Approval Summary and Joint Sponsorship Considerations for ACM/SIG Related Conferences
ACM and ACM/SIG sponsored conferences are highly regarded in the industry worldwide because of the outstanding level of technical content presented and the reputation of delivering this content in an organized and cost-effective manner. ACM is a volunteer driven organization which insures that quality technical information is available at conferences and in conference by-products, like proceedings. The purpose of the ACM Conference Approval Process is to insure that quality material is presented and the planning process is carried out in an organized fashion.
ACM Preliminary Approval Form (PAF)
This is an abbreviated approval form to enable the conference organizers of annual events to distribute the CALL FOR PAPERS for the conference. This form also provides important information to ACM Headquarters so that the conference listings are submitted to the Calendar Section of Communications of the ACM (CACM) and the conference appears in the calendar for ACM Conferences to avoid overlapping dates with other ACM conferences.
Contracts may not be signed until a full TMRF has received written approval by the ACM sponsors. Tentative commitments may be made but with a clear understanding between you and the vendor that the agreement is contingent upon securing approval in writing from ACM. Until a conference is approved, it is not recognized as an ACM activity and hence ACM has no legal or financial responsibility for the arrangements.
- Forms will not be processed without an ACM Membership Number for the Chair and the Treasurer.
- ACM will email the PAF to all of the SIG Chairs of the sponsoring SIGs for preliminary approval. A conference is not considered approved until all sponsors/co-sponsors have signed.
- Upon completion email this form to Diana Brantuas (email@example.com). If organizers opt to have ACM obtain preliminary approval, please allow up to 1 week for processing.
NOTE - Until the three steps listed above are completed, the conference announcement and Call for Papers can not be published in any ACM/SIG publication or newsletter.
- Online submissions and electronic copies of the TMRF are accepted. Please contact Diana Brantuas (firstname.lastname@example.org) if you are submitting your event's TMRF via email.
- Diana Brantuas (email@example.com) will review and forward the TMRF to all of the SIGs noted for sponsorship approval. Official approval takes approximately 4 weeks.
- Upon receipt of the official approval letter, you may publish fees and distribute the Advance Program.
NOTE - Until steps 4 through 6 listed above are completed your Advance Program or Registration Information can not be published in any ACM/SIG publication or newsletter.
ACM Technical Meeting Request Forms (TMRF)[3-Sections]
The overall purpose of the ACM Technical Meeting Request Form (TMRF) is to collect the information that is necessary to evaluate the conference being proposed for approval. The TMRF should be looked at as a basic planning document to help you identify decisions which must be made in the planning process. A TMRF must be completed for any conference planning to be associated with ACM or an ACM SIG. There are two types of TMRFs; one for sponsored or co-sponsored conferences (where financial risk is involved) and one for conferences that are considered "In-Cooperation" with ACM (where the name is utilized but there is no financial risk.)
Contact Information for the forms
Questions regarding the Sponsor/C0-Sponsor TMRF should go to Diana Brantuas (firstname.lastname@example.org)
Questions regarding the In-Cooperation TMRF should go to (email@example.com)
There is a formal approval process, required by the ACM Governance, which conference organizers must follow if the ACM or ACM/SIG name is to be used in connection with any conference. This process can be, found in Section 1.4 of this manual, please review for each conference you work on as it is updated when appropriate. The purpose of the process is to evaluate both the technical merit and financial plans for the conference.
NOTE- Technical Meetings sponsored by ACM Local SIGs or Chapters are subject to a different approval path. Contact the Program Coordinator of Local Activities at ACM Headquarters for specific information.
Joint Sponsorship Considerations
When more than one society is involved in the sponsorship of any event, certain details regarding financial and legal liabilities, asset ownership and rights, copyrights and permissions, decision making, budget and contract approvals, and withdrawal or termination of sponsorship need to be outlined in writing before the conference is approved.
In general, the following principles should apply to any event co-sponsored with another society/organization:
- The organization must be incorporated and tax exempt (non profit).
- The societies/organizations will share the legal and financial liabilities to the same extent that they share the net revenue.
- There should be representatives from each society/organization on the conference planning and steering committee.
- The copyrights will be alternated between the societies year to year with distribution and reprint rights granted freely to the other sponsors.
- All assets and tangible by products related to or generated by the conference shall be the property of the sponsors in proportion to the percentage sponsorship.
- Financial matters (budgets, bank account, investments and audits) shall be joint decisions of the sponsors.
- All changes in the TMRF and joint sponsorship terms will be in writing and will be approved by all sponsors.
NOTE - A template "Joint Sponsorship Agreement/ Memo of Understanding" is available from your ACM/SIG Liaison.
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