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ComSoc Event Sponsorship

The IEEE Communications Society sponsors more than 100 conferences, workshops and other events each year for the benefit of the members of the society.  These events are selected to address advancements in the area of communications technology, particularly in new, emerging areas.  Our members enjoy opportunities to share new results and exchange technical information, network face-to-face with their peers, build communities of common interests, and help develop and grow their professional careers.  ComSoc engages in two event sponsorship levels:

Financial Sponsorships:

Events which ComSoc financially sponsors or co-sponsors, are referred to as Portfolio Events. The ComSoc Director of Conference Development manages our portfolio and oversees the addition of new events. If you would like to discuss financial sponsorship for your event, please contact ConfDev@comsoc.org. All portfolio events may be found on our Portfolio Events page.

Benefits of ComSoc Financial Sponsorship

Technical Co-sponsorships:

Available to those events which are financially sponsored by a not-for-profit organization, the technical scope of the event is within the ComSoc field of interest, and at least 3 ComSoc Technical Committee members have a direct and substantial involvement in the organization and development of the technical program. ComSoc has no financial involvement in the event. The Technical Co-sponsorship process is managed by the ComSoc Director of Conference Operations. All ComSoc technically co-sponsored events are available via our Conference Search tool.

TCS Policy and Process

Benefits of ComSoc Technical Co-sponsorship (TCS)

How to apply for ComSoc Technical Co-sponsorship (TCS)

TCS Frequently Asked Questions (FAQs)

Financial Sponsorships:

Events which ComSoc financially sponsors or co-sponsors, are referred to as Portfolio Events. The ComSoc Director of Conference Development manages our portfolio and oversees the addition of new events. All portfolio events may be found on our Portfolio Events page.

Benefits of ComSoc Financial Sponsorship

The conference will be listed on the ComSoc Portfolio Events.

The conference, including its CFP deadline listing, will be listed on the ComSoc Conference Calendar.

ComSoc will conduct targeted e-blasts for CFP and conference promotion. 

The conference will be listed in the IEEE Communications Magazine Calendar Listing. 

The conference will be eligible for 75% off the list price of CFP and General Announcement advertisements in IEEE ComSoc Magazines – IEEE Communications Magazine, IEEE Network Magazine, and IEEE Wireless Magazine. For advertising information, please contact  Mark David.

The conference will be eligible for ComSoc in-house marketing services which includes developed, produced, and distributed promotional materials, such as ads, flyers, brochures, e-blasts, etc.

Technical Co-sponsorships:

Available to those events which are financially sponsored by a not-for-profit organization, the technical scope of the event is within the ComSoc field of interest, and at least 3 ComSoc Technical Committee members have a direct and substantial involvement in the organization and development of the technical program. ComSoc has no financial involvement in the event. The Technical Co-sponsorship process is managed by the ComSoc Director of Conference Operations. All ComSoc technically co-sponsored events are available via our Conference Search tool.

Benefits of ComSoc Technical Co-sponsorship (TCS)

The conference will be included in the IEEE Conference Search tool.

The conference proceedings will be submitted to IEEE Xplore® as well as other Abstracting & Indexing (A&I) databases.

The conference will be listed in the IEEE Communications Magazine calendar pages.

The conference will be eligible for 40% off the list price of CFP and General Announcement advertisements in IEEE ComSoc Magazines: IEEE Communications Magazine, IEEE Network Magazine, and IEEE Wireless Magazine. For advertising information, please contact Mark David.

How to apply for ComSoc Technical Co-sponsorship (TCS)

A new process for obtaining TCS from ComSoc is in effect as of August 30, 2013. This new process introduces a shortened form (2 pages) for organizers to complete. Previous versions of the application will no longer be accepted.

Applying for ComSoc TCS can be completed in two steps:

Step 1:  IEEE Conference Application

Step 2:  ComSoc ADDENDUM to IEEE Conference Application

Step 1 Details

A. Complete an IEEE Conference Application using the online form.

  • The first question posed is:
  • “Have you already obtained sponsorship for your conference?”
    Please select “yes” to start the process to request ComSoc TCS.

  • Provide details about your conference, program, committee, etc.
  • List all proposed FINANCIAL sponsors (they will be asked to sign the MOU)

Definition of a financial sponsor:  Receives their percentage of any possible surplus and liable for their percentage of any possible deficit resulting from a conference, plus has direct and substantial involvement in the development of the technical program. Organizations that contribute funds but do not receive surplus or do not have responsibility for deficit should not be listed as financial sponsors. They are classified as patrons or supporters.

  • List all proposed TECHNICAL co-sponsors

Definition of a technical co-sponsor:  Has a direct and substantial involvement in the development of the technical program, but no financial stake in the conference surplus or deficit.  [Any organization that is participating in the event and does not fit within these definitions for financial or technical sponsors should not be listed on your application.]

  • Include IEEE COMMUNICATIONS SOCIETY as a Technical Co-sponsor (0%)
  • Note: you can save your application and return to complete it later if necessary  

B. Completion of the IEEE application will generate a 5-digit conference ID number.  Please be sure to keep this number for your records and use it in all your correspondence with IEEE and ComSoc.

