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Section 4.1.1 Promotion Chair

Conference Manual Section No. 4.1.1 ACM Conference Committee Job Description

Conference Manual

Section No. 4.1.1


ACM Conference Committee Job Description


Position: Promotion Chair


Principle Contact: Program Chair or Local Publicity Chair

Duration of Appointment: 12-14 months

Purpose: To prepare and monitor all promotions for the conference

Major Activities:

  1. Help the conference chair prepare promotional milestones for TMRF.
  2. Determine the extent of promotional activities for the conference. Will postcards be sent via mail or electronically directing potential attendees to the conference website or will detailed direct-mail pieces be developed?
  3. Develop promotions. Those requiring print and distribution services can be done through ACM:


Call for Papers Direct Mail Piece:

  • Copy should be prepared and placed on the website. Print version should include: name of conference, sponsoring societies and/or SIGs, conference date, location, focus of conference, type of papers which will be accepted, the length of papers for review, all important dates (i.e. due date for review, acceptance date, camera-ready copy due date), name, address & phone number of person the papers should be sent to.
  • Order mail lists from ACM and other societies.
  • Have Call for Papers copy typeset.
  • Have ACM approve copy before it is printed.
  • Have Call for Papers printed
  • Send ACM 100 copies of printed Call for Papers.
  • Have Call for Papers mailed and have electronic version placed on website.


Call for Papers Printed Postcard Directing Potential Attendees to the Web:

  • Copy should be prepared and placed on the website to include: name of conference, sponsoring societies and/or SIGs, conference date, location, focus of conference, type of papers which will be accepted, the length of papers for review, all important dates (i.e. due date for review, acceptance date, camera-ready copy due date), name, address & phone number of person the papers should be sent to.
  • Order mail lists for postcards from ACM Headquarters.
  • Have postcards typeset, printed, labeled and mailed.


Call for Papers Electronic Postcard Directing Potential Attendees to the Website:

  • Copy should be prepared and placed on the website to include: name of conference, sponsoring societies and/or SIGs, conference date, location, focus of conference, type of papers which will be accepted, the length of papers for review, all important dates (i.e. due date for review, acceptance date, camera-ready copy due date), name, address & phone number of person the papers should be sent to.
  • Distribute through sponsoring SIGs Information Director and other non-ACM electronic distribution lists as appropriate. Some SIGs do not permit email distribution to their members. Please check with ACM to see if the conference's sponsoring SIG allows distribution prior to making your promotion plan.


Press Release:

  • Copy should include dates, location, and focus of conference promotional information taken from the Call for Papers should also be included.
  • Promotion Chair should send this to the SIG Newsletter editors of the sponsoring SIGs, other sponsoring or cooperating societies and societies such as the IEEE that will sometimes publish portions of the release at no charge.
  • If included in the conference budget the Promotion chair should provide for a wide distribution to editors of related publications.
  • Another release should go out when the advance program is prepared giving details on the conference, who should attend, listing benefits for attendees, and contact information.


Advance Program Direct Mail Piece:

  • The Advance Program should be prepared immediately following paper selection.
  • Copy should be prepared and placed on the website. Printed version should include conference name, dates, location, focus, who should attend, benefits for attendees, technical program authors and paper titles, days and times each paper will be given, social activities, committee members, general information about the conference and location, hotel reservation information and form, conference registration form, airline information if available, airport transfer information, and contact information for questions.
  • Order mail lists from ACM and other societies.
  • Have Advance Program typeset.
  • Have ACM approve copy before it is printed.
  • Have Advance Program printed.
  • Send ACM 100 copies of Advance Program when it is printed.
  • Have Advance Program mailed.


Advance Program Electronic Postcard Directing Potential Attendees to the Website:

  • The Advance Program should be prepared immediately following paper selection.
  • Copy should be placed on the website and include conference name, dates, location, focus, who should attend, benefits for attendees, technical program authors and paper titles, days and times each paper will be given, social activities, committee members, general information about the conference and location, hotel reservation information and form, conference registration form, airline information if available, airport transfer information, and contact information for questions.
  • Order mail lists for postcards from ACM Headquarters.
  • Have postcards typeset, printed, labeled and mailed.


Advance Program Electronic Postcard Directing Potential Attendees to the Website:

  • The Advance Program should be prepared immediately following paper selection.
  • Copy should be placed on the website and include conference name, dates, location, focus, who should attend, benefits for attendees, technical program authors and paper titles, days and times each paper will be given, social activities, committee members, general information about the conference and location, hotel reservation information and form, conference registration form, airline information if available, airport transfer information, and contact information for questions.
  • Distribute through sponsoring SIGs Information Director and other non-ACM electronic distribution lists as appropriate. Some SIGs do not permit email distribution to their members. Please check with ACM to see if the conference's sponsoring SIG allows distribution prior to making your promotion plan.


Final Program - (Rather than print a final program, some conference leaders choose to use copies of the advance program. The decision is up to the committee that should consider resources, volunteer time and conference finances).
  • Copy should include: welcome from the chairmen, technical program session times and locations, short biographies on invited and keynote speakers, detail of social events, local information and an author index.
  • Have Final Program typeset
  • Have Final Program printed
  • Have Final Program shipped to conference site.


Qualifications:

  1. Promotions Chair must have support of their employer since the time demands of promotions can be considerable.
  2. Additional support should also be available for minimal clerical needs, telephone expenses, occasional correspondence, etc. ACM and its subunits rely on this "in-kind" support in order to keep conference fees in line with sister society fees.
  3. The Promotions Chairman should be prepared to spend time each week communicating with other members to the conference committee and preparing copy for promotions.


*NOTE:
Development of Promotions. The production, printing and distribution of call for papers, advance programs, and final programs can be arranged directly through ACM. ACM will arrange for label ordering, typesetting, printing, mailing, and shipment of materials. It is often cost and time efficient to have printed materials produced and mailed through ACM rather than to arrange for these services through local vendors and post offices, and promotions chair should contact their SIG Staff Liaison for further information.



Revised by The Office of SIG Services