Conference Policies

Photography Policy at All IEEE Meetings & Conferences

Attendance at, or participation in, any IEEE conference constitutes consent to the use and distribution by IEEE of the attendee’s image or voice for informational, publicity, promotional and/or reporting purposes in print or electronic communications media. Video recording by participants and other attendees during any portion of the conference is not allowed without special prior written permission of IEEE. Photographs of copyrighted PowerPoint or other slides are for personal use only and are not to be reproduced or distributed. Do not photograph any such images that are labeled as confidential and/or proprietary.

Registration Fee Requirements

IEEE solely sponsored and co-sponsored conferences, must have a member/non-member individual registration fee differential, whether paid in advance or at the door. The amount of the differential shall be at least 20% above the IEEE member fee, the exact amount being set by each Conference Organizing Committee. Conferences may establish a registration fee lower than the IEEE member fee for sponsoring organizational unit members.

Conferences where IEEE is the sole sponsor must have a reduced fee, waiver of fees, or fee differential for Student members and Life Members. Reduced fees, waiver of fees, or fee differential for unemployed IEEE members, retired members, and for special registrants (e.g., guests, speakers, and exhibitors) are permitted at the discretion of theConference Organizing Committee. The individual registration fee for Life Members must be no more than that for Students. At the discretion of the Conference Organizing Committee, the IEEE member registration rates may apply to members of non IEEE co-sponsoring, cooperating organizations, or sister societies.

For more information see: Setting Registration Fees

IEEE Guidelines for Working with Children

As part of IEEE's commitment to provide programs that are both enriching and safe for all participants, IEEE has developed new guidelines and procedures for volunteers and employees who participate in IEEE-sponsored activities that include children.

The IEEE Guidelines for Working with Children were approved by the IEEE Board of Directors and are referenced in the IEEE Civility Policy.

If you are currently participating in IEEE activities that involve working with children, or plan to do so, you will need to visit the IEEE Activities with Children page and complete the following requirements:

  • Review IEEE Guidelines for Working with Children and Procedures for Working with Children.
  • Register IEEE-sponsored programs involving children with the IEEE Office of Risk and Insurance Management Services a minimum of 90 days prior to the start of the program.
  • Complete on-line training provided by Praesidium, IEEE's partner.
  • Volunteers and employees may also be required to undergo a background screening.

Important: IEEE volunteers and employees who do not complete the requirements are not authorized to participate in IEEE activities and programs that involve children.

A complete list of frequently asked questions also is available on the IEEE Activities with Children page.

For more information, please contact Karyn Connor or Frank M. Giannattasio from the IEEE Office of Risk and Insurance Management Services at

Event Conduct and Safety Statement 

IEEE believes that science, technology, and engineering are fundamental human activities, for which openness, international collaboration, and the free flow of talent and ideas are essential. Its meetings, conferences, and other events seek to enable engaging, thoughtprovoking conversations that support IEEE’s core mission of advancing technology for humanity. Accordingly, IEEE is committed to providing a safe, productive, and welcoming environment to all participants, including staff and vendors, at IEEE-related events.

IEEE has no tolerance for discrimination, harassment, or bullying in any form at IEEE-related events. All participants have the right to pursue shared interests without harassment or discrimination in an environment that supports diversity and inclusion. Participants are expected to adhere to these principles and respect the rights of others.

IEEE seeks to provide a secure environment at its events. Participants should report any behavior inconsistent with the principles outlined here, to on site staff, security or venue personnel, or to

Honorary Positions (Chair, Advisor, etc.) Selection Policy 

Whenever an individual is nominated to be a conference steering committee member, honorary chair, advisory team member, speaker, or any other role related to the execution of a conference, there must be a formal written request which confers the details of the position including the offer, duties, expectations, and responsibilities of the role as well as any specific details related to reimbursement of conference related activities. Finally, the invitation should also specify that written acceptance from the volunteer is needed to confirm the appointment. 

Standard IEEE policies should be followed, including obtaining consent and/or a release if necessary, for the use of any images or personal information. In addition, all RAS policies around travel and reimbursement must be followed.

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