C. After submitting your application, IEEE Conference Operations will review it for completeness and accuracy.  You may be contacted by a Conference Operations representative if any items need further clarification

Step 2 Details

A.This step will be initiated by ComSoc based on ComSoc being listed as a potential Technical Co-sponsor on  the IEEE Conference Application

B. ComSoc will contact organizers requesting completion of a short (2-page) ADDENDUM

  • This additional information is related specifically to the ComSoc TCS process and does not duplicate information already provided on the IEEE Conference Application
  • ComSoc will evaluate the ADDENDUM and notify organizers and IEEE Conference Services of our decision regarding sponsorship of the event
  • Processing time for an ADDENDUM can be reduced by addressing the following items at the time of submission
    • Ensure the ComSoc name and/or logo is not used – see FAQ#2 (see below)
    • Ensure there is an active and accessible conference website – FAQ#3
    • Ensure there is a Call for Papers posted on the website – FAQ#3
    • Ensure the list of Technical Program Committee members is posted on the website
    • Ensure there are no references to IEEE Xplore® - FAQ#2
    • For returning events – FAQ#7 & #8:  if not already provided, please send the conference proceedings media to the attention of Compliance Coordinator, IEEE Communications Society, 3 Park Avenue, 17th Floor, New York, NY  10016 and the opt-in attendee email list to p.oneill@comsoc.org

C. If ComSoc agrees to participate as a sponsor, IEEE Conference Services will prepare a Memorandum of Understanding (MOU) and obtain signatures of all financial sponsors and all IEEE technical co-sponsors

D. IEEE Conference Services will then send organizers final notification of IEEE APPROVAL along with a link to the MOU for your records. 

E. At this point, the process is complete

TCS Frequently Asked Questions (FAQs)

Q 1. What is the importance of the CFP deadline?
ADDENDUMs should be submitted at least 3 months prior to the CFP deadline to provide sufficient time for ComSoc to publicize the CFP and the conference to our membership.  Please notify us if the CFP deadline is extended so we may update our marketing materials.

Q 2. Why can’t I use the IEEE, ComSoc, or Xplore® names and logos before the formal approval?
It is not appropriate to make reference to organizations, agreements, or parties, or to imply relationships, before all parties have consented to such relationships or agreements. Upon satisfactory completion of the IEEE Conference Application and the ComSoc ADDENDUM, a memorandum of understanding (MOU) will be prepared and signed by all parties. Not until the MOU is fully executed may the IEEE and ComSoc logos be used (reference:  IEEE Policy 10.1.4).  IEEE Policy 10.1.4, in part, states: Co-sponsored conferences shall not use the IEEE name or Master Brand in their web sites, publications, or promotions before the MOU is executed.

Q 3.  Why does ComSoc ask organizers to provide the URL of an active conference website which includes the CFP?
The conference website is a valuable tool for ComSoc volunteers as they review your ADDENDUM.  The Call for Papers provides the best insight into the technical scope, content, and design of your technical program. The paper submission process, the technical program outline, keynote speaker topics, registration options, committee members, etc., give additional insight into the overall planning for the conference.

Q 4.  Why is it necessary to  contact ComSoc TCs?
In order for ComSoc to grant technical co-sponsorship, at least one of our Technical Committees (TC) must endorse the conference. The endorsement helps to ensure that the technical program falls within the  scope of the TC, that there is a quality, independent peer review process for paper selection, and that at least three TC members will be directly and substantially involved in the activities of the Technical Program Committee (TPC). In order to identify the TC members who will serve on the TPC, conference organizers should discuss same with the TC Chair.  That conversation should garner the support of the TC which will be demonstrated by 3 of their members serving on the TPC. During the formal review of this ADDENDUM, the TC Chair(s) will be given the opportunity to officially endorse the conference based on this interaction with the Conference Organizing Committee.

Q 5.  Why is there a non-refundable application fee of $1000?
Commencing June 2015, the technical co-sponsorship (TCS) application fee for 2016 and beyond events is $1000 (by decision of the IEEE ComSoc Board of Governors). The fee is non-refundable because, regardless of the outcome of the sponsorship request, a full review is necessary and administrative costs are incurred. The fee is based on a new policy whereby IEEE charges its societies this amount ($1000) for every conference they technically sponsor (plus other per-paper charges). The application fee only partially compensates for ComSoc's TCS cost, e.g., staff time, administration, website, etc.; and is subject to future change in order to consider the per-paper IEEE charges.

Q 6.  Why have I been asked to pay an additional $500 fee?
This is the Xplore® Delivery Deposit fee which ComSoc collects as a result of an IEEE policy that went into effect 1 January 2011. The $500 deposit is required before we proceed to process an ADDENDUM for one of two reasons: 1) the ADDENDUM indicates IEEE will not be the owner of the copyright for the conference proceedings, or 2) previous conferences in the series have not delivered their proceedings to IEEE within the 30-day deadline.  This deposit will be refunded after the timely (within 30 days after end of conference) delivery of the conference proceedings to IEEE Xplore® per the Letter of Acquisition. The deposit will also be refunded if ComSoc decides not to participate as a technical co-sponsor, or if the technical co-sponsorship MOU is terminated before the conference takes place.  

Q 7.  Why does ComSoc require an opt-in attendee list?
ComSoc may use this opt-in attendee list to make contact concerning similar ComSoc conferences, technical products, or to ask opinions.

Q 8.  Why does ComSoc require  2 copies of the conference proceedings media which was distributed to attendees at the conference?
ComSoc maintains an archive of materials from sponsored events.  

Q 9.  Why does ComSoc require that the conference proceedings be submitted to IEEE XPLORE®?
ComSoc technically co-sponsors conferences in order to provide our members more opportunities to attend quality events. The proceedings from these quality events, when published in IEEE Xplore®, enrich our offerings as a professional organization.

Updated August 30, 2013