Inside This Issue - November 2023

Planning to Succeed

  • By Marie Hunter, Head of IEEE Global Meetings, Conferences and Events

Stay in the Know

  • 2023 Year-End Finance Action Items for IEEE Conferences
  • Get Ready - Cookie Consent Management Compliance Updates

Organize Like a Pro

  • Watch New Organizer Insights Videos on IEEE's Next Generation, the Power of Cross Collaboration, and More
  • Stream the Latest Forums of the Future Episodes on Sustainability, Leadership, and Virtual Events

Meet the MCE Team

  • Michelle Measel, Senior Manager Event Management, MCE

Available Resources

  • New Video Underscores the Value of IEEE Conferences

Planning to Succeed

Visa and passport delays are causing inconvenience and lost engagement for in-person events. When planning a conference with IEEE, the guidance is to allow a minimum of 12 months. In these times, you may want to consider even more lead time for international travelers. Consider how your process works; do registrants need an accepted paper to attend? If so, factor in the date of acceptance against the average visa wait time to ensure that you are being realistic. It may be necessary to think through how those without visas can present their papers remotely, get feedback, and feel engaged.

How Can We Help?

Stay in the Know

2023 Year-End Finance Actions Items for IEEE Conferences

The IEEE Meetings, Conferences & Events (MCE) team would like the help of financially sponsored conference organizers to accomplish the following year-end goals.

Updated financial information

If your 2023 conference cannot close before year-end, please submit an updated financial report via the Conference Financial Reporting Form or your designated analyst.

Submission of 1099/1042 reportable payments

To comply with IEEE’s tax reporting requirements, please submit your 1099/1042 Schedule of Payments before year-end:

  • Conferences taking place in the U.S. - Report all payments made to U.S. citizens and resident aliens (1099) and non-U.S. persons (1042).
  • Conferences taking place outside the U.S. - Report only payments made to U.S. citizens and resident aliens (1099).
  • Submission of transaction-level financial detail and backup documentation

To avoid disruption in the event of an audit, submit auditable documents to your designated analyst:

  • registration reports/invoices
  • sponsorship reports/invoices
  • exhibit reports/invoices
  • expense contracts/invoices
  • bank statements (if IEEE NextGen Banking was not used)

Audit documents may be used in filing insurance claims for applicable conferences that were adversely impacted by the COVID-19 pandemic.

Timely conference closure

As per IEEE policy, all 2022 conferences must be fully closed by year-end. It is strongly recommended that 2023 conferences also be closed, where possible.

Please submit all the above items by Friday, 15 December.

Contact the Team

Get Ready - Cookie Consent Management Compliance Updates

GDPR-Cookie Consent guidance has been updated, and it will affect anyone who manages or oversees an IEEE website. This includes current and past IEEE conferences and events.

To ensure your website cookie banner is up to date and remains compliant, in the near future, IEEE will ask you to implement an updated script on your website.

MCE is currently in the process of verifying those websites affected and will be reaching out to site managers and sponsoring organizational units soon. 

If you have any questions, MCE is here to assist.

Get in Touch

Organize Like a Pro

Watch New Organizer Insights Videos on IEEE's Next Generation, the Power of Cross Collaboration, and More

IEEE Conference Organizers are constantly innovating. Through experimentation and collaboration, they seek opportunities to enhance engagement and catalyze impact at their events.

In this video series produced by IEEE MCE, Organizers share their learnings and advice for creating powerful conference experiences.

Enjoy four new episodes now live on the MCE site:

IEEE’s Next Generation

Kevin Martinez discusses how young professionals across IEEE shape innovation and how mentorship supports their growth.

Volunteerism and the Magic of IEEE Conferences

JK McKinney shares perspectives on why volunteering is an invaluable experience for technical professionals.

Cross Collaboration

Habib Kammoun discusses the power of cross-collaboration for building a successful event.

Societal and Technical Impact of Conferences

Paul Cunningham speaks about how technology can address issues in underdeveloped nations and the impact conferences can have on a social and technical level.

View Videos

Stream the Latest Forums of the Future Episodes on Sustainability, Leadership, and Virtual Events

Three new episodes of the Forums of the Future podcast are now available. Host David Stankiewicz talks with leaders about innovations in sustainable events, leadership and collaboration, and virtual events.

Enjoy listening to the podcast on our MCE website or other streaming services such as Spotify, Apple, Google Play, and Amazon podcasts.

Ep. 5: Sustainability

David chats with Tim Trefzer, VP of Sports and Venue Sustainability for Honeycomb Strategies, who has led Sustainability and ESG efforts for some of the most iconic brands in the world, including Mercedes-Benz Stadium, SoFi Stadium, Hollywood Park, Super Bowl, and the NCAA Men’s Final Four.

Ep. 6: Leadership and Collaboration

Tucker Miller, executive coach, leadership consultant, attorney, and Certified Master Facilitator for ELI, shares how leadership, collaboration, and DE&I can fuel successful events.

Ep. 7: EMBS Virtual Event Case Study

University of Pittsburgh Professor and IEEE EMBS member Ramakrishna Mukkamala discusses successfully organizing the Cardiovascular Health Tech Virtual Conference in a post-COVID events world.

Listen Now 

Meet the MCE Team

Michelle Measel, Senior Manager Event Management Services, MCE

As a Senior Manager, Event Management Services, Michelle manages a team of three event planners in addition to managing many conferences each year.

Michelle graduated from Montclair State University and moved to Washington, DC, where she began working at an association management company as a registrar and quickly transitioned into full event management. Over her ten years in Washington DC, she worked with many associations, including florists, international trade, and whole distributors, planning conferences and events.  

Just prior to joining IEEE, Michelle worked for a time as an event manager at a hotel, giving her a unique perspective of the hospitality industry from both the planning and hotel side.

Michelle has been with IEEE Meetings, Conferences, and Events (MCE) for over eight years. During that time, she has managed multiple conferences and events across the world. She is known for her positive attitude and relationship-building with other staff, vendors, and clients.

Available Resources

New Video Underscores the Value of IEEE Conferences

Charlie Jackson, Chair of the IEEE Conferences Committee, led the development of a new video on “Why Conferences Matter” for advancing technology and inspiring the next generation of technical professionals.

Make sure to check out the video on our MCE site.

Watch Video



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