Conference Manual TOC
Organizers Conference Manual
Organizers Conference Manual
Table of Contents
Organizing an ACM/SIG Conference
Workshops Co-Located with a SIG Conference {worksheet attached}
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
1.1 Approval Summary and Joint Sponsorship Considerations
1.2 Criteria for Sponsor/Co-Sponsor Conference Approval
- 1.2.1 Preliminary Approval Form [PAF] (Sponsor/Co-Sponsor Conference) (email: paf_tmrf@hq.acm.org)
- 1.2.2 Sponsor/Co-Sponsor Conference TMRF Guidelines
- 1.2.3 Sponsor/Co-Sponsor Conference TMRF {Forms} (email: paf_tmrf@hq.acm.org)
- 1.2.4 Sponsor Workshop Mini-TMRF (email: paf_tmrf@hq.acm.org)
1.3 In-Cooperation Conference TMRF Guidelines (email: bucci@hq.acm.org)
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" (email: acozzi@hq.acm.org)
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
3.5 Conference Final Financial Report Template
3.6. Conference Banking Guidelines
3.7 Guidelines for Equipment Purchases
3.8 Visa Letters
Section 4 - Publicity and Promotions
4.1 Job Descriptions/General Information
4.2 Notes on Promotion & Publicity
4.3 Commonly Asked Promotional Questions
4.4 Preparing Promotional Milestones
4.5 Sample Forms
Section 5 - Operation and Logistics
5.1 Job Descriptions
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
5.7 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
- 5.7.6 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
6.2 Policy and Procedure Guidelines
- 6.2.1 Summary of Publications, Proceedings and Technical Program (Policy 8.7.2.6)
- 6.2.2 Policy on Republication
- 6.2.3 Policy on Prior Publication
- 6.2.4 Policy on Plagiarism
6.4 Program Committee
- 6.4.1 Ways (Not) to Pick a Program Committee
- 6.4.2 The Reviewing and Selection Process
- 6.4.3 Other Roles of the Program Committee
6.5 Production and Copyright of Proceedings (for Sponsored Conferences)
6.6 Sample Forms and Guidelines
- 6.6.1 Permission and Release Form for Video/Audio Submissions
- 6.6.2 Permission and Release Form for Videotape Presentations
- 6.6.3 Sample Speaker Agreement
Section 7 - Exhibits
7.1 Job Description
7.3 Sample Forms and Guidelines
Section 8 - Identity Standards Manual and ACM Logos
Last Update: 2008 by Laura Bucci, Office of SIG Services
