CASS Technically (Co-)Sponsored Conferences
Beginning in 2015, it is required that all Conference Organizers of CAS (Co-)Sponsored Conferences comply with the CASS Guidelines for Conference Organizers. It is required that the acknowledgment at the end of the Guidelines document is signed and returned to CAS (manager@ieee-cas.org).
For CASS Technically (Co-)Sponsored Conferences, it is expected that the conference organizing committee will make sure that the technical program committee will include members of CASS Technical Committees with a special interest in the conference. For international conferences, a representative international committee must be formed. The proceedings of the conference are expected to be published in IEEE Xplore.
The following must be submitted to the IEEE CASS Administrator at manager@ieee-cas.org when the IEEE Conference Application is completed for Technically (Co-)Sponsored Conferences):
- Conference budget
- Call for Papers
- Description of how CASS is involved in the conference committee
- Historical Data Form - Contact the Administrator for the correct form to complete in regards to your conference.
- A CASS Technical Committee Endorsement
- Signed Conference Guidelines Acknowledgement (Located at the end of the CASS Guidelines for Conference Organizers)
CASS Financially (Co-)Sponsored Conferences
Beginning in 2015, it is required that all Conference Organizers of CAS (Co-)Sponsored Conferences comply with the CASS Conference Guidelines. It is required that the acknowledgment at the end of the Guidelines document is signed and returned to CAS (manager@ieee-cas.org).
For CASS Financially (Co-)Sponsored Conferences, the following must be submitted to the IEEE CASS Administrator at manager@ieee-cas.org when the IEEE Conference Application is completed for Financially (Co-)Sponsored Conferences):
- Conference budget
- Call for Papers
- A CASS Technical Committee Endorsement (not required for regional flagship conferences)
- Description of how CASS is involved in the conference committee
- Historical Data Form - Contact the Administrator for the correct form to complete in regards to your conference.
- Signed Conference Guidelines Acknowledgement (Located at the end of the CASS Guidelines for Conference Organizers)
It is expected that the following must be submitted online through IEEE (not CASS):
- IEEE Conference Application - (online submission process)
- Publication form, for the proceedings to be distributed by IEEE (through Xplore or other means). For questions related to Publications, email confpubs@ieee.org
- Conference Budget, to comply with the online process, go to http://www.ieee.org/web/conferences/organizers/required_documentation.html (click on words IEEE Financial Web Form). A separate detailed final budget will be requested before ending this online process. To prepare, you may use the optional Financial Reporting Workbook Form.
- IEEE Request for Conference Insurance
- Bank Signature Cards - for local bank accounts, the organizer must forward signature cards to IEEE. If using concentration banking, IEEE provides signature cards, but organizer must identify who should receive them.
- Fiscal Agent MOU - (formerly known as Bank MOU) to be used if conference is not using local bank account under the conference name or a concentration banking account
- Contracts - If a contract is greater than $25k, it must be signed by IEEE
- Principles of Business Conduct and Conflict of Interest (POBC/COI) Form - Individuals involved in making procurement decisions or other activities that could represent a potential conflict of interest should complete the Principles of Business Conduct/Conflict of Interest form every year.
Requirements for closing a financially (co-)sponsored Conference:
- Final Financial Report – same online link as budget (a detailed final report should also be provided - may use Optional: Financial Reporting Workbook)
- Certification of Accuracy – Treasurer and Chair are required to sign regarding financial information presented to close the conference.
- 1099 & 1042 Schedule of Payments – (along with a copy of W8/W9 Form)
- Audit – (for Conferences with revenues/expenses greater than $100k and total IEEE financial sponsorship percentage of 51% or more)
- Loan Repayment – (if advance loan has been issued by CASS)
- Surplus Payment – to sponsoring Societies (per the final financial)
- Proof of Bank Account Closure – if using local bank account for conference
- Concentration Banking Destroy Check Form – if conference uses Concentration Banking account (recommended)
