{"id":526,"date":"2026-08-12T16:02:45","date_gmt":"2026-08-12T11:02:45","guid":{"rendered":"https:\/\/ieee.org.kz\/?page_id=526"},"modified":"2026-08-12T16:09:12","modified_gmt":"2026-08-12T11:09:12","slug":"how-to-organize-an-ieee-technically-co-sponsored-conference","status":"publish","type":"page","link":"https:\/\/ieee.org.kz\/?page_id=526","title":{"rendered":"How to Organize an IEEE Technically Co-Sponsored Conference"},"content":{"rendered":"<p>\n\n\nOrganizing 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.<\/p>\n\n\n<p>\n\n\nThe following steps outline the recommended process for organizing an IEEE technically co-sponsored conference.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Step 1. Assess Your Readiness<\/h2>\n\n\n<p>\n\n\nBefore initiating the IEEE Technical Co-Sponsorship application, evaluate whether your institution is prepared to organize an international conference.<\/p>\n\n\n<p>\n\n\nReview the following documents:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li style=\"list-style-type: none;\">\n<ul class=\"wp-block-list\">\n\n<li><strong>Getting Started with Conference Planning \u2013 IEEE Technical Co-Sponsorship<\/strong><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>\n\n<\/p>\n\n\n\n<div data-wp-interactive=\"core\/file\" class=\"wp-block-file\"><object data-wp-bind--hidden=\"!state.hasPdfPreview\" hidden class=\"wp-block-file__embed\" data=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/getting-started-technical-cosponsorship-toolkit-15-May-2014-1.pdf\" type=\"application\/pdf\" style=\"width:100%;height:200px\" aria-label=\"\u0412\u0441\u0442\u0430\u0432\u043a\u0430 getting-started-technical-cosponsorship-toolkit-15-May-2014-1\"><\/object><a id=\"wp-block-file--media-2aed314b-3bd5-49e7-841d-1a8fa98a57ca\" href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/getting-started-technical-cosponsorship-toolkit-15-May-2014-1.pdf\">getting-started-technical-cosponsorship-toolkit-15-May-2014-1<\/a><a href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/getting-started-technical-cosponsorship-toolkit-15-May-2014-1.pdf\" class=\"wp-block-file__button wp-element-button\" download aria-describedby=\"wp-block-file--media-2aed314b-3bd5-49e7-841d-1a8fa98a57ca\">Download<\/a><\/div>\n\n\n\n<ul class=\"wp-block-list\">\n<li style=\"list-style-type: none;\">\n<ul class=\"wp-block-list\">\n\n<li><strong>IEEE Conference Application Checklist<\/strong><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>\n\n<\/p>\n\n\n\n<div class=\"wp-block-file\"><a id=\"wp-block-file--media-1ba2bf64-c8f6-443b-9f69-d7223b0d1441\" href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/Checklist-for-IEEE-Conference-Application_041912.docx\">Checklist-for-IEEE-Conference-Application_041912<\/a><a href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/Checklist-for-IEEE-Conference-Application_041912.docx\" class=\"wp-block-file__button wp-element-button\" download aria-describedby=\"wp-block-file--media-1ba2bf64-c8f6-443b-9f69-d7223b0d1441\">Download<\/a><\/div>\n\n\n<p>\n\n\nThese 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.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Step 2. Ensure IEEE Participation<\/h2>\n\n\n<p>\n\n\nEach conference should involve active IEEE members throughout the organization process.<\/p>\n\n\n<p>\n\n\nThe 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.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Step 3. Define the Conference Scope<\/h2>\n\n\n<p>\n\n\nThe conference title, technical direction, and tracks should clearly reflect IEEE Fields of Interest.<\/p>\n\n\n<p>\n\n\nBefore selecting the conference topics, organizers should carefully review the\u00a0<strong>IEEE Scope and Quality Criteria<\/strong> 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.<\/p>\n\n\n\n<div data-wp-interactive=\"core\/file\" class=\"wp-block-file\"><object data-wp-bind--hidden=\"!state.hasPdfPreview\" hidden class=\"wp-block-file__embed\" data=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/conference-scope-and-quality-criteria.pdf\" type=\"application\/pdf\" style=\"width:100%;height:200px\" aria-label=\"\u0412\u0441\u0442\u0430\u0432\u043a\u0430 conference-scope-and-quality-criteria\"><\/object><a id=\"wp-block-file--media-ff37a521-e752-4a23-93fd-ef49b1d540ec\" href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/conference-scope-and-quality-criteria.pdf\">conference-scope-and-quality-criteria<\/a><a href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/conference-scope-and-quality-criteria.pdf\" class=\"wp-block-file__button wp-element-button\" download aria-describedby=\"wp-block-file--media-ff37a521-e752-4a23-93fd-ef49b1d540ec\">Download<\/a><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Step 4. Prepare the Conference Budget<\/h2>\n\n\n<p>\n\n\nA sustainable financial plan is an essential part of every conference application.