activities
Universidad de Sevilla
E. S. Ingenieria
Dpto. Ing. Electronica.
Av Descubrimientos s/n
41092 Sevilla
SPAIN
+34-954481297 (office)
+34-954487373 (fax)
vp-workshops at ieee-ies.org