This section provides important information about paper acceptance at IECON, the independence of this hackathon from IECON, and details on travel and hardware grants. Please read carefully before participating.

Paper Acceptance Disclaimer

• No Guaranteed Acceptance:
  While our internal hackathon review process is thorough involving mentorship and expert feedback, final decisions on paper acceptance for IECON 2025 rest with independent conference reviewers.
• Hackathon Independence:
  The IEEE IES Generative AI Challenge is organized separately from IECON 2025. As hackathon organizers, we have no control over IECON’s peer-review process, scheduling, or publication decisions.
• Conference Inquiries:
  For all conference-related matters (registration, visa invitation letters, schedules, etc.), please contact IECON 2025 organizers directly.

Travel Grants

We provide IGAC Travel Grants to support IEEE IES Generative AI Challenge winners in presenting their papers at IECON 2025. Below are the key details:

1. Grant Purpose

   • Covers airfare, conference registration, accommodation, visa fees, and local transportation for one (1) team member to present at IECON 2025.
   • If additional team members attend, reimbursement is possible but capped at the same overall funding limit.

2. Grant Amount

   • Top 3 Teams: Up to USD 3000 each.
   • Next 3 Teams: Up to USD 1500 each.
   • Reimbursements are processed within one month after IECON concludes.

3. Eligibility

   • Must be an active IEEE and IES member.
   • Must have your paper accepted by IECON 2025.
   • Must register for IECON 2025 (early-bird conference registration fees only).
   • Must physically attend and present your paper at the conference.
   • Must adhere to the IEEE Code of Ethics.

4. Reimbursement Timeline & Process

   • Reimbursement Basis: You cover your expenses upfront, then submit valid tax invoices for flights, registration, lodging, visa fees, and transportation.
   • Expenses like meals or insurance are not eligible.
   • IEEE Travel Policy: Economy-class flights only (lowest non-refundable fare). Single-room occupancy for lodging.
   • For more details about which transactions are accepted, consult the IEEE Volunteer Travel Guidelines.
   • Your reimbursement will be processed within a month after the conference, subject to verification of all submitted documents.

5. Not Eligible for Other IEEE Travel Grants
   Since you already receive travel support under the IGAC Travel Grant, you are not eligible for additional travel grants for IECON 2025 from IEEE, IES, or IECON itself.

6. Visa Invitation Letters

   • Hackathon organizers do not issue visa invitation letters.
   • You can obtain an official invitation letter when you register for IECON 2025. If any issues arise, please contact IECON organizers.
   • We will issue a sponsorship confirmation letter upon request.

Hardware Grants (Up to USD 100)

• Reimbursement for All Completing Teams:
  Any team that completes all three hackathon milestones and submits a final paper draft is eligible for up to USD 100 in hardware or API costs.
• Reimbursement Process:
  • Submit scanned receipts for the expenses.
  • Final decision on reimbursement is at the discretion of the hackathon organizers.
  • If approved, funds are disbursed post-hackathon upon verifying expenses.

Certificates

• Completion Certificates:
  All teams that complete the hackathon—i.e., submit the final version of their project—will receive an official certificate of participation from the IEEE IES Generative AI Challenge.

For any questions about reimbursements, please contact the Hackathon Organizers. For questions about conference details, such as registration or visa letters, please reach out directly to the IECON 2025 team.

Still Have Questions?

• Check the Contact page for direct email support.
• Or reach out on our social media channels (coming soon).

We’re here to make your hackathon journey as smooth and rewarding as possible!