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)

• 1.3.1 In-Cooperation Conference TMRF {Form} (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

• 3.4.4 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
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 Forms

• 4.5.1 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
• 5.7.6 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 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

6.3 Technical Session Outline

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)

• 6.5.1 ACM Copyright Form and Procedures
  

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

• 7.1.1 Exhibits Chair

7.2 Exhibit Guidelines

7.3 Sample Forms and Guidelines

• 7.3.1 Sample- Exhibitor Contract

Section 8 - Identity Standards Manual and ACM Logos

• Logos in EPS
• Identity Standards Manual
  

Last Update: 2008 by Laura Bucci, Office of SIG Services