Guidelines

Review Selection Criteria: Prior to developing a proposal, carefully review all selection criteria to ensure a comprehensive and competitive submission.

Confirm Eligibility to Submit: Proposals must be submitted by an individual holding IEEE membership at the grade of Member or higher. Graduate Student Members are not eligible to submit.

Required Endorsements: Prior to submission, you must obtain a formal letter of endorsement from both your Region and Section Chairs.

Scheduling Conflicts: Refer to the application form for dates to avoid when planning your summit. This ensures alignment with IEEE scheduling guidelines.

Event Timeline: All approved summits must be completed by December 15th of the same calendar year.

For detailed instructions on completing the application process for IEEE WIE International Leadership Summits, refer to the “Application Process Video“.

The IEEE WIE Summits Subcommittee will evaluate and recommend approval of up to ten (10) Summit proposals based on the following criteria:

Strategic Alignment: Supports IEEE WIE’s mission, vision, and strategic goals.

Event History: Preference for first-time organizers and locations not hosting a Summit in the past three years.

Organizing Team: Has a committed Volunteer Organizing Committee, including local section volunteers in key roles (Program Chair, Vice Chair, Treasurer).

Logistics: Secures a suitable venue and presents a detailed preliminary budget.

Program: Offers strong session topics, speakers, and sponsor engagement.

Theme and Tracks: Summits must align with core themes such as Empowerment, Entrepreneurship, Leadership, Innovation, and Emerging/Disruptive Technologies.

Format: Programs should feature a mix of presentations, panels, workshops, and hands-on demonstrations.

Speakers: Speakers from outside IEEE, including industry, academia, and government representatives, are encouraged.

Publication Policy: Conference proceedings and paper publications are not permitted.

Membership Composition: The committee must include IEEE WIE members of member grade or higher. Students and graduate students are encouraged to participate and support the summit planning process. However, they may not serve as chair or co-chair.

Regional Representation and Local Engagement: The organizing committee may include members from various regions; however, it must include representatives from the Summit’s host location. Active involvement from the local IEEE WIE Section Affinity Group and IEEE Section is required to ensure regional relevance and community engagement.

IEEE Standards Compliance: All Summit activities must adhere to the IEEE Conference Standards Policy 10.0.

Financial Responsibility: The organizing entity is fully accountable for all financial outcomes, including any surpluses or losses. Surpluses should be reinvested locally to support IEEE WIE initiatives.

Member Discounts: Registration fees must include discounted rates for IEEE and WIE members.

WIE Funding: Approved proposals receive up to $1,500 USD in two installments. This funding does not require repayment.
Funding Conditions: Continued funding is contingent upon strict adherence to IEEE WIE Summit guidelines, including use of approved templates and branding standards. Non-compliance may result in withdrawal of approval and funding.

ICX Registration: All summits must be registered with the IEEE Conference Exchange (ICX) and include IEEE Women in Engineering as a technical co-sponsor. View the application.

ILS Bank Account: Summits can receive funds either through their Section’s bank account or by opening a Concentration Banking (CB) account. Personal or non-IEEE accounts are not eligible to receive funds in any circumstances.

If you choose to use your Section bank account, the letter of endorsement included in your application must contain written consent from the Section Treasurer confirming they agree to receive the funds.

If you choose to use a CB account, you must select “Yes” to open a CB account when prompted in the ICX application form.

Funding Timeline: Funding will be distributed in two phases:

Initial Disbursement: $1,000 issued upon submission of the website link, confirmed venue, proposed tracks, preliminary program, promo material address, and completion of doodle poll for first check-in call with the ILS Subcommittee.

Final Reimbursement: $500 issued after the Summit and submission of the final report. Reports submitted more than two months after the event are not eligible.

Should you have questions regarding the WIE ILS guidelines and process, please send an email to wie-summits@ieee.org.