Association for Computing Machinery Preliminary Approval Form (PAF) This form can only be completed by previously approved ACM/SIG Annual Sponsored/Co-Sponsored Conferences. Once form is completed organizers must forward to all SIG Chair(s) for their preliminary endorsement signature(s) before submitting to ACM/Maritza Nichols (nichols@hq.acm.org)for further processing.Conference is not considered approved until ACM is in receipt of the PAF. Title of Conference________________________________________________________________________________________________ Conference URL__________________________ Exhibits _____ yes _____ no Budgeted Paid Attendance _________ Call for Papers (CFP) Deadline ____/____/___ Acronym __________________________ Dates _____/________/_______ Facility: ______________________________________ City__________________________ State/Country_____________________ Will proceedings be produced? ___yes ___no Produced by ACM? ___ yes ___ no Copyright held by ACM? ___yes ___no Will technical sessions be recorded? ___Yes___No Will technical sessions be videotaped?___Yes___No {If yes, please have the Conference Program Chair(s) contact Adrienne Griscti at (griscti@acm.org) for the appropriate timelines} List all ACM/SIG Sponsoring Units Will this event be the same sponsorship agreement as was approved for the previous annual conference? ___yes ___ no (If no, please attach separate explanation for the change) Is this conference being sponsored or co-sponsored by ACM only? ____ yes _____ no (If yes, please note exact percentage of sponsorship you are requesting from ACM) __________% SIG________ *Sponsorship Percentage _________% SIG__________ *Sponsorship Percentage ___________% SIG________ *Sponsorship Percentage _________% SIG__________ *Sponsorship Percentage ___________% Other Non-ACM/SIG Sponsoring Units (please note a Joint Sponsorship Agreement or Memo of Understanding is required) Name ______________________*Sponsorship Percentage __________% Name __________________*Sponsorship Percentage __________% Name ______________________*Sponsorship Percentage __________% Name __________________*Sponsorship Percentage __________% *Total percentage (%) of responsibility for all sponsoring units must equal 100%. Conference Banking Arrangement For conferences held within the US, will you require a Merrill Lynch account ______ or an ACM in-house account ________? For conferences held outside the US, will you require a *Local Bank account _______ or an ACM in-house account _________? {*If you opt for the Non-US Local Bank, please provide ACM with the Name/Address of Bank, Contact Name, and Account Number} General Conference Committee Following the conference an ACM Certificate of Recognition will be issued to the Chair(s) and the Program Chair(s) based on the information provided which must include complete mailing address. If this information is not submitted certificates can not be issued. Conference Contact/ General Chair: _______________________________ General Co-Chair: ___________________________ (required) ACM Membership Number: ____________ (required) ACM Membership Number: ___________ Email Address: _______________________________ Email Address: ______________________________ Daytime Number: ______________________________ Daytime Number: _____________________________ Fax Number: __________________________________ Fax Number: _________________________________ Mailing Address: _____________________________ Mailing Address: ____________________________ ______________________________________________ _____________________________________________ ______________________________________________ _____________________________________________ Treasurer: ___________________________________ Program Chair: ______________________________ (required) ACM Membership Number: ____________ (required) ACM Membership Number: ___________ Email Address: _______________________________ Email Address: ______________________________ Daytime Number: ______________________________ Daytime Number: _____________________________ Fax Number: __________________________________ Fax Number: _________________________________ Mailing Address: _____________________________ Mailing Address: ____________________________ ______________________________________________ _____________________________________________ ______________________________________________ _____________________________________________ Submitted by: _____________________________Position:_________________ - Date: ______/______/_______ SIG Chair/Conference Approver Preliminary Approval Signatures: Organizers must forward to all SIG Chair(s) for their preliminary endorsement signature(s) before submitting to ACM/Maritza Nichols (nichols@hq.acm.org)for further processing. SIG_________ Print Name____________________ Signature_____________________ Date _______ SIG_________ Print Name____________________ Signature_____________________ Date _______ SIG_________ Print Name____________________ Signature_____________________ Date _______ SIG_________ Print Name____________________ Signature_____________________ Date _______ SIG_________ Print Name____________________ Signature_____________________ Date _______ End of form Please return form to Maritza Nichols (via email [nichols@hq.acm.org] for further processing ___________________________________________________________________________________________________________________ Purpose of the Preliminary Approval Form [PAF] This form allows conference organizers to secure dates on the ACM conference calendar, obtain agreement in principle from all sponsors that the conference will occur. Once approved, 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. However this form does not grant rights to conference organizers to enter into contracts, to incur expenses, to advertise conference registration rates, to open a bank account, or to collect funds for the conference. Upon completing this form [along with obtaining SIG Chair preliminary approval signature(s)], please forward directly to Maritza Nichols (nichols@acm.org) / 1-212-302-5826 (fax number) for further processing. Timeline for the Preliminary Approval – PAF is due (with SIG Chair preliminary approval signatures) at least 18 - 24 months before the start of the conference. PAF approval takes approximately 1 – 2 weeks. *Please note: Following the conference an ACM Certificates of Recognition will be issued to the Chair(s) and the Program Chair(s) based on the information provided which must include mailing address. If this information is not submitted certificates can not be issued. Joint Sponsorship Agreement Considerations If more than one society (other than ACM/SIG) is involved in the sponsorship of any event, details regarding financial / legal liabilities, asset ownership rights, copyrights / permissions, budget / contract approvals, and withdrawal / termination of sponsorship must be outlined before the conference is approved. You may obtain information on Joint Sponsorships from your ACM SIG Staff Liaison. Hotel/Site Selection Once your conference has been granted preliminary approval, please contact Elizabeth Grove at (grove_e@hq.acm.org) / 1-212-626-0614 to proceed with site selection (http://www.acm.org/sigs/hotel) Call For Papers / Advance Program / Other Promotional Materials Once your conference has been granted preliminary approval, feel free to contact Stephanie Smith at (smith_s@hq.acm.org) or 1-212-626-0609. Elizabeth is also the direct contact for the processing of the Certificates of Recognition. Once your conference has been granted preliminary approval, you may begin completing the 3-Section TMRF. Purpose of the 3-Section Technical Meeting Request Forms (TMRF) The overall purpose of the ACM Technical Meeting Request Form (TMRF) is to collect the information that is necessary to evaluate the conference being proposed for technical merit and financial responsibility. The TMRF should be looked at as a basic planning document to help you identify decisions which must be made in the planning process. A TMRF must be completed for any conference planning to be sponsored or co-sponsored by ACM or an ACM SIG. Timeline for the 3-Section TMRF - The document should be submitted to ACM at least 12 - 15 months before the start of the conference. Obtaining approval of the conference takes approximately 3 – 4 weeks once forms have been finalized. Please contact Maritza Nichols (nichols@hq.acm.org) / 1-212-626-0604 for any assistance regarding these documents.