<\/p>\n\n\n<p>\n\n\nThe 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.<\/p>\n\n\n<p>\n\n\nThe\u00a0<strong>Financial Reporting Tool<\/strong>\u00a0should be used to prepare and monitor the conference budget throughout the conference lifecycle.<\/p>\n\n\n\n<div class=\"wp-block-file\"><a id=\"wp-block-file--media-c41226ea-227a-4a5d-a2d0-3e9aa70544dc\" href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/financial-reporting-tool.xlsx\">financial-reporting-tool<\/a><a href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/financial-reporting-tool.xlsx\" class=\"wp-block-file__button wp-element-button\" download aria-describedby=\"wp-block-file--media-c41226ea-227a-4a5d-a2d0-3e9aa70544dc\">Download<\/a><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Step 5. Establish the Conference Committees<\/h2>\n\n\n<p>\n\n\nA clearly defined committee structure is required before submitting the application.<\/p>\n\n\n<p>\n\n\nThe IEEE Kazakhstan Section recommends the following structure:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li style=\"list-style-type: none;\">\n<ul class=\"wp-block-list\">\n\n<li><strong>Oversight Committee<\/strong>\u00a0\u2013 includes representatives of the IEEE Kazakhstan Section as the Technical Sponsor.<\/li>\n\n\n<li><strong>Honorary Chairs<\/strong>\u00a0\u2013 university leadership supporting the conference.<\/li>\n\n\n<li><strong>Organizing Committee<\/strong>\u00a0\u2013 responsible for conference management and consisting of the Conference Chair, Financial Chair, Technical Program Chair, and Publication Chair.<\/li>\n\n\n<li><strong>Technical Program Committee (TPC)<\/strong>\u00a0\u2013 Track Chairs and reviewers responsible for maintaining scientific quality.<\/li>\n\n\n<li><strong>Local Organizing Committee<\/strong>\u00a0\u2013 responsible for logistics, registration, local arrangements, and participant support.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>\n\n<\/p>\n\n\n<p>\n\n\nEach committee member should understand their responsibilities and follow the timelines provided in the IEEE Conference Organizing Timeline.<\/p>\n\n\n\n<div data-wp-interactive=\"core\/file\" class=\"wp-block-file\"><object data-wp-bind--hidden=\"!state.hasPdfPreview\" hidden class=\"wp-block-file__embed\" data=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/high_level_conference_timeline.pdf\" type=\"application\/pdf\" style=\"width:100%;height:600px\" aria-label=\"\u0412\u0441\u0442\u0430\u0432\u043a\u0430 high_level_conference_timeline\"><\/object><a id=\"wp-block-file--media-8b7844d3-07b5-461b-9172-c3a2ef151774\" href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/high_level_conference_timeline.pdf\">high_level_conference_timeline<\/a><a href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/high_level_conference_timeline.pdf\" class=\"wp-block-file__button wp-element-button\" download aria-describedby=\"wp-block-file--media-8b7844d3-07b5-461b-9172-c3a2ef151774\">Download<\/a><\/div>\n\n\n\n<div class=\"wp-block-file\"><a id=\"wp-block-file--media-f2082379-09d8-48ae-b3a5-20359326a872\" href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/ieee-conference-organizer-timeline.xlsx\">ieee-conference-organizer-timeline<\/a><a href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/ieee-conference-organizer-timeline.xlsx\" class=\"wp-block-file__button wp-element-button\" download aria-describedby=\"wp-block-file--media-f2082379-09d8-48ae-b3a5-20359326a872\">Download<\/a><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Step 6. Develop the Technical Program<\/h2>\n\n\n<p>\n\n\nOrganizers should define the conference tracks, appoint Track Chairs, and establish the peer review process.<\/p>\n\n\n<p>\n\n\nEach 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.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Step 7. Develop the Conference Website<\/h2>\n\n\n<p>\n\n\nThe conference website should be completed before the application is submitted.<\/p>\n\n\n<p>\n\n\nAt a minimum, the website should include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li style=\"list-style-type: none;\">\n<ul class=\"wp-block-list\">\n\n<li>Conference overview<\/li>\n\n\n<li>Organizing committees<\/li>\n\n\n<li>Technical tracks<\/li>\n\n\n<li>Call for Papers<\/li>\n\n\n<li>Important dates<\/li>\n\n\n<li>Submission information<\/li>\n\n\n<li>Registration<\/li>\n\n\n<li>Venue<\/li>\n\n\n<li>Contact information<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>\n\n<\/p>\n\n\n<p>\n\n\nThe website must clearly state that the\u00a0<strong>IEEE Kazakhstan Section serves as the Technical Sponsor<\/strong>\u00a0and include the required IEEE and IEEE Kazakhstan Section logos.