Conference Registration

Online Registration Management Using Cvent, the ACM Registration Vendor

Once the hotel contract is executed the committee may request a Cvent account for conference registration.  ACM has a company account with Cvent, allowing ACM to negotiate special rates and a direct billing process.    The committee will select one of the options below for their event registration account.  Please contact Executivevents with your option and template (if applicable) at acm@executivevents.com.  For first time Cvent users, we do suggest the first option where Executive Events can assist in handling the setup completely.  Once your registration site is built, future conferences in the series will have the ability to copy it.    

OPTION 1:  Shared Site Build

Executivevents will: 
  • Determine template to be used
  • Send site build form to volunteer
  • Update registration categories
  • Remove SSO logic and create authentication path
  • Test authentication process
  • Update logo on registration site, invoice and email
  • Update site with general event information
  • Restructure summary page with Member/Non-Member buttons
  • Update all required ACM questions with most recent ACM approved language
  • Create log-in credentials
  • Create an account email address 
  • Update "from" email address in confirmation emails
  • Ensure correct payment portal is selected based on currency being processed
  • Send email to volunteer leader with Cvent Procedure Manual, ACM Guidelines (required fields), and list of training videos
Volunteer Leader will:
  • Update pricing (including pricing deadlines)
  • Update confirmation email
  • Update sessions, workshops and tutorials
  • Update cancellation policy and terms & conditions
  • Update discount codes
  • Update look and feel other than logo
  • Update hotel information (if applicable) on confirmation page and confirmation email
  • Add/update non-ACM related questions
  • Update descriptions (for the event and sessions)
  • Test registration site
  • Update payment options and instructions
Fees:
  • Per attendee fee of $3.25*/registrant
  • $50 for each additional log in credential
  • Credit card processing fees of 4.5%
  • Shared site build fee $400
*Rate as of July 1, 2019
OPTION 2: Full site build by Executivevents
Executivevents will: 
  • Send volunteer leader an introductory email including a site set-up form

  • Review information and ask for clarification as needed

  • Build site in Cvent

  • Send link to volunteer leader to test registration site
  • Provide two rounds of edits and updates to registration site
  • Provide volunteer with log-in credentials, as well as basic instructions on how to manage registrations in Cvent
Volunteer Leader will select template:
  • Registration site build based on Template 1: $600 (Full Conference Including Optional Items-No Workshops, Tutorials or Sessions)
  • Registration site build based on Template 2: $700 (Full Conference Including Optional Items and Workshops and Tutorials-No Sessions)
  • Registration site build based on Template 3: $800 (Full Conference Including Optional Items, Workshops/Tutorials and Sessions)
Fees: 
  • Credit card processing fees of 4.5%
  • $50 for each additional log in credential
  • Per person fee of $3.25*/registrant
  • Template Fee $600-$800/based on template selection
  • Additional edits after second round -$100 per hour
*Rate as of July 1, 2019

Which currencies can Cvent process registration in?

The committee has the option of processing registration in USD, Euros and Canadian Dollars.

How does ACM receive the registration funds?

Cvent transfers the conference funds to ACM’s US, Euro, or CND account as appropriate, and the funds are credited to the conference in-house bank account. 

Some of our attendees might need to pay for extra proceedings pages. Is this something Cvent can handle?

The site can handle payments for other conference related services, such as extra pages of proceedings, banquet tickets, and even merchandise.

How are name badges provided to our attendees? 

Cvent offers an option to print name badges for free.  Most conferences opt for this money saving option and purchase badge supplies (lanyards and badge holders) at an office supply store. 

We’re getting close to the hotel cutoff date and our registration numbers are a bit low.  Is there anything ACM can do to help us increase our registration?

You can contact your Conference Operations Liaison for assistance with advertising.  They can request relevant SIG’s to send out a Call for Participation via an email blast to their listservs.  They can also run the CFP in ACM MemberNet. 

An attendee informed me that his company requires a letter as proof of conference attendance.  Is this something we can provide them with? 

With verification from the Chair, your Conference Operations Liaison can draft a letter for the individual on ACM letterhead.

What should our early registration deadline be?

To take advantage of the best hotel pickup and avoid attrition penalties, we suggest having the early registration deadline coincide with the hotel booking cutoff date.