Timeline for Action

When planning an event, it is very important to note when action needs to take place on certain tasks in order to complete milestones in a timely manner.  ACM has created a “Timeline for Action” as a reference guide for conference leaders.  Using this timeline as a guide throughout the planning process will help organizers have a smooth planning experience, and avoid a last minute rush for contracts, payments, orders, and registration. 

18 Months Pre-Conference
  • Appoint committee members
  • Submit PAF (Preliminary Approval Form)
14 Months Pre-Conference
  • Work with ACM site selection coordinator on venue/hotel contracting
  • Submittal/Approval of TMRF (Technical Meeting Request Form)
  • Create website
12 Months Pre-Conference
  • Finalize venue/hotel contract
  • Schedule tutorials and exhibits
10 Months Pre-Conference
  • Distribute Call for Papers
9 Months Pre-Conference
  • Solicit for corporate support    
  • Request access to view conference bank account from Conference Operations Liaison 
6 Months Pre-Conference
  • Accept papers/notify authors
  • Submit preliminary session/function schedule to hotel
5 Months Pre-Conference
  • Prepare advanced program
4 Months Pre-Conference
  • Open registration
  • Authors complete e-right forms and provide papers
3 Months Pre-Conference
  • Food & beverage, av needs determined and submitted to hotel
  • Select social events and secure contracts
  • Submit program ad to ACM publications (CACM, MemberNet, etc)
2 Months Pre-Conference
  • Prepare proceedings
  • Prepare plaques and certificates
  • Finalize food & beverage, audio visual
1 Month Pre-Conference
  • Finalize program
  • Deadline for submitting files for Digital Library availability on first day of event
1 Week Pre-Conference
  • Prepare badges
  • Pre-conference meeting to finalize food & beverage, audio visual/submit final guarantee numbers to hotels and functions
  • Final program and proceedings ready
1 Month Post-Conference 
  • Submit remaining bills/reimbursements to ACM for payment
  • Finalize outstanding corporate support payments
  • Students submit for travel grant payments
2 Months Post-Conference
  • Start working with Conference Closing Coordinator to review and finalize financials
No Later Than 120 Days Post-Conference
  • Prepare final financial report with ACM closing coordinator

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