Conference Operating Agreement

IT IS AGREED as follows:


The Conference Organizers undertake a commitment to place the following URL in a prominent place of the Conference website.

The Conference referred to in this agreement shall be conducted in accordance with IEEE's bylaws and policies, including, but not limited to, the IEEE Conference Organization Manual. The prime objective of the conference is to discuss issues and ideas relating to the specific topics, providing IEEE members, other individuals and organizations with information and exhibits to assist in the advancement of electrical and electronics engineering and the related arts and sciences, which should benefit the interests of IEEE membership and the greater technical community.

If the Conference Organizers also plan to publish the IEEE Conference Proceedings – the collection of technical papers, presented at a conference – they should apply to the IEEE Conference Publications Program.


All the papers must contain the original (unpublished) results of the research and be substantially different from previously published papers. Each author can be a co-author of up to 3 papers submitted to the Conference.

The number of references to any author must be limited to 50% of the entire reference list, but should not exceed 3 references. It is possible to include excessive references as footnote links.

The virtual poster session as a form of participation is not allowed.

NO-SHOW POLICY: Conference Organizers must notify authors prior to, or at the time of, submission that they are expected to be present at the meeting to deliver the paper in order for their paper to be considered for inclusion in the IEEE Conference Proceedings.


All conference papers must go through the peer review process to make sure they meet the necessary standards for acceptance and publication. Before the peer review the originality of the papers must be checked using the IEEE plagiarism detection tools and interpreted in accordance with the PSPB Operations Manual

Papers, containing uncredited verbatim copying of individual elements (paragraph(s), sentence(s), illustration(s), etc.) resulting in a significant portion (up to 20%) within a paper, cannot be accepted for the peer review process. It’s strongly suggested to report the incidents to the IEEE IPR Office.

Each paper must be reviewed by at least two independent reviewers (not a co-author or collaborator, not from the same institution, not a former student/advisor, etc.) who are knowledgeable on the subject matter of the Conference. The peer review process must be organized in a way to provide access to all reviews on each accepted and rejected paper by request from any of the Conference Sponsors within 30 (thirty) days.

During the peer review process it’s strongly suggested to look for

4. IEEE PSPB Operations Manual, IEEE Policies

IEEE conferences are required to follow the IEEE Publication Services & Products Board Operations Manual and the IEEE Policies:

IEEE PSPB Operations Manual:

IEEE Policies:

4 example

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 the Conference 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.

Multiple Submission

IEEE policy says that the corrective action for a first offense of multiple submission is to inform the author that it is poor scholarly conduct, and to warn the author that repeated incidents could result in more severe corrective actions such as an author ban.

In the attachment, a letter template that can be used to reject the submission and provide the authors with the warning.

notifying authors of multiple submission.doc