SIG Services
ACM HQ
• John White, ACM CEO• Pat Ryan, ACM COO
• Information Systems• Office of Finance• Office of Membership• Office of Policy and Administration• Office of Publications• Office of Public Policy• Office of SIG Services
Office of SIG Services
• General Activities• Conference Activities
General Activities
• Point of Contact – Offering Guidance and Support
• ACM Policy and Procedure• ACM and SIG History• ACM Governance• Preparation and Execution of JSAs• Award Programs• Grant and Scholarship Programs• Education Programs
General Activities Cont’d
• Repository– Bylaws (http://www.acm.org/sigs/bylaws/)
– Viability Information– Agreements and Contracts
• Newsletter Activities (Julie Goetz)– Accept newsletter from editor– Print and distribute to membership
SIG Staff Liaisons
• Jessica Wilmers-Fried• Irene Frawley• Ginger Ignatoff• Fran Spinola
Conference Activities
• Cooperating Events• Sponsored Events• Co-sponsored Events
Cooperating Events
What is an In Cooperation Event?
• A conference, workshop or technical meeting sponsored by an outside organization that seeks a formal relationship with ACM SIGs without any legal or financial responsibility on the behalf ACM or the requested SIGs
Cooperating Events
What are the SIG Benefits to In Cooperation Conferences?
• Meeting Topics- Conference, workshop or meeting topics may be of interest to SIG members and are not covered by a current SIG event
• Registration Discounts- SIG Members receive any offered discounted registration rates
• Additional Publications to bring into DL- many SIGs require that In Cooperation Conference Proceedings be placed in the ACM DL
Cooperating Events
What are the Conference Benefits to In Cooperation Status?
• The Value of the ACM SIG Name- ACM and SIGs names/logos can be used on conference promotions and publicity stating In Cooperation status
• Publicity-– If space is available, SIG may choose to advertise In Cooperation conferences
in SIG newsletters or other publications– Meeting will appear online in the ACM Calendar of Upcoming Events– If space is available, meeting will be publicized in Call for Papers and
Professional Calendar sections of Communications of the ACM– Discounted rates to advertisement space in CACM
• Digital Library- Meeting proceedings are eligible to be included in the ACM DL
Cooperating Events
How to Apply for In Cooperation with ACM SIGs
• Conference Leaders Responsibilities – Prepare TMRF (
http://www.acm.org/sig_volunteer_info/conference_manual/incooptmrfpage.htm )– Provide necessary signatures and insurance documentation
• Insurance exceptions made for conferences outside the US– Submit paperwork to Ashley Cozzi [email protected] in SIG Services
• paperwork must be submitted to ACM to go through proper approval process
– Provide final report after the conference• summary of attendance• budget• technical activities
Cooperating Events
What happens after paperwork is received at ACM HQ?
• ACM HQ Responsibilities – Paperwork is reviewed and checked for required information and
signatures– An Approval Memo with detailed Conference Information is sent to the
requested SIGs for review– ACM is responsible for Approval Process Trafficking and Follow-up
• SIG Leaders Responsibilities– Review Approval Memo received from ACM HQ – Approve/Disapprove/Questions
Cooperating Events
Other Basic Requirements for Approval
• Relevant- topic of the meeting must relate to the scope of the SIG
• Participation and Paper Review- There must be an open call for participation and a clearly documented review/evaluation process
• Sponsorship- Can not be sponsored by a for-profit organization or an individual– Exceptions can be requested and will go to the SGB EC
• SIG may identify additional requirements for in cooperation status– Ex: SIGMOBILE 10 requirements
Promotions
What promotional materials can ACM help SIGs and Conferences with?
• Call for Papers / Call for Participation• Postcards-
– Elections– Save the Date– Registration is Open!!
• Advanced Programs• Final Programs
www.acm.org/styleguide
Promotions
Why use ACM to produce SIG/ Conference Material?
• New branding and style guide• Preferred Vendor with preferred rates • Access to mailing lists
– Previous Conferences– SIG Memberships– Scientific Mailing Lists (ex: Computer Science Teachers)
Sponsored and Co-Sponsored Events
Question: What does Sponsored or Co-Sponsored mean?
Answer: Sponsored or Co-Sponsored refers to events that are legally and financially supported and endorsed by the SIG
SponsoredCo-Sponsored Events
Question: What are the SIGs Benefits to sponsoring or co- sponsoring an event?
Answer: – Accomplish Mission– Set Technical Program Direction– Community Service– Opportunity to Develop/Maintain the Premier Event in Specialty
Sponsored andCo-sponsored Events
Question: What are the responsibilities of the Conference Organizers?
Answer: – Prepare requested documentation
• Preliminary Approval Form (PAF)• Technical Meeting Request Form (TMRF)
– Provide ACM with preferred location so that a request for proposal (RFP) can be prepared and sent out
– Utilize approved TMRF as the blue-print for a successful event– Review on-line Conference Manual– Ask Questions
Sponsored andCo-sponsored Events
Question: What responsibilities does ACM HQ have?
Answer: – Point of Contact for Conference Leaders, provide advice and guidance as needed– Assist in preparation of the budget and follow-through on the approval process– Process joint sponsorship agreement for co-sponsored events with outside
organizations– Set-up in-house or out of house bank account– Issue RFPs, negotiate and execute site contracts Examples: Hotel, Convention Center, University– Issue RFPs, negotiate and execute other conference related contracts Examples: Audio Visual, Catering, Off site reception/banquet
ACM HQ Responsibilities Cont’d
– Set-up Conference in process (CIP), considered in house or out of house bank account
– Provide and gather history Examples: hotel sleeping room pick-up, total a/v and F&B spending, registration numbers
– Assist leadership in work with conference venue– Process Letters in Support of Visa Applications– Provide guidelines and produce print and electronic proceedings
Sponsored andCo-sponsored Events
Question: What can the SIG leadership do to help facilitate the communication between ACM and the conference organizers?
Answer:– Inform ACM once a conference chair has been selected – Direct leadership to site selection guidelines– http://www.acm.org/sig_volunteer_info/conference_manual/5-5SITE.HTM
– Approve preliminary approval form (PAF)– Provide guidance and share experiences to conference leaders– Review & Endorse contract & budgets – Endorse contracts needing to be executed prior to official
conference approval
Conference Staff Liaisons
Question: Who are our contacts at ACM HQ?
Answer:
Budgets-Maritza NicholsSite Selection – Elizabeth GroveOperations – Brooke Hardy, Stephanie SmithProceedings – Adrienne GrisctiPromotions & Registration- Ashley Cozzi
Technical Meeting Request Form (TMRF)
• Cooperating Conferences– Easy to use 2 page form and Financial Responsibility Letter
• http://www.acm.org/sig_volunteer_info/conference_manual/incooptmrfpage.htm
• Sponsored/Co-Sponsored Events– Preliminary Approval Form– TMRF
• Budget • Budget Rationale• Statement of Understanding
• http://www.acm.org/sig_volunteer_info/conference_manual/
Preliminary Form
• Complete this form ASAP (Ideally 18 months prior)• Approval of Form Permits
– Dates and location of the conference to be publicized– Conference to be included in ACM’s web calendar– The site/hotel process to begin
TMRF General Information - Section I
• Dates, Location, Venue, • Scope of the Technical Program• Key Volunteers
-Conference Chair-Treasurer-Program Chair
TMRF Budget Spreadsheet - Section II
• Template available on-line • Guides the organizers through a line item account of income
and expenses• Staff Liaison for Conference Budget Activity is available to
assist
TMRF Budget Rationale- Section III
• Outline of:– Revenue and Expense assumptions– Unique circumstances the conference might be facing
Joint Sponsorship Agreement
• Outlines Legal and Financial responsibilities, Asset Ownership, copyright, etc.
• Organization must be incorporated and tax exempt (non-profit)
Conference Site Selection
• Buyer’s Market in many areas• ACM Leverage • Contracting Guidelines• Exposure to SIG
– Attrition– Cancellation
Site Selection Process
Phase I-Drafting the RFP• Preferred Dates• Meeting Space Requirements• Sleeping Room Needs• Identify up to 3 Potential Host Cities
Site Selection
• Geographic Breakdown
Geographic Distribution of Conferences
Canada4%
West28%
Midwest8%
South8%
Northeast (including MD and DC)
22%Europe/Asia/Other30%
SAMPLE RFP Requirements
• Requirements
HTML Document
Site Selection
• RFP Updates
ACM - Hotel Site Selection.htm
Site Selection Process Cont’d
Phase II-Review Bids and Confirm Site• Bid Summary• Site Inspections (if necessary)• Finalize Contract
Sample Bid Summary
SIG XX Conference
Microsoft Excel Worksheet
Conference Registration
• Registration Chair• Vendor Options
REGONLINE
• Option 1Self Service-Volunteer Only-Best Value
• Option 2Advance Registration Only
• Option 3Advance + On-Site ServiceRecommended for Conferences larger than 300 attendees
REGONLINE
www.regonline.com/demo
SIG Services Staff
Donna Cappo Director
Jessica Wilmers-Fried Manager – Conference OperationsElizabeth Grove PC – Conference Services - Site Selection Brooke Hardy PC – Conference Services – OperationsStephanie Smith PC – Conference Services - Operations
Ashley Cozzi AA- SIG ServicesIrene Frawley PC - SIG ServicesGinger Ignatoff PD - SIG ServicesMaritza Nichols PC - Conference Services – BudgetsFran Spinola PC - SIG Services
Adrienne Griscti PC - Proceedings/PublicationsJulie Goetz Part-time Newsletter Administrator
Contact Information- http://www.acm.org/sigs