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Guidelines · Technical Sponsorship

Technical Sponsorship for Conferences

Norms for IEEE Technical Conference Sponsorship by IEEE Madras Section - streamlining the approval process for institutions and IEEE Organisational Units.

IEEE MADRAS SECTION • TECHNICAL CO-SPONSORSHIP • APPROVAL REQUIRED •

$1000

TCS Fee

12mo

Advance Notice

40

Min. IEEE Members

$22

Xplore Fee / Paper

Why these norms

Streamlining the approval process

In order to bring standards to international conferences and to obtain technical sponsorship from IEEE Madras Section, the Section has streamlined its approval process. All institutions and IEEE Organisational Units attached to IEEE Madras Section that wish to organise international conferences must follow these guidelines, and should also refer to the relevant IEEE websites and adhere to the norms specified there.

A Technical Co-Sponsorship (TCS) fee of $1000 is payable as per IEEE TCS norms approved by the MCE, effective 1 January 2018. The TCS fee in rupees should be paid to IEEE Madras Section by demand draft, payable to "IEEE Madras Section" at Chennai, before sponsorship approval.

The norms

Requirements by category

  • Maintain a well-updated website that publishes all SB activity.
  • Provide periodic activity updates to the Section at the start of every calendar year, and as required, for coordination.
  • Enclose the previous year's SB activity report as proof.
  • Maintain a minimum of 30 active student members (6 for an SB Society Chapter) at the time of application.
  • Conduct a minimum of 12 activities (6 for an SB Society Chapter) in the preceding year - each with a stage photo showing the IEEE logo prominently at the top right, and a report submitted to IEEE MAS LINK.
  • Invite an ExCom member / Society or Affinity Group office bearer / IEEE Senior Member as a guest (travel grant payable per IEEE MAS norms).
  • Contact details of ExCom members / Society or Affinity Group office bearers / Senior Members are available on the IEEE Madras Section website, or on request from the Section office.
  • The Conference Chair / proposer must have been an IEEE (and Society, if applicable) member for at least 2 years.
  • At the time of application, the host institution must have a minimum of 6 professional members, and 2 society members if applicable.
  • Minimum requirement: 30 student / graduate student members + 6 professional members = 40 active IEEE members total.
  • SBs are encouraged to build experience locally, then bid for Section / India Council / Region 10 / IEEE international events rather than one-off local international conferences - Madras Section supports this growth.
  • Applications for technical sponsorship should be routed through the Society (if sponsorship is sought there) and then the Section - skipping this may risk rejection later for not meeting norms.
  • For co-sponsored applications, the Section Society Chapter Chair must confirm the SB Society Chapter's membership and activity norms are met.
  • IEEE Madras Section provides technical sponsorship only - no financial commitment.
  • Applications should be submitted about 12 months ahead of the conference, per IEEE's conference application requirements.
  • Conferences held in online mode will not be considered by the Executive Committee.
  • Co-sponsoring Society Chairs must be included in the Technical Committee.
  • The Chairman of IEEE Madras Section and a few ExCom members should be included in the Advisory or Technical Committee, per their interest.
  • One of IEEE Madras Section's office bearers should be invited to the conference (with travel & hospitality covered) for Inauguration or Valediction.
  • The conference's promotional website, brochure, etc. must clearly display the IEEE Madras Section logo.
  • The Conference Chair / Organizing Secretary, with a responsible institutional official, must undertake that submitted work is original and not published / to be published elsewhere.
  • Papers selected for publication must be checked for plagiarism using licensed software.
  • Organizers are solely responsible for handling any plagiarism cases; IEEE and IEEE Madras Section are indemnified.
  • If any published work is later found to be plagiarized, the SB and organizers may be blacklisted for a minimum of 5 years.
  • Full papers only - minimum 4, maximum 6 pages, double column, Times New Roman, 10 pt.
  • The number of reviewers should be proportional to the papers proposed for publication; each reviewer may review a maximum of 4 papers.
  • Reviewer details (Name, Designation, Establishment, Highest Degree, Email, Years of service post-highest-degree) must be tabulated in a separate file.
  • At least one-fourth of reviewers must reside abroad.
  • At least another one-fourth must be IEEE members with a minimum of 3 years' membership (membership number to be listed in a separate column).
  • The remaining reviewers may be from any reputed institution / organization, qualified in the conference's areas of interest.
  • Reviewer credentials are subject to random scrutiny, which may take around 6 months.
  • Every paper must be reviewed by at least two reviewers, at least one from the resident-abroad or long-standing-member pools above.
  • Organizers are encouraged to source at least 10% of publications from authors resident abroad.
  • Acceptance by the conference does not guarantee publication in IEEE Xplore or any IEEE journal - organizers must communicate this clearly and make no promises to authors.
  • Conferences publishing in IEEE Xplore must have an e-copyright form for every paper and collect a Technical Co-Sponsorship fee of $22 per paper.
  • A brief presentation to IEEE Madras Section, in person or via PPT.
  • Monthly status updates sent to the Section's office bearers.
  • A detailed report with photos submitted to IEEE MAS LINK - noteworthy conferences may be forwarded to the IEEE India Council newsletter.
  • Completion of closing requirements such as the Technical Program Questionnaire, as required by IEEE HQ.
  • Failure to complete these formalities may affect consideration of future sponsorship applications from those concerned.

Planning an international conference?

Reach out early applications should be routed at least 12 months in advance.

Contact the Section