Organizing an IEEE technically co-sponsored conference requires careful planning and close collaboration with the IEEE Kazakhstan Section. As the Technical Sponsor, the IEEE Kazakhstan Section provides guidance throughout the conference lifecycle, from the initial planning stage to the submission of proceedings to IEEE Xplore.

The following steps outline the recommended process for organizing an IEEE technically co-sponsored conference.

Step 1. Assess Your Readiness

Before initiating the IEEE Technical Co-Sponsorship application, evaluate whether your institution is prepared to organize an international conference.

Review the following documents:

• • Getting Started with Conference Planning – IEEE Technical Co-Sponsorship

• • IEEE Conference Application Checklist

These documents provide an overview of the conference planning process, required documentation, committee structure, budgeting, and application requirements. At this stage, organizers should also confirm institutional support and identify the Conference Chair who will coordinate all conference activities.

Step 2. Ensure IEEE Participation

Each conference should involve active IEEE members throughout the organization process.

The IEEE Kazakhstan Section recommends appointing at least one IEEE Member or IEEE Senior Member for every technical track to oversee activities within the IEEE scope. Where possible, organizers are also encouraged to involve an IEEE Student Branch to support conference operations and student engagement.

Step 3. Define the Conference Scope

The conference title, technical direction, and tracks should clearly reflect IEEE Fields of Interest.

Before selecting the conference topics, organizers should carefully review the IEEE Scope and Quality Criteria document. Track names should follow internationally recognized IEEE disciplines or IEEE Society terminology. Tracks should not be named after university departments, academic programs, or research centers, as these do not adequately describe the scientific scope of the conference.

Step 4. Prepare the Conference Budget

A sustainable financial plan is an essential part of every conference application.

The conference budget should include all expected income and expenses, as well as the fees associated with IEEE Technical Co-Sponsorship, including the IEEE conference fee, the IEEE Xplore publication fee for accepted papers, and the IEEE Kazakhstan Section technical sponsorship fee.

The Financial Reporting Tool should be used to prepare and monitor the conference budget throughout the conference lifecycle.

Step 5. Establish the Conference Committees

A clearly defined committee structure is required before submitting the application.

The IEEE Kazakhstan Section recommends the following structure:

• • Oversight Committee – includes representatives of the IEEE Kazakhstan Section as the Technical Sponsor.
  • Honorary Chairs – university leadership supporting the conference.
  • Organizing Committee – responsible for conference management and consisting of the Conference Chair, Financial Chair, Technical Program Chair, and Publication Chair.
  • Technical Program Committee (TPC) – Track Chairs and reviewers responsible for maintaining scientific quality.
  • Local Organizing Committee – responsible for logistics, registration, local arrangements, and participant support.

Each committee member should understand their responsibilities and follow the timelines provided in the IEEE Conference Organizing Timeline.

Step 6. Develop the Technical Program

Organizers should define the conference tracks, appoint Track Chairs, and establish the peer review process.

Each technical track should correspond to an established IEEE research area and include qualified reviewers with expertise in the subject. The IEEE Kazakhstan Section places particular emphasis on the quality of the Technical Program Committee and the scientific relevance of the conference topics.

Step 7. Develop the Conference Website

The conference website should be completed before the application is submitted.

At a minimum, the website should include:

• • Conference overview
  • Organizing committees
  • Technical tracks
  • Call for Papers
  • Important dates
  • Submission information
  • Registration
  • Venue
  • Contact information

The website must clearly state that the IEEE Kazakhstan Section serves as the Technical Sponsor and include the required IEEE and IEEE Kazakhstan Section logos.

It should also include the following statements:

IEEE Kazakhstan Section serves as the Technical Sponsor and appoints a Technical Co-Chair while providing guidance on committee composition in accordance with IEEE standards.

Accepted and presented papers will be eligible for inclusion in the IEEE Xplore Digital Library, subject to compliance with IEEE scope, quality, formatting, and publication requirements.

Step 8. Configure the Conference Management System

Before submitting the application, the conference management system should be fully configured.

All conference information—including committee members, technical tracks, submission deadlines, and review settings—must be available within the system.

The information presented in the conference management system, conference website, and IEEE application must be identical.

Step 9. Submit the Application

Before submitting the IEEE conference application, ensure that the following information has been completed:

• • Conference title and scope
  • Technical tracks
  • Committee members
  • Conference website
  • Conference management system
  • Budget
  • Sponsors
  • Contact details of responsible persons

The IEEE Kazakhstan Section strongly recommends submitting the completed application for review before the official IEEE submission.

Step 10. Organize the Conference and Complete Post-Conference Activities

During the conference, organizers are responsible for ensuring that the technical program, peer review process, and conference proceedings comply with IEEE standards.

Following the conference, organizers should finalize the proceedings, complete financial reporting, and prepare the submission of eligible papers to the IEEE Xplore Digital Library.

The IEEE Kazakhstan Section remains available throughout the entire conference lifecycle to provide guidance, review conference materials, and support organizers in meeting IEEE requirements.