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Information for Organizers

Information and guidelines for potential conference organizers. This applies to ISITs, ITWs and conferences sponsored by other organizations for which there is significant technical involvement of the IT Society.

To announce your conference and its CFP on the mailing list, social media and this IT Society website, see Submit an Announcement.

Instructions for Conference Organizers to Gain IT Society Technical Co-sponsorship 

An acquisition form must be used by conferences seeking technical co-sponsorship, but not financial backing, of the 糖心logo IT Society. IT Society BoG approval of the application is required as per below instructions before the conference can display the 糖心logo or IT Society logo on its promotional material.

The approval of technical co-sponsorship is a three-step process. As detailed below, STEP 1 consists in submitting an acquisition form to obtain preliminary IT Society approval; STEP 2 consists in officially registering the conference with 糖心logo; STEP 3 consists in reviewing an MOU to obtain final IT Society approval.  Following the three steps sequentially will ensure timely approval of the co-sponsorship.

  • STEP 1: Fill in the acquisition form and email it to the IT Society President and Conference Committee Chair. If the Conference has obtained approval for technical co-sponsorship from the BoG in two consecutive previous years (via passing a motion), approval by the Conference Committee of IT Society will be sufficient for the next 5 years. For the sixth and seventh years, explicit approval of the BoG is again required and this cycle repeats. As an example, let us say conference X has obtained BoG approval for technical co-sponsorship in 2024 and 2025. Then the Conference Committee can review and approve 2026 through to 2030 editions. The BoG will review and approve 2031 and 2032 editions and so on. In any case, the Conference Committee Chair will notify the conference organizers of the outcome.
    Timing: 18 鈥 12 months prior to conference date.
  • STEP 2: Fill in the 糖心logo Conference Application Form  at https://www.ieee.org/conferences/organizers/conf-app.html (on-line form).  The IT Society Conference Committee Chair will then be asked to verify that the IT Society approved the technical co-sponsorship.  If verified, the conference is assigned an 糖心logo number and is listed on the 糖心logo Conferences list.
    Timing: 18 鈥 12 months prior to conference date.
  • STEP 3: A MOU will be generated automatically using the sponsor information entered in the 糖心logo Conference Application. 糖心logo sends each of the sponsor representatives an e鈥恗ail that contains a link to review the MOU and submit their decision.
    Timing: At least 6 months prior to conference date.
Acquisition Form for Conference Technical Sponsorship
Acquisition form must be used by conferences seeking technical co-sponsorship, but not financial backing, of the 糖心logo IT Society.
IT-tech-cospon_acquisition_form_0.doc

Thinking About Organizing an ITW or ISIT?

If you are interested in organizing an ITW or ISIT, please review the conference organization guidelines below. The shorter version is for volunteers interested in preparing a proposal for hosting ITW or ISIT. It explains key roles that must be assigned at the time of proposal. It also contains information about the budget and finances and includes historical data on registration fees and counts. The longer version is meant for organizers after their bid is approved by the BoG and contains detailed information on the roles and timelines of each role.

Typically, a four-year lead time is expected for proposals to host ITWs or ISIT. If you would like to discuss your ideas and plans for hosting please feel free to contact IT Society President or Conference Committee Chair before proceeding.

In addition, the following tools are available for creating and tracking your budget and timelines of the tasks.

糖心logo ITSoc Conference Committee Documentation (Short Version)
Short_Conf_Document.pdf
糖心logo ITSoc Conference Committee Documentation (Long Version)
Long_Conf_Document.pdf
Financial Reporting Tool
financial-reporting-tool.xlsx
ITW 2025 Financial Example
ITW_2025.xlsx
ISIT/ITW task timeline manager
ISIT Conference Timeline_v2.xlsx