Organizers Conference Manual

Table of Contents

Organizing an ACM/SIG Conference


Section 1 Preliminary Approval Form (PAF), Technical Meeting Request Forms (TMRF) and Guidelines
Section 2 Conference Committee and Organization
Section 3 Finance and Registration - Including ACM's Preferred Vendor "Reg Online"
Section 4 Publicity and Promotions
Section 5 Operations and Logistics
Section 6 Technical Program, Proceedings and Other Publications
Section 7 Exhibits
Section 8 ACM Identity Standards Manual and ACM Logos


Section 1 - Preliminary Approval Form (PAF), Technical Meeting Request Forms (TMRF) and Approval Guidelines

• 1.2.1 Preliminary Approval Form [PAF] (Sponsor/Co-Sponsor Conference) (email: paf_tmrf@acm.org)

• 1.2.2 Sponsor/Co-Sponsor Conference TMRF Guidelines

• Statement of Understanding - Conference series are considered the intellectual property of ACM. Once ACM sponsors a conference, workshop or symposium, the rights to the event, including without limitation the name, and whether arising now or with respect to the same conference held in the future, are the properties of and belong to ACM. Steering Committees and General Chairs of continuing meeting series are not free to modify sponsorship.
  

• 1.2.3 Sponsor/Co-Sponsor Conference TMRF {Forms} (email: paf_tmrf@acm.org)
• 1.2.4 Sponsor Workshop TMRF

• 1.3.1 In-Cooperation Conference TMRF {Form} (incoop@acm.org)

1.4 ACM Name and Logo Usage

Section 2 - Conference Committee and Organization

2.1 Job Descriptions

• 2.1.1 Conference/General Chair and Steering Committee Chair Specific Job Descriptions
• 2.1.2 Overall Conference Committee Job Descriptions

2.2 Volunteer Resources - SIG Governing Board Organization

2.3 ACM Office of SIG Services (SIG / Conference Liasions)

2.4 Selected Conference Policies & Procedures

• 2.4.1 Conference Committee and Organization (Policy 8.7.2.2)
• 2.4.2 Travel for ACM Volunteers & Headquarter Staff (Policy 10.2.2.0)

2.5 Sample Forms and Standard Information

• 2.5.1 Volunteer Travel Request Authorization & Approval Form\Travel Guidelines
• 2.5.2 Sample Standard Expense Form

Section 3 - Budgets, Finance, and Registration

3.1 Conference Financial Management

3.2 Job Descriptions

• 3.2.1 Treasurer
• 3.2.2 Registration Chair -Including ACM's Preferred Vendor "Reg Online"
  

3.3 Summary of ACM Policies & Procedures on Budgets & Finance (Policy 8.7.2.3)

3.4 Procedures and Forms

• 3.4.1 Credit Card Clearance Service Agreement
• 3.4.2 Listing of States/Provinces where ACM is Tax Exempt (quarterly report)
• 3.4.3 Reporting of Income Paid to Third Parties
• 3.4.3 A Approval Form
• 3.4.3 B Grant Letter A
• 3.4.3 C Grant Letter B
• 3.4.3 D Scholarship Letter
• 3.4.4 Payments to Non US Residents/IRS 8233 Form
• 3.4.5 University Bank Accounts

3.5 Conference Final Financial Report Template

3.6 Conference Banking Guidelines - The primary requisite for opening a bank account is an approved TMRF budget. Please contact your SIG Staff Liaison: April Mosqus mosqus@hq.acm.org or Ashley Cozzi acozzi@hq.acm.org .

• 3.6.1 Conferences held outside the US

• 3.6.2 VAT and ACM

3.7 Guidelines for Equipment Purchases

3.8 Visa Letters

Section 4 - Publicity and Promotions

4.1 Job Descriptions/General Information

• 4.1.1 Promotion Chair
• 4.1.2 Local Publicity/Press Relations Chair

4.2 Notes on Promotion & Publicity

4.3 Commonly Asked Promotional Questions

4.4 Preparing Promotional Milestones

4.5 Sample Promotions

Section 5 - Operation and Logistics

5.1 Job Descriptions

• 5.1.1 Operations/Local Arrangements Chair
• 5.1.2 Audio/Visuals Chair
• 5.1.3 Volunteer Chair

5.2 Policy and Procedures Guidelines - Summary of Operations & Logistics (Policy 8.7.2.5)

5.3 Budget Considerations

5.4 Music Licensing Fees

5.5 Site Selection/Site Inspection Notes

5.6 Hotel Contract Negotiations

• 5.6.1 Negotiable Items

5.7 Logistics

• 5.7.1 Room Set Up
• 5.7.2 Audio/Visual Equipment
• 5.7.3 Food and Beverage Functions
• 5.7.4 Final Details
• 5.7.5 American with Disabilities Act
• 5.7.5.1 "Planning for an Accessible Conference" by Shari Trewin
  
• 5.7.6 Considerations for Meetings outside the USA

5.8 Transportation Considerations

5.9 Forms and Guidelines

• 5.9.1 Contract Guidelines
• 5.9.2 Standard Hotel Contract
• 5.9.3 Author Audio/Visual Request Form
• 5.9.4 Sample Evaluation Form
  

Section 6 - Technical Program, Proceedings and Other Publications

ACM/IEEE CS Health of Conferences

6.1 Job Description

• 6.1.1 Program Chair

6.2 Letter to the Program Chair

6.3 Policy and Procedure Guidelines

• 6.3.1 Summary of Publications, Proceedings and Technical Program (Policy 8.7.2.6)
• 6.3.2 Policy on Republication
• 6.3.3 Policy on Prior Publication
• 6.3.4 Policy on Plagiarism

6.4 Technical Session Outline

6.4.1 ACM Distinquished Speakers Program

6.5 Program Committee

• 6.5.1 Ways (Not) to Pick a Program Committee
• 6.5.2 The Reviewing and Selection Process
• 6.5.3 Other Roles of the Program Committee

6.6 Production and Copyright of Proceedings (for Sponsored Conferences)

• 6.6.1 ACM Copyright Form and Procedures
• 6.6.2 ACM Author-Izer
  

• 6.7.1 Permission and Release Form for Video/Audio Submissions
• 6.7.2 Permission and Release Form for Videotape Presentations
• 6.7.3 Sample Speaker Agreement
• 6.7.4 Video/Audio Capture Guidelines

Section 7 - Exhibits

7.1 Job Description

• 7.1.1 Exhibits Chair

• 7.3.1 Sample- Exhibitor Contract
  

Section 8 - Identity Standards Manual and ACM Logos

• Logos in EPS
• Identity Standards Manual
  

Last Update: August 2008 by Laura Bucci