Types of Sponsorship

(Sponsored or supported by IEEE Magnetics Society)

1. Financial (Co-) Sponsorship

Conferences may apply to IEEE MagSoc for sole financial sponsorship, or co-sponsorship together with other IEEE organizational units or other “not-for-profit” non-IEEE organizations.

Financial (co-) sponsorship offers the following benefits to the conference:

• Insurance against financial risk, i.e. MagSoc will be reliable for any deficit resulting from a conference
• Ability to borrow money from MagSoc and use of IEEE bank accounts
• Ability to publicize the conference using MagSoc logos, mailing lists, and website.
• The conference is considered an “IEEE Conference”, i.e. the IEEE name must be used in the conference title (exceptions are possible) and the IEEE logo may be used in conference publications and promotional materials.
• MagSoc will advertise the conference on its website.
• Conference may publish papers in IEEE Transactions on Magnetics (TMAG) or Magnetic Letters (IML) by separate arrangement with TMAG Conference Editor or IML Chief Editor. Two-page digests or full papers on IEEE Xplore may be published by separate arrangement with MagSoc Publications (note: this is different from publishing in TMAG or IML). For TMAG, conference guest editors manage the reviews, while for IML the reviews are managed by regular letters editors. Conference publications in IML are restricted to the areas of emphasis of Letters.
• Papers in Digital Library and in IML would be published without charge, while the regular publication cost for TMAG is $45 USD per page (since 2024). However, conference-related papers in TMAG would receive a subsidy of one page per article (for fully financially sponsored conferences) or of a fraction of a page per article (for financially co-sponsored conferences).

Financial (co-) sponsorship requires:

• Explicit definition of the relationship between the co-sponsoring organizations in terms of a Memorandum of Understanding(MoU).
• Advance approval of the conference budget by the MagSoc’s Conference Executive Committee (CEC). CEC reserves the right to review the budget every six months.
• Budgeting for a 20% surplus over projected expenses. All surplus goes to MagSoc in case of full sponsorship or proportionally to the financially sponsoring organizations in case of co-sponsored conferences according to the MoU.
• MagSoc involvement in the conference with responsibility for technical, financial, publicity and administrative aspects of the conference
• The conference offers MagSoc the option of a free exhibit booth, exhibit table, or other means of promoting IEEE and MagSoc membership and activities during the conference.

Procedure for financial sponsorship:

• Application should be started one year before the conference date
• First, contact the CEC Chair to request MagSoc sponsorship or co-sponsorship using this contact form. The CEC chair will forward the request to the CEC Associate Chair for Small Conferences who will organize all ongoing correspondence.
• CEC must approve the place, date, and subject matter to be covered. CEC will consider factors that include sound financial planning, benefit to the membership, absence of conflict with other conferences, assurance of technical content quality, and protection of the IEEE brand.
• After you receive approval from CEC, fill out the IEEE application form.
• In Step 5 of the application process, you will be asked these questions:
  • “Will this conference produce a conference publication?” This refers to a book of digests on paper or Flash drive to be distributed to conference attendees.
  • “Will IEEE own the copyright?” Answer “Yes” if your answer to the following question is “Yes.”
  • “Will you request publication of your conference proceedings in IEEE Xplore?” This refers to the electronic publication of conference extended abstracts or digests on Xplore that have been reviewed by the conference program committee. It does not refer to the publication of full papers in MagSoc journals on Xplore. If you will publish only in MagSoc journals, answer “No.” The remainder of Step 5 is relevant only if your answer is “Yes.”
• MagSoc sponsorship will be formalized with an MoU. The MoU can be drafted through the IEEE ICX website.
• Following IEEE Conference Services review and changes, if applicable, the MagSoc CEC chair signs the MoU and returns it to IEEE Conference Services for execution.
• Educational material about sponsorship is available.
• One month before the conference, conferences agree to send an email message to all conference participants on behalf of MagSoc. The email will give details of other upcoming meetings affiliated with MagSoc and details on how to become a member of MagSoc. The text will be provided by a CEC representative, who should be included in the mail distribution list.
• Publication of conference-related papers in MagSoc journals is desirable but not obligatory. However, preference for sponsorship will be given to conferences planning to publish in MagSoc journals.
• If the conference wishes to publish full papers in IEEE Transactions on Magnetics and/or in the Magnetics Society Digital Library, please contact the CEC Associate Chair for Conference Publications*, who will assess the benefit to MagSoc and then make arrangements with the MagSoc Publications Chair and the Transactions Conference Editor.
• Conferences are obliged to prepare a short report within a month after the end of the conference. The report should highlight the main achievements and provide relevant statistics.