Co-Sponsoring Process



1. General


Common conditions to be satisfied for obtaining approval of Joint lectures/symposiums/conferences with IEEE Kolkata Section:

1.1 Any technical lecture/symposium/conference proposed to be held jointly with IEEE Kolkata Section must obtain approval from the Section. In case the venue is covered by the geographical area of any of its Sub-section, approval must be obtained from the concerned Sub-section before applying to the Section. Any Institution can apply for hosting the same.

1.2 The term "Institution" shall imply an individual College, an Affiliated Institute, an University, Research Establishment or Industry but not a group of Colleges or others.

1.3 All technical lectures/symposiums/conferences co-sponsored directly by the IEEE or by any of its Societies, being held within the geographical area of IEEE Kolkata Section must also obtain approval from the Section. In case the venue is covered by the geographical area of any of its Sub-section, approval must be obtained from the concerned Sub-section before applying to the Section.

1.4 Society Chapters, associated with the IEEE Kolkata Section may sponsor events/symposiums/conferences as per their individual policies, but it is recommended to intimate in writing to the IEEE Kolkata Section and Sub-section (if venue is covered by the geographical area of the sub-section).

1.5 When the technical lecture/symposium/conference is approved, the name of IEEE Kolkata Section and its logo, shall be mandatorily displayed in easily readable font size on all hand-outs, posters, flexes and on the dais of the event and on the event website. The rectangular logo of the IEEE involving the Franklin kite is a registered trade mark and cannot be used other than by a Geographic unit of the IEEE.

1.6 Applications for all event/symposium/conference must be received before the stipulated date as detailed below.

1.7 The IEEE Kolkata Section reserves the right to deny approval due to any non-compliance with its policies, which may be modified from time to time, or as resolved by its EXECOM in the interest of the Section.

1.8 The IEEE Kolkata Section reserves the right to make exceptions and grant approval, even if few non-compliance with its policies exists, as would be resolved by its EXECOM, depending on the specific non-compliance, the merit of the case and on the interest of the Section, provided a written request to that effect is made by the hosting Institution.

1.9 In case of any non-compliance of the hosting institution observed after the grant of approval or co-sponsorship, where exception has not been granted by the IEEE Kolkata Section, the IEEE Kolkata section reserves the right to withdraw the approval or co-sponsorship and to further deny permission for the next event at the same institution.

1.10 For any technical lecture/symposium/conference proposed to be held jointly with IEEE Kolkata Section, the hosting Institution is expected to preserve the reputation of IEEE. For conferences, the Institution is additionally required to ensure good quality of publication under IEEE so that it continues to be indexed by other like Thomson Reuters, etc., and avoid legal risks by making plagiarism checks


2. Approval Process of Joint Lectures


Conditions to be satisfied for obtaining approval of joint Lectures with IEEE Kolkata Section:

2.1 Applications for joint Lectures from hosting Institutions must be received along with brief Bio-data of the Speaker/s at least 30 days before the date of start of the lecture.

2.2 Any lecture may be jointly organized with any of its Societies or its Sub-sections without seeking approval from the IEEE Kolkata Section.


3. Technical Co-Sponsoring Process


Conditions to be satisfied for obtaining approval of joint Technical Conferences/Symposiums with IEEE Kolkata Section:

3.1 Only regular Technical Conferences/Symposiums shall be eligible for Co-sponsorship from the IEEE Kolkata Section.

3.2 The Organizers of the conference/symposium from the hosting institution must give an undertaking to abide by the IEEE MGA rules regarding payments to be made in US$ to IEEE, which may vary from time to time.

3.3 IEEE members including IEEE student members must be given at least 15% discount in registration fees from the respective regular fees in all conferences technically co-sponsored by IEEE Kolkata Section.

3.4 The applicant institution (hosting institution) must submit a Declaration on its official stationary in the prescribed format to IEEE Kolkata Section. The declaration must be signed by the Head of the Institution with seal, giving the name and designation. The contact details must also be available. However, in the case of the applicant institute being an University, a Research Establishment or an Industry, the Head of the Department (or equivalent) is also authorized to sign the declaration.

3.5 Upon completion of the Conference/Symposium, a report (technical & financial) signed by the Conference/symposium Chair, must be submitted to the Section within 60 days or within 31st December, whichever is earlier. A summary presenting the technical details must be submitted at the time of the next application of the same conference from the same institution.

3.6 For Technical Co-sponsorship of an "International" Conference, at least one (1) Committee Member, one (1) speaker and at least 5% of the accepted papers must be from outside India (with all its authors from outside India).

3.7 Additionally for only Technical Co-sponsorship:


3.7.1 For a particular hosting institute, Technical Co-sponsorship will be given to only one Conference/Symposium in one year (700 days minimum gap between the starting dates) for a particular department. However, the total number of Co-sponsorships granted amongst various departments within the institute in a year (365 days) cannot exceed three (3).

3.7.2 Every conference/symposium Technically Co-sponsored by the IEEE Kolkata Section, must increase the total number of IEEE members by at least one (1) and must increase the total number of IEEE student members by at least two (2) from the concerned institute hosting the Conference/Symposium.

3.7.3 Applications for Technical Co-sponsorship must be received at least 180 days before the starting date of the conference.

3.7.4 For First Time Applicants:There should be at least two (2) faculty members, who are IEEE members, in the applicant (hosting) institute at the time of application for a National Conference and minimum four (4) IEEE members for an International Conference.

3.7.5 For Applicants who have received technical co-sponsorship earlier: There should be at least three (3) faculty members, who are IEEE members, in the applicant (hosting) institute at the time of application for a National Conference and minimum six (6) IEEE members for an International Conference.

3.8 Additionally for Technical Co-sponsorship with paper uploading in IEEE Xplore:


3.8.1 For a particular hosting institute, Technical Co-sponsorship with approval for IEEE Xplore will be given to only one Conference in two years for a particular department (700 days minimum gap between the starting dates). However, the total number of Co-sponsorships granted amongst various departments of the institute within a year (365 days) cannot exceed two (2).

3.8.2 Every Conference Technical Co-sponsored by the IEEE Kolkata Section must increase the total number of IEEE members by at least one (1) and must increase the total number of IEEE student members by at least three (3) from the concerned institute hosting the Conference.

3.8.3 Applications for Technical Co-sponsorship must be received at least 300 days before the starting date of the event.

3.8.4 The applicant (hosting) institute must have organized at least two (2) conferences within last five years, all Technically Co-sponsored by IEEE Kolkata Section, for which the technical summary must be submitted.

3.8.5 There should be at least four (4) faculty members, who are IEEE members, in the applicant (hosting) institute at the time of application for a National Conference and minimum eight (8) IEEE members for an International Conference.

3.8.6 The applicant (hosting) institute must have subscribed to IEEE Digital Library for at least one year prior to the year of application.

3.8.7 The applicant (hosting) institute must scrutinize the papers for plagiarism by reputed anti-plagiarism software.

3.8.8 The papers must be subjected to blind reviews by at least three reviewers, with one reviewer assigned to not more than ten papers.

3.8.9 Papers outside the scope of the conference, short papers, papers with minimal research, papers with minimal technical contribution must be rejected.

3.8.10 There must be a proper ratio of papers to the number of attendees. Only papers presented by an author (and not by a substitute) is to be selected for uploading to IEEE Xplore. Exception may be granted in case of written excuse by the authors with sufficient and valid reasons.

3.8.11 Not more than 50% of the total accepted papers should be from the Institution hosting the Conference or its group.

3.8.12 The Technical Program Chair must be of high technical standing, from the applicant (hosting) institution, with at least three papers in SCI indexed journals in the last five years immediately preceding the year of application.

3.8.13 There must be an active Student Branch at the hosting Institute for which the last one year activity report must be submitted along with the name & affiliations along with IEEE membership numbers of the Branch Counselor and existing student members.

3.8.14 A post designated as the "IEEE Kolkata Section Nominee", must be on the Technical Committee of the Conference. The IEEE Kolkata Section shall nominate the appropriate person, to whom the paper review process must be transparent. Clearance from this person shall be mandatory to proceed with approval for IEEE Xplore. The conference organizers shall bear the travel expenses of the nominee.


4. Technical and Financial Co-Sponsoring Process


Conditions to be satisfied for obtaining financial & technical co-sponsorship of IEEE Kolkata Section:

3.1 There is no present policy for Financial & Technical Co-sponsoring of a Conference at present by the IEEE Kolkata Section. However, individual applications may be considered on a case to case basis, for which all the requirements of Technical Co-sponsorship must be complied with.

3.2 The IEEE Kolkata Section reserves the right to deny financial co-sponsorship due to any non-compliance with its policies, which may be modified from time to time, or as resolved by its EXECOM, in the interest of the Section.

For making an application for co-sponsorship of IEEE Kolkata Section for any conference please submit the following three documents on official stationary and signed by the head of the institution/organization:


  1. Declaration to get Technical Co-Sponsorship (Download format - Hyperlink to the file - Declaration_Institute_Responsibility.doc)
  2. Information to be submitted for getting Technical Co-Sponsorship (Download format - Hyperlink to the file - Format_Information_Institute.doc)
  3. Technical Program Quality Questionnaire (Download format - Hyperlink to the file " Technical Program Quality Questionnaire.doc)


Format For Declaration to get Technical Co-Sponsorship
Information to be submitted for getting Technical Co-Sponsorship
Technical Program Quality Questionnaire


Please read the following documents in order to organize a co-sponsored event:


  1. MGA Conference Sponsorship Process
  2. How to Organize IEEE Conference
  3. Technical Program Committee Responsibilities