What: Manage paper submission, review and selection, and the establishment of the final technical program for a conference
Who: Conference Technical Program Chair, Technical Program Committee
When: Begins 15 to 18 months before the conference
IEEE Policies:
6.3 - IEEE Copyright
10.1.13 - Confidentiality

How do I plan a technical program?

Each sponsor appoints members from its organization to represent them on the Technical Program Committee.

The Technical Program Chair is responsible for delivering a well-balanced and high-quality technical program at the conference. The Technical Program Committee oversees the submission and review of papers, and organizes the presentations delivered at the conference.

Committee members are experts in their fields and may represent different areas within the domain of the conference. The size and scope of your conference will dictate the number of members needed for the Technical Program Committee and the functions they perform.

All conferences planning a technical program should:

  • Define the scope for the technical program
  • Define quality standards for the technical program
  • Det deadlines for technical program activities
  • Communicate IEEE guidelines
  • Manage the Call for Papers
  • Manage the paper review process
  • Plan the presentation of papers
  • Coordinate with the Conference Publication Chair
  • Offer IEEE Continuing Education Units (CEUs)

Define the scope of the technical program

The scope of the conference should include one or more of the following subject areas:

  • Engineering
  • Computer science
  • Societal implications of technology
  • Disciplines that have firmly established ties to engineering and computer science

Define quality standards

Required Task for Conference OrganizersSet guidelines for managing the quality of the technical program.

 
 

  • Establish standards for judging the quality of accepted papers.
  • Develop reviewer guidelines.
  • Estimate the number of papers to be submitted.
  • Identify the number of reviews for each paper.
  • Identify the number of papers assigned to each reviewer.
  • Establish the acceptance rate for submitted papers.
  • Choose tools to manage papers, validate formatting, and check for plagiarism.
  • Determine conference policy for non-presented papers.

 

Learn more IEEE conference subject matter content scope and other conference quality criteria

Schedule technical program activities

Required Task for Conference OrganizersSet a schedule that allows enough time for writing, reviewing, selecting, formatting, and publishing the conference papers. Publish all important dates on the website and in the Call for Papers so authors can meet deadlines. If deadlines are extended, contact IEEE Meetings, Conferences & Events (MCE) to update your conference record and references in IEEE search and social media tools. Schedule dates for:

  • Publication of the Call for Papers
  • Initial abstract and paper submission
  • Completed reviews
  • Author notification
  • Submission of IEEE Xplore®–compliant final papers in PDF format

Manage the Call for Papers

Required Task for Conference OrganizersThe Call for Papers is a public solicitation of papers for the conference. Unless you are limiting the conference to invited speakers, you must publish a Call for Papers.

Helping authors meet open access publishing requirements

One of the trends in publishing is to make research articles publicly available through a process called "open access" (OA). To help ensure that your conference authors can meet open access guidelines from their funding agencies, below is information on how the IEEE Author Posting policy can address their concerns and make them comfortable submitting papers to your conference.

Communicate IEEE guidelines

Required Task for Conference OrganizersEach conference is responsible for communicating IEEE policies in the Call for Papers, website, and other materials. IEEE has the sole ability to decide which papers accepted for presentation at the conference are eligible to be included in the IEEE Conference Publications Program (CPP) and ultimately, in the IEEE Xplore digital library.
 

  • Do not claim or guarantee that any papers will be published in IEEE Xplore. IEEE can decline to publish the conference proceedings that do not meet IEEE quality standards.
  • Do not claim or guarantee that any papers will be indexed in any database. Indexing services evaluate conferences and independently determine what they will index.
  • Each conference determines their policy for papers that are accepted but that are not presented at the conference. If you decide that non-presented papers will not be published to IEEE Xplore, then you must clearly communicate this to authors prior to the conference.
  • Follow US regulations and policies for publications by authors in embargoed countries or that contain military- or defense-related subject matter. These regulations may affect paper and electronic distribution of your conference publications. These policies apply to all IEEE-sponsored and co-sponsored conferences, even when held outside the US with no US participants.

Manage the paper-review process

Required Task for Conference OrganizersThe Technical Program Committee manages the paper-review process. Select independent reviewers who are knowledgeable in the subject area of the conference. The number of reviewers depends upon the estimated number of expected submissions and accepted papers.

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Determine plagiarism checking policy

IEEE requires all publications to be submitted to a plagiarism-detection process prior to being uploaded to IEEE Xplore to ensure originality of content. Organizers are encouraged to sign up for CrossCheck, a plagiarism-detection tool that is offered at no cost to all IEEE publications. The Technical Program Chair can determine when the plagiarism checking will occur, whether at submission or upon acceptance.

If IEEE is unable to confirm that conference papers have been screened using CrossCheck, then IEEE will use for the conference CrossCheck prior to posting in IEEE Xplore. The organizer will be notified of any problematic papers detected and held from Xplore. The conference will be responsible for notifying authors of the decision to remove the paper.

Plan and manage the presentation of papers

Coordinate with Conference Publication Chair

Required Task for Conference OrganizersThe Technical Program Chair coordinates with the Conference Publication Chair to provide authors with instructions for submitting papers for publication in IEEE Xplore. The Conference Publication Chair submits the IEEE Publication Form and manages the production of conference publications.

Required Task for Conference OrganizersThe Technical Program Chair provides authors with information needed to transfer the copyright for their papers to IEEE. All papers copyrighted to IEEE should be registered through the Electronic Copyright Form (eCF). The Technical Program Chair: 

  • Notifies authors that they need to transfer copyright of their papers
  • Registers with IEEE to provide authors with access to the eCF. The form is also available in PDF, DOC, and HTML.

Authors must transfer copyright of their individual papers to IEEE if IEEE is the copyright holder of the proceedings. The transfer is made prior to publication so that IEEE has clearance to publish the paper. The authors, not IEEE, are responsible for determining whether disclosure of their material requires the prior consent of other parties and, if so, obtaining the consent.

 

If another organization holds the copyright, IEEE can request permission from the copyright holder to publish the content in the IEEE Xplore digital library. The request is sent to the Publications Chair, who then forwards it to the proceedings copyright holder. Authors should follow the copyright transfer rules and regulations for the organization that holds the copyright of the proceedings.

Offer IEEE Continuing Education Credits (CEUs)

You can provide more value and attract more participants if you offer education credits for conference workshops and tutorials. Conference participants can apply IEEE Continuing Education Units (CEUs) to their professional-development hours for licensing and certification.

IEEE must review and approve your workshop or tutorial before you can offer IEEE CEUs.

Required Task for Conference OrganizersComplete the IEEE Certificate Program Event Application and submit to IEEE. The application should be submitted at least three months before your conference.

Find out more about IEEE CEUs

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Who do you talk to at IEEE?

IEEE is ready to help. If you have questions about the conference technical program or have other questions about organizing a conference, please contact the IEEE Meetings, Conferences & Events (MCE) at ieee-mce@ieee.org.

Do you have feedback on the information on this page?

  • Is there missing or incorrect information?
  • Do you have a tip to share?

Please send your feedback to IEEE MCE (ieee-mce@ieee.org).

New: IEEE MCE Conference Education Program

Watch IEEE Conferences Committee Past Chair William Moses's overview of the Conference Education Program:

IEEE Conferences Committee Chair William Moses overviews the conference education program in this video.

If you have any questions or want further information, please contact mce-education@ieee.org.

MCE Contact Information

IEEE Meetings, Conferences & Events (MCE) are available to assist you with any questions.

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Email ieee-mce@ieee.org with questions or concerns, or call:
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