Conference Proposal Checklist

To find out more about Conference Organization and the CIS application requirements you can find much useful information in the CIS Conference Organiser Tool: https://trello.com/b/nJVHx0tS/ieee-cis-conference


This Conference Proposal Checklist is to support your conference bid submission process.


Please consider each item carefully, before checking the box, to ensure

that your proposal includes the information required. If you realize that

your proposal is incomplete, please add the missing information to your

proposal before submission. The goal of the checklist is to ensure that

IEEE CIS ConfCom has a complete proposal to be able to assess the viability and strengths of your proposal and thus conduct a strong evaluation.


If you have checked all the boxes, you will be able to submit your

application package. If you wish to submit any supplementary material to be included in the evaluation, these should be submitted as part of your

application package. The complete Application Package will be automatically sent to the IEEE CIS Vice President of Conferences and you will receive a confirmation of submission. ''

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https://cis.ieee.org/conferences/conference-calendar


* Include the names of people who will serve in key OC positions: GC(s), Program/Technical Chair(s), Finance Chair(s) and Local Chairs

*Include the email address of the persons in the key positions above. Important: please ensure that the submitted email addresses correspond to the email addresses registered in the organizers’ IEEE accounts.

* All key positions should be confirmed and their role identified

* Include previous conference organizing experience (a full bio is not required) and if IEEE CIS member.

* Ensure that the OC covers diversity in terms of gender, region, and conference organizing experience

* Diversity and Inclusion Chair needed (to confirm with WIE Pledge)

* Industry Liaison Chair needed

* For WCCI, the same organization structure is needed for each conference

* For SSCI, the same organization structure is needed for each symposium


Describe the benefits of your location

* Transportation:

  • Accessibility for international and national travelers
  • Accessibility between venue and hotels and to social attractions
  • Possibilities to attract local delegates

* Accommodation:

  • Range of hotels to meet different budgets (costs and distance to the venue)

* Rooms:

  • Provide number (and size) of rooms available for different activities
  • Plenary room (WCCI, SSCI) large enough for all delegates.
  • Keynote room large enough for all symposia/conference delegates

* a technical program from a previous event, adjusted to your plans, to illustrate the ‘fit’ to the rooms available


* Paper Submission.

*Acceptance/Rejection Notification,

*Camera Copy

* Tutorial/workshop/special session submission,

* Tutorial/Workshop/special session acceptance'

It is important to ensure that the chosen event dates are available at the venue and preferably will be held for you through the proposal process..

* Use the quickstart form of the IEEE budget

  • Include confirmed sponsors, if any. No other sponsors can be added after the budget is approved.

* Explain the number of delegates and paper submissions expected

* If any conditions are attached to costs, please clarify i.e minimum hotel room coverage requirements

* If further sponsorship are sought, please highlight

* Increase/maintain the quality/attractiveness of the event

* Improve/maintain the quality of conference papers

* Increase/maintain networking

* Increase industry participation


Include proposal, budget, and any supplementary material.

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