<\/p>\n\n\n\n<div class=\"wp-block-file\"><a id=\"wp-block-file--media-3db44897-2463-49c2-9232-fac68eb35566\" href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/IEEE_KZ_logo_1.png\">IEEE_KZ_logo_1<\/a><a href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/IEEE_KZ_logo_1.png\" class=\"wp-block-file__button wp-element-button\" download aria-describedby=\"wp-block-file--media-3db44897-2463-49c2-9232-fac68eb35566\">Download<\/a><\/div>\n\n\n\n<div class=\"wp-block-file\"><a id=\"wp-block-file--media-8bfa10df-4f60-4684-85bf-acbf8282a397\" href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/IEEE_KZ_logo_2.png\">IEEE_KZ_logo_2<\/a><a href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/IEEE_KZ_logo_2.png\" class=\"wp-block-file__button wp-element-button\" download aria-describedby=\"wp-block-file--media-8bfa10df-4f60-4684-85bf-acbf8282a397\">Download<\/a><\/div>\n\n\n<p>\n\n\nIt should also include the following statements:<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>\n\n<em>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.<\/em><\/p>\n\n<\/blockquote>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>\n\n<em>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.<\/em><\/p>\n\n<\/blockquote>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Step 8. Configure the Conference Management System<\/h2>\n\n\n<p>\n\n\nBefore submitting the application, the conference management system should be fully configured.<\/p>\n\n\n<p>\n\n\nAll conference information\u2014including committee members, technical tracks, submission deadlines, and review settings\u2014must be available within the system.<\/p>\n\n\n<p>\n\n\nThe information presented in the conference management system, conference website, and IEEE application must be identical.<\/p>\n\n\n\n<div class=\"wp-block-file\"><a id=\"wp-block-file--media-5443bb2b-52bb-4997-84dc-c050df620bd2\" href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/For-the-application.xlsx\">For the application<\/a><a href=\"https:\/\/ieee.org.kz\/wp-content\/uploads\/2026\/07\/For-the-application.xlsx\" class=\"wp-block-file__button wp-element-button\" download aria-describedby=\"wp-block-file--media-5443bb2b-52bb-4997-84dc-c050df620bd2\">Download<\/a><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Step 9. Submit the Application<\/h2>\n\n\n<p>\n\n\nBefore submitting the IEEE conference application, ensure that the following information has been completed:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li style=\"list-style-type: none;\">\n<ul class=\"wp-block-list\">\n\n<li>Conference title and scope<\/li>\n\n\n<li>Technical tracks<\/li>\n\n\n<li>Committee members<\/li>\n\n\n<li>Conference website<\/li>\n\n\n<li>Conference management system<\/li>\n\n\n<li>Budget<\/li>\n\n\n<li>Sponsors<\/li>\n\n\n<li>Contact details of responsible persons<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>\n\n<\/p>\n\n\n<p>\n\n\nThe IEEE Kazakhstan Section strongly recommends submitting the completed application for review before the official IEEE submission.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Step 10. Organize the Conference and Complete Post-Conference Activities<\/h2>\n\n\n<p>\n\n\nDuring the conference, organizers are responsible for ensuring that the technical program, peer review process, and conference proceedings comply with IEEE standards.<\/p>\n\n\n<p>\n\n\nFollowing the conference, organizers should finalize the proceedings, complete financial reporting, and prepare the submission of eligible papers to the IEEE Xplore Digital Library.<\/p>\n\n\n<p>\n\n\nThe IEEE Kazakhstan Section remains available throughout the entire conference lifecycle to provide guidance, review conference materials, and support organizers in meeting IEEE requirements.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n<\/p>\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>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.<\/p>\n<p>The following &#8230;<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":38,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-526","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to Organize an IEEE Technically Co-Sponsored Conference - IEEE Kazakhstan<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ieee.org.kz\/?page_id=526\" \/>\n<meta property=\"og:locale\" content=\"ru_RU\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Organize an IEEE Technically Co-Sponsored Conference - IEEE Kazakhstan\" \/>\n<meta property=\"og:description\" content=\"Organizing an IEEE technically co-sponsored conference requires careful planning and close collaboration with the IEEE Kazakhstan Section. 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