ACM

Conference Manual
Section No. 1.4

Procedure for ACM and ACM SIG
Conference TMRF Approvals

1. The approvals for conferences have two stages:

A. PRELIMINARY APPROVAL:(for previous annual conferences)

Where the conference secures dates on the ACM conference calendar, obtains agreement in principle from all sponsors that the conference should happen, organizers can begin to publicize the conference call for papers deadline through electronic channels, the sponsoring SIG newsletter(s) or any other avenue that incurs no expense. This approval does not grant rights to conference organizers to enter into contracts, to incur expenses, to open a bank account, or to collect funds for the conference. Preliminary Approval status is not applicable to "In Cooperation" conferences. In Cooperation conferences please fill out the two page TMRF and submit to ACM.

B. TMRF APPROVAL:

Where the financial plans, underwriting of risk, disposition of conference by-products and distribution rights, and outline of advances requirements are approved, this entitles the conference organizers to enter into contractual obligations, in partnership with ACM Headquarters to establish a bank account, to publicize fees, and to collect and disburse money on behalf of the conference. The permission to use the ACM name for "In Cooperation" conferences is granted only after the TMRF has been reviewed and offically approved.

2. TIMELINE FOR APPROVALS:*

Preliminary Approval
At least 18 months before the conference, depending on the size of the conference, competition for the time slot, and constraints imposed by conference facilities, or other external factors.
TMRF Approval
At least 12 months before the conference, depending on the need to establish a bank account for the disbursement of funds, the need to enter into contractual commitments, the need to expend funds for promotions, facility deposits, or other expenditures.
*Small conferences with simple requirements may be granted an exception to the above timeframes. Requests for such waivers should be submitted to the Executive Director.
This permits adequate time for review of the TRMF assumptions and discussion of these assumptions by all of the conference approvers. TMRFs submitted later than this date may not be able to secure advances in time to meet planning obligations.

3. CONFERENCE APPROVERS

Conference CharacteristicsApprovers for a New or International ConferenceApprovers for an Ongoing Conference
Sponsored/Co-Sponsored Revenue/Expense $500K and aboveVolunteer Management
C.O.O.
Executive Committee 		Volunteer Management
C.O.O.
Executive Committee
Sponsored/Co-Sponsored Revenue/Expense less than $500KVolunteer Management
C.O.O. 		Volunteer Management
C.O.O
In Cooperation (no ACM financial involvement)Volunteer Management
SIGs Director		Volunteer Management
SIGs Director

* Volunteer Management is defined as the SIG Chair and designee for SIG Conferences, and the Membership Activities Board (MAB) Conference Representative for Local Technical Meetings.

4. THE APPROVAL PROCESS

The SIG Staff Liaison will review all submitted Preliminary Calendar entry forms and secure approval for the conference dates from the sponsoring Volunteer subunits, taking into consideration overlapping dates.

Back to ACM Conference Manual Back to ACM Volunteer Information Page Back to ACM SIGs Page

Date Revised: May 28, 2003 by Rachael Barish barish@acm.org