Document Actions

Workshops Co-Located with a SIG Conference

SIGX Co-Located Workshops

SIGX Co-Located Workshops


Endorsement by SIGX Executive Committee


The request for endorsement needs to be made at least nine months prior to the workshop.
The SIGX Executive Committee has certain expectations about the workshops that co-locate with its conferences:

  1. Workshops are not commercial events, and are not opportunities to promote specific products available commercially. However, workshops do provide a setting to exchange information, experience, and strategies for working in widely available programming languages.
  2. The program committee needs to reflect the audience the workshop is hoping to attract - educators, developers, researchers, etc . That is, it should not be heavily weighted with representatives of one institution, or one geographical area. Inclusion of both men and women is very desirable.
  3. It is inappropriate for the primary or keynote speaker to be a member of the program committee or the workshop organizer.
  4. Workshops may overlap with one another, but not the conference itself.
  5. The SIGX Executive Committee may make requests or suggestions to the organizers about the composition of the committee, the breadth of the topic, etc.

Workshop proposals should be sent to conference chair/workshop chair and the SIGX Vice Chair. After preliminary screening, the SIGX Vice Chair will circulate them to Executive Committee members for their comment. This process takes approximately one week.

Co-located workshops are included in the conference hotel and insurance contracts. The workshops will utilize ACM in-house accounts for their finances, and the SIGX conference coordinator will be the point of contact for paying bills and other administrative support.

Timeline


12-18 months in advance (minimum)

  • Hotel contract for conference is signed. Number of workshops and their placement are included, based on prior years' conference needs.
  • Call for Workshops is made


9-12 months in advance

  • Workshop proposals, including focus/scope of content, members of organizing committee, etc., are submitted
  • SIGX Executive Committee reviews proposed workshops, and endorses the workshops to be co-located with the conference
  • Once workshops are selected, each workshop organizer fills out a mini-TMRF to begin the budgeting and ACM approval process. At this point, the workshop is listed on the ACM calendar
  • The notes or proceedings of the workshop are part of the budgeting process - will there be printed proceedings? Will the proceedings be in the ACM Digital Library? Will they be in SIGX Notices?


6 to 9 months in advance

  • Initial call for papers or publicity for workshop
  • Confirmation to hotel of meeting rooms needed (done by ACM staff)


2-4 months in advance

  • All approvals should be completed
  • Registration for conference and workshop opens
  • Professional conference management reviews hotel contract, audiovisual needs, food and beverage requirements for conference and workshops
  • Papers submitted, proceedings printed


Approval by ACM


Each workshop must be approved by ACM, in addition to being endorsed by the SIGX Executive Committee. The mini-TMRF is the basic tool for budgeting for the workshop and provides the information for ACM approval.
Most workshop fees are modest, and are intended to cover only the food and beverage, audio-visual, and proceedings costs of the workshop. (Generally promotion is done electronically and in connection with the SIGX conference.) Workshops are expected to end up with a small surplus.

Notes for budgeting workshops:

  • Food & Beverage. Consistency across workshops in terms of food is recommended. For example, if lunch is provided for one workshop, others should consider providing lunch as well.
  • AudioVisual needs. Charges for audiovisual equipment provided by the hotel is expensive. Occasionally, sharing audiovisual equipment between workshops or a workshop and the conference can be arranged, but this cannot be counted on.


If the workshop organizers insist on bringing their own audiovisual equipment, they need to understand that

  1. The hotel approval may be required, and a fee may be charged to the workshop
  2. No support can be provided by the hotel
  3. No support will be provided by the professional conference manager
  4. Therefore, the workshop organizer needs to be thoroughly familiar with the equipment and its operation. Also, it is highly recommended that backups for key parts of the equipment (such as the bulb) be brought along.


  • Proceedings or notes. Copyright forms need to be completed and approved prior to printing the proceedings. The front matter for the volume also needs to be reviewed by ACM staff prior to printing. Provisions for collecting electronic copy for the ACM Digital Library also need to be in place.


For workshops whose proceedings are being printed in SIGX Newsletters following the conference, the process for printing both workshop and SIGX Notices will be integrated through the Editors of Newsletters and the proceedings coordinator in SIG Services.

Workshops can be co-sponsored by other SIGS or other agencies (such as IEEE CS). Percentages of sponsorship are specified in the Sponsor Workshop TMRF. Approval procedures in this instance also include approval from the co-sponsor.