Registration

Conference Registration Fee & Policy

At least one of the authors of the paper has to register for the Conference. it is compulsory for one of the author to present the paper in the conference to get the paper to be published in IEEE Explore and conference Proceedings.

Registration Fee
Individuals	Non-IEEE Members	IEEE Member
INDIAN AUTHORS
Student	Rs. 7,500	Rs. 7,000
Academicians	Rs. 9,500	Rs. 8,500
Professional	Rs. 11,000	Rs. 10,000
Foreign Author	$350	$300
Pre Conference Workshop	Rs. 2,000	Rs. 1,500
Participation + Conference Kit	Rs. 3,000	Rs. 2,500

Electronic (Online) Fund Transfer Details

National Delegates:

Bank Name
Branch address
Branch Code
Account Name
Account Number
Account Type
MICR Code
IFSC Code
Email Id

Important Notes

1. After IEEE Delhi Section as a geographic Organizational Unit (OU) of IEEE gives its consent to be associated with the Conference in any capacity (Financial Sponsor / one of the Financial Co-Sponsors / Technical Sponsor/ one of the Technical Co-Sponsors), Conference Organizers are to apply online by submitting the Conference Application Form for getting registered with the IEEE (refer:  http://www.ieee.org/conferences_events/conferences/organizers/conf_app.html) and get a 5-digit IEEE Conference Id number. Thereafter, a Memorandum of Understanding (MOU) shall be generated by the IEEE and sent to all the Financial Sponsor / Financial Co-Sponsors, and Technical Sponsor / Technical Co-Sponsors (collectively known as the “Sponsoring Parties”) for approval.

2. Upon approval, when MOU is executed, for abstracting & indexing with uploading in IEEE Xplore, if it is intended, Conference Organizers are to submit online Conference Publication Form (refer: http://www.ieee.org/conferences_events/conferences/organizers/conf_app.html?appName=Publication. Upon receiving the same, IEEE will send the Letter of Acquisition (LoA) which is an agreement between Conference and IEEE to consider Conference for acceptance into the Conference Publication Program (CPP) and IEEE Xplore®. The CPP handles the acquisition and exclusive post-conference distribution of all conference publications for sponsored and co-sponsored conferences. Therefore, it is also necessary to pledge copyright of papers to IEEE. LoA provides the information how Conference Organizers need to submit the conference proceedings to IEEE. Conference Organizers must approve and sign the LoA for the content to be processed for posting to IEEE Xplore. It is important that they follow all the guidelines in the LoA, otherwise there may be a delay in posting the technical papers to IEEE Xplore. However, the LoA does not guarantee that the conference technical papers will be published in IEEE Xplore. IEEE can withhold the publishing of conference proceedings that do not meet the IEEE quality standards.

3. Until and unless any IEEE Organizational Unit (OU) is substantially and directly involved with (Financial) Sponsoring, the name of IEEE shall not be included in the conference title.
4. The word ‘International’ is also to be cautiously used until and unless there are good amount of participation from abroad and that too from a number of countries (as expected by the IEEE).
5. Once MOU is signed by all (Financial) Sponsoring / Co-Sponsoring, and Technical Sponsoring / Co-Sponsoring parties, logo of IEEE may be used in the conference related documents.
6. Conference web-site may start indicating at appropriate time (after applying for inclusion of papers presented in the Conference to IEEE Xplore) something like,
7. “2024 IEEE International Symposium on Cyber-Physical Systems and Internet-of-Things: Design and Implementation (CPSIoTDI-2024) will be organized on December 14th -15th, 2024 has applied for inclusion in the IEEE’s Conference Publication Program. This means that the Conference proceedings of accepted papers (for oral presentations) will be submitted to IEEE explore.”
8. In whatever capacity IEEE Organizing Unit sponsors the Conference it shall be prudent for it to name a watchdog Oversight Committee consisting of experts from the relevant field(s) and those having experience of organizing Conference for playing a pro-active role as facilitator to the Conference.

Additional points to be considered

1. Statutory clearances:

Statutory clearances that the organizers of International conferences, seminars, workshops, etc., have to obtain are as follows.

– Administrative approval of the Nodal Ministry: Union Ministry / Department under which theme / subject / area / topic falls is to be approached right at the first instance with conference name, theme / subject / area / topic, dates, venue(s), names of organizing / sponsoring / supporting entities, estimated number of national and international delegates (naming countries), source of funding to meet expenditure, etc. specified. (In case, conference is multi-area based; the Ministry / Department concerning the major area may be approached.)

– Event clearance from Ministry of Home Affairs: Section Officer (CC), Ministry of Home Affairs, Foreigners Division, NDCC Building II, Jai Singh Road, New Delhi – 110001 is to be approached seeking  ‘no objection’ in principle from the security angle for holding of the conference with subject, dates and venue(s) and other details as above specified in the letter. 

– Political clearance from Ministry of External Affairs: Section Officer (Coordination), Ministry of External Affairs, South Block, New Delhi – 110011 is to be approached seeking political clearance by Ministry of External Affairs for holding of the conference with subject, dates and venue(s) and other details as above specified in the letter. 

In addition, (as of now)for authorization of visa to participants from (1) Afghanistan, (2) China, (3) Iran, (4) Iraq, (5) Pakistan, (6) Sudan, (7) foreigners of Pakistani Origin and (8) Stateless persons, the information in the format given below, in CD format if number of participants is above 15 (in 3 CDs), is required to be submitted to the Ministry of Home Affairs (Foreigners Division) at least 60 days before the commencement of the said event(s). It is, however, advisable that the details may be sent to MHA (Foreigners’ Division) as soon as the details are available.

Sl. No.	Name of applicant	Father’s / Husband’s Name	Nationality	Date of Birth	Place of Birth	Passport Number	Date & Place of Issue	Date of Expiry	Address
1	2	3	4	5	6	7	8	9	10

So far as visa authorization to participants from the countries other than those as mentioned above, Indian Missions abroad are authorized to issue conference visas to delegates on production of an invitation letter from the organizer(s) together with copies of MEA’s political clearance as well as MHA’s security clearance. 

In this context it is also worthwhile to look into the new visa scheme of Government of India called e-Tourist Visa that has the requirement that are minimal (refer: https://indianvisaonline.gov.in/visa/tvoa.html).

– Clearance from the concerned State Government: Home Ministry of State concerned where Conference is being held is to be approached. Again it is too more for information to the authority and they do not usually object, once the clearance from Union Ministries are sent to them.

– Clearance from local law enforcing authority: Commissioner of Police is to be approached from law and order angle. Though it may not be a problem, prior intimation shall be there.

While obtaining the above mentioned statutory clearances without fail, in this context for guidance Conference Organizers may like to have a look at the FAQs on Conference Visa at the MHA site (http://www.mha.nic.in/) also.

2. Identification of proper IEEE Organizational Unit for association:

– It shall be in consonance with the provisions under IEEE Constitution & Bylaws.

Usually Geographic Entity concerned within whose area the location of Conference falls, and in case Geographic Council covering not only the area of the concerned Section, but also a cluster of Sections of a country and agrees to provide sponsorship in any form, concerned Section shall also be in the picture.

In certain cases it may be another Geographic Entity acceptable under Contiguous Section provision of IEEE due to affiliation of large number of IEEE Members from the area of location of Conference to that Geographic Entity. (Similar may be the case with the Student Branch too.)

Conference Financial Reporting

• While continuously accounting is to be maintained and finally balance sheet is to be prepared, Income Tax Department of Government of India stipulates separate maintenance of accounts and closure thereof with surplus / deficit shown properly along with the names of entities financially involved with the Conference.
• In case of Conferences with IEEE entities having majority stake in financial matter for the Conference and / or having projected income and / or expenditure more than a specified limit, right from the beginning and from time to time till the closure, in prescribed format, reporting has to be done to IEEE.

Additional considerations for International Conferences in India

• Some basic issues to be considered are
• – Facilities available
• – Connectivity (physical as well as e-communication) with the rest of the world
• – Interest of local organizers as well as Institutes and Industries around, if applicable
• Considering above, 6 (six) Metropolitan cities of the country and in addition, few other cities may be in a position to host International Conferences in India. Of course, extensive availability of e-communication covering other areas vis-à-vis improvement in transportation, also promise to usher in with feasibility of hosting such International Conference in near future

Submitted By

Name: Dr. Rohit Raja, Head & Associate Professor, Guru Ghasidas Vishwavidyalaya (central university), Bilaspur, Chhattisgarh,

Mobile No.:+91-7000559696,

Email: rohit.raja@ggu.ac.in , drrohitraja1982@gmail.com

Name: Dr. Ankit Kumar, Assistant Professor, Guru Ghasidas Vishwavidyalaya (central university), Bilaspur, Chhattisgarh,

Mobile No.:+91-9057836398,

Email: ggu.ankit@ggu.ac.in, iiita.ankit@gmail.com

Conference Position: 1^ST International Conference

Affiliation: IEEE Computer Society, IEEE MP Section, India