Conferences FAQ

Conferences Frequently Asked Questions

Q. Where can I find information about organizing a Conference/Workshop?

• SPS specific information can be found on the Conference Volunteer Resources page
• IEEE wide information

Q. Where can I find information on the types of SPS Sponsorship?

A brief description on the types of SPS sponsorship can be found on the SPS Conference Sponsorship Information page.

Q. Where can I obtain the Proposal Prescreening Form and other pertinent information to bid for a SPS Flagship Conference?

The Proposal Prescreening Form can be found on the SPS Conference Resources page under 'Proposals.’ Required information is specified in the Call for Proposal sent to SP members and can also be found on the Conference Call for Papers & Proposals.

Q. Can my conference be promoted through SPS Mailing Lists?

The society promotes it’s conferences through the SPS Call For Paper Digest and individual mailings. For information on adding your conference to the CFP digest, please contact SPS Conferences staff.

Q. Who reviews the contracts for the Society’s Conferences/Workshop?

All conference contracts should be sent to the SPS Conference Services Staff for review. Contracts with a dollar value of USD$25K and greater must be reviewed by a Subject Matter Expert (SME) and IEEE Legal Counsel. IEEE staff will sign these contracts. Contracts with a value between USD$5K – USD$24,999 must be submitted for review by IEEE Legal Counsel. Upon Legal approval, the contract can be signed by the Conference Chair, the Society VP of Conference or be submitted to IEEE Strategic Sourcing for signing by IEEE staff.

Q. What is a MOU and do I need one?

A Memorandum of Understanding (MOU) is required when two or more entities agree to provide co-sponsorship of a conference. More information on MOUs can be found here.

Q. How do I setup an IEEE Concentration Banking account for my conference/workshop?

Please contact Conference Finance for details on setting up an IEEE CB Account. Note at this time, CB accounts can only be set up to receive USD or CAD.

Q. What information is needed to close a conference?

Please review the Conference Closing Requirements document for details.

Q. What is the typical preparation time for a conference?

Preparation time can vary based on the size of the conference, but below are a couple timelines that can be used as a guide throughout the planning process.

• SPS Conference Timeline
• IEEE Conference Timeline

Q. Who reviews the contracts for the Society’s Conferences/Workshops?

All contracts relating to the Society’s Conference/Workshop business are reviewed by the Conference Services Staff.  Please contact SPS conferences staff for more information.

Q. Once a Conference or Workshop has been approved by the Technical Committee, is there a mechanism through IEEE to support a site visit by one of the Conference or Workshop team members?

Conferences and workshops sponsored by the Signal Processing Society are permitted to send a team member for a site visit.  The criteria is that once the team has been approved by the Technical Committee, a site visit can be conducted, however, the travel expense must be identified as an expense item within the Conference/Workshop budget. Questions regarding this activity can be forwarded to SPS conferences staff.

Q. What items should be addressed in a Workshop proposal?

Volunteer organizers are advised to incorporate into their proposal all the items found on the below link.  Items that are not incorporated should be explained in writing.  A copy of this completed checklist should be included with the written proposal at the time the proposing group submits its proposal. The guidelines can be found on the proposal guidelines document. Questions regarding this activity can be forwarded to SPS conferences staff.

Q. Once the workshop proposal is prepared, how does it get approved?

Volunteers who wish to make a proposal to manage Workshops of the IEEE Signal Processing Society must submit a letter of intent and their proposal to the Chair of the SPS Technical Committee who would have responsibility for the technical program.  Questions regarding this activity can be forwarded to SPS conferences staff.

Q. Once a workshop proposal is approved, how does the committee proceed?

The Technical Committee needs to advise the staff of the date, location and General Chair of the approved Workshop.  After that information is received, the staff will contact the General Chair to begin the process.  The Technical Committee should contact SPS conferences staff for information on process and paperwork as soon as the proposal is approved.

Q. Can a Conference/Workshop rent a credit card machine to use for their registration?

Yes, you can rent a credit card machine through IEEE. All the information and pricing can be found here. Please Note: This option will be phased out in Q2 of 2013.

Q. Can the Conference/Workshop allow registrants to join the IEEE or the Society to receive the discounted rate as part of the online registration?
This is a great membership opportunity.  Yes, they can join in real time, but they will need to join first and then register for the conference using their membership number. Please link the IEEE membership page to your registration website.

Q. Can the Society pay a deposit for a conference venue prior to a signed venue contract?
Yes, only if it becomes necessary to send a deposit prior to a signed contract in order not to lose the desired venue during negotiations.  The Society will need an invoice from the conference venue along with a letter of intent or other type of binding agreement.  Questions regarding this activity should be submitted to SPS conferences staff.

Q. How do I open a concentration bank account for a Conference/Workshop?

The Conference/Workshop needs to contact Kartik Patel at +1 732 562 5488 for more information on setting up an IEEE Concentration Bank Account.

Q. Can the registration fees go directly into a local bank account managed by the Professional Conference Organizer (PCO) and not directly into the concentration bank account?

We understand that sometimes it is more convenient for overseas conferences/workshops to have the registration funds go directly into a local bank.  However, in order to do that you need the PCO to prove that they have $1,000,000 in bonding or theft insurance and be Payment Card Industry (PCI) compliant.  The Society will need proof via submitting copies of the certificates.  Once these requirements are met, staff will review the PCO contract to make sure it includes the required clauses.  If the PCO can’t prove both of these requirements, the registration income must go directly into the concentration bank account. Questions regarding this activity should be submitted to SPS conferences staff.

Q. Does the conference have to use IEEE for their audit or can we use an independent auditor?

The conference can use an independent auditor.  The audit report must be provided in English and must meet the audit criteria, which will be provided by staff.  If you want to use the IEEE Audit Services, please contact Emily Cummings-Franchette at +1 732-562-6371.