IEEE ComSoc and ComSoc's Women in Communication Engineering Committee (WICE) are happy to announce two options to support ICC Conference attendee childcare needs.
- Childcare grants: Grants up to $500 are available for IEEE ComSoc members seeking reimbursement of childcare in their hometown. Grants up to $700 are available for ICC attendees who are IEEE ComSoc members and bringing small children to the conference and plan to use the onsite hospitality rooms.
- NEW for 2024: ComSoc has secured two hospitality rooms for on-site childcare use. Attendees will be responsible for hiring their own providers but the space can be used by these providers to care for an attendee’s child.
Attendees can apply for a childcare grant AND use the provided onsite space. However there are two separate forms - one for the childcare grant, and one for the use of onsite space.
Childcare Grants
IEEE ComSoc members can apply for up to US$500 grant per family to assist with childcare needs in their hometown.IEEE ComSoc members who plan to attend ICC and plan to use the onsite childcare space can apply for up to US$700 per family. The grants will be given as a reimbursement for expenses, however, all grant recipients are responsible for making their own arrangements for child care.
If requests exceed available funding, or if additional funding becomes available, preference will be given to students, recent graduates, or new entrants to the communications field who are presenting at the conference.
Examples Of Allowable Expenses
- Child care services incurred because of attendance at the conference (provider must submit his/her tax id number)
- Child care services on location in the city of the conference
Note: The conference does not sanction or recommend child care providers and does not assume responsibility or liability for child care services of any sort. It is the responsibility of the parent(s) to thoroughly investigate all child care providers.
NOT ELIGIBLE FOR REIMBURSEMENT
- Expenses incurred in bringing a caregiver (or family member not attending the meeting acting as a caregiver) to the meeting. This includes airfare/train fare and hotel expenses
- Travel expenses for the child
- Travel or other expenses related to the attendee’s participation in the meeting, including meeting registration, meals, travel to the meeting (including private automobile mileage or tolls), or other expenses the attendee would already be incurring by attending the meeting
- Meals for the child, toys, and tickets to museums, amusement parks, etc.
- On-going home-based childcare expenses
REIMBURSEMENT PROCEDURE
- Following the conference, the recipients of a childcare grant will receive an email from ComSoc outlining the reimbursement procedure. Recipients should NOT use the IEEE reimbursement NextGen Concur system for reimbursement.
- Recipients must submit receipts for reimbursable expenses (for example, an invoice submitted by the child care provider)
- Reimbursements will be distributed after the conference, after receipt of documentation.
Application & Deadline
- The deadline for applying for a child care grant is 15 May 2024
- Notifications to recipients will be sent no later than 22 May 2024
Contact: Please contact Toktam Mahmoodi (toktam.mahmoodi@kcl.ac.uk) with any questions about the child care program.
NOTE: Children are not permitted entry into session rooms. Children under the age of 18 are not permitted on the Exhibit Hall floor during setup or dismantling hours. During scheduled show hours, exceptions are made when parents or guardians complete and sign a Minor Release Form. This form will be available at the Registration Desk in the Registration Area. Parents or guardians must complete and sign the Minor Release Form to allow children access to the Exhibits and Poster Hall. Your support and compliance are greatly appreciated.
NEW FOR ICC 2024: Use of On-Site Childcare Hospitality Suites
IEEE Women in Communications Engineering in conjunction with ICC is pleased to announce the availability of two hospitality suites on-site at the Denver Sheraton for child care for participants.
The two suites will be available from Sunday, 9 June - Thursday, 13 June from 7:00 AM to 9:30 PM each day.
Guidelines
- Participants must provide their own childcare service. Participant is fully responsible for reviewing the services offered and determining whether they are suitable for his/her child. IEEE makes no representations regarding the provision of any childcare services.
- Other children and child care providers will also use the hospitality suites. The Women in Communications Engineering team will do their best to put children of the same age range in each room. Example: Those under 2 years of age in one room, those older in the other suite.
- Space is limited so you must register your child and child care provider on the grant form. You will receive a confirmation email indicating that you have been authorized to use the onsite hospitality rooms at the Sheraton Denver and then receive a link from IEEE Legal via Docusign where you will formalize the agreement.
- IEEE provides no endorsement or recommendation of services, no assumption of responsibility or liability related to the services and no guarantee regarding the services. Individual participants accept full responsibility and risk for engaging in the services.
Application & Deadline
- The deadline for applying for use of the onsite childcare space is 15 May 2024
- Notifications to recipients will be sent no later than 22 May 2024
Register for Use of On-site Space Now
Frequently Asked Questions:
What does the hospitality suite look like?
This open suite has couches, a coffee table, side tables, a mini-bar area, a mini-refrigerator, and microwave. The beds will be removed from the suite.
How will I pick up the key to the room?
The rooms will be opened by conference staff each day during the hours noted.
Will ComSoc supply food, diapers, or other items for my child?
No. All items necessary to care for and entertain the child are your responsibility. We can only provide the space on site.
Will the hospitality suite have a phone?
Yes, there is a phone on hand but we prefer that you are in direct contact with your care provider via their personal cell phone.
Is there a list of other parents that will have their children in the suite so we can contact them to coordinate childcare?
Unfortunately, due to privacy reasons, we cannot share this information.
What is the age limit for children in the care area?
We welcome children ages 1-10.
I want to use the On-Site Childcare Hospitality Suite but have not received the release from IEEE's Legal Department. What should I do?
Please contact membership@comsoc.org and put in the Subject line: Legal Release: ICC 2024. Our team will work with you and our IEEE Legal department to get you the release as soon as possible.
