How To Bring The ACM Lectureship Series To Your Chapter
The Responsibilities of a Chapter participating in the Distinguished Lectureship Program
Only chapters in good standing-those that have completed the most recent annual report-can participate
in ACM's Distinguished Lecturer Program. The chapter is responsible for the lecturer's local expenses,
including hotel and meals. If organizations other than ACM chapters are participating in the event, they
should contribute to these expenses.
Make the hotel reservations for the lecturer, and accompany the lecturer at check out and pay the bill directly.
Try to settle all expenses before the lecturer leaves your city and avoid making the lecturer bill the chapter for
local expenses.
Always treat the lecturer as your guest. You should offer to meet the lecturer when he or she arrives
in your city, and should offer to arrange a meal with chapter members or, in the case of student chapters, with
interested faculty members. If the talk is scheduled close to a mealtime, please clarify meal arrangements.
Remember that lecturers are volunteers who sacrifice their time and energy for the good of the ACM and its members.
They receive no financial benefit for their contributions to this program.
"A Step-By-Step Guide" on How to Invite a ACM Distinguished Lecturer
to Your Chapter:
The ACM Distinguished Lectureship Program (DLP) offers ACM chapters an easy way to bring speakers to their members.
See the list of topics covered by our Distinguished Lecturers to decide which
lecturer you would like to invite
Contact nearby chapters
to arrange a tour. Appoint one chapter representative to be responsible
for contacting the lecturer and communicating with the other chapters.
Complete the Lecturer Request Form as soon as possible, and send it to the lecturer. You should
follow-up with the lecturer soon after sending the form. If the lecturer accepts the request, make
tentative decisions about the dates, times, and locations of all of the talks on the tour.
Submit the Lecturer request form to headquarters for tentative approval. Make the final arrangements
with the lecturer and other chapters on the tour and send him/her a completed copy of the
Local Arrangements Form. The lecturer
must complete the Travel Authorization Form before
the tour can receive final approval.
Complete the Lecturer Evaluation Form and send it to
headquarters within two weeks of the lecture. Future lectures will not be authorized until all outstanding evaluations
are received.
Lecturer Procedures: A Step-By-Step Guide To Ensure a Successful Tour
If you're the typical lecturer, the time you contribute to the ACM Lectureship Series is over and above
the call of duty. Now that forms are available via the Internet,
tours are easily arranged. You'll be able to acknowledge lecture requests, make tentative plans with those chapters
that best suit your schedule, request authorization from ACM HQ, and confirm the details with the chapter(s) without so much as a phone call. When your
lectures are completed, simply submit your reimbursement request, your travel receipts and your evaluation of the
chapter(s), for prompt reimbursement.
Here are some additional points to keep in mind and tips to further streamline the business side of your talks:
Please acknowledge lecture requests as soon as possible.
If you have the time to give several talks during a single tour, and especially
if travel costs to the area of the talk are high, encourage the chapter to
arrange a lecture tour.
Once tentative arrangements have been made, you must get the travel authorized before making
any final arrangements. Please submit your request to ACM HQ using the
form provided.
Do not travel (or buy plane tickets, etc.) before your travel is authorized.
If you need immediate approval for a tour to get a lower-priced plan ticket,
etc. you may call the ACM Lectureship Coordinator at +1-212-626-0514.
However, if you are unable to get authorization, you should consider rescheduling
the tour for another time. Expenses for unauthorized travel cannot be reimbursed.
It is expected that the cost per talk will not exceed $350, or $1,000 per
tour. Lectureship funds will be made available on a first come/first served
basis, with preference going to lecturers engaged in their first tour and
chapters which demonstrate the best planning for a successful meeting. If
the program funds are all allocated before the end of the program year you
will be notified as soon as possible.
Once you receive authorization from ACM, confirm the visit with the chapter and discuss
all the details outlined in the Local Arrangements Form. You should request
written confirmation of arrangements from all the chapters involved in the
tour, to minimize the risk of misunderstandings.
After the tour, complete the
travel expense report and the
chapter evaluation form. These forms should be sent, along with all receipts from your tour,
to the Lectureship Coordinator at ACM Headquarters within two weeks of completing the tour. Be
ure to keep a copy for your records.
Association for Computing Machinery
attn: Lectureship Series/Local Activities
1515 Broadway, 17th Floor
New York, NY 10036
vox: (1)-212-626-0514
fax: (1)-212-944-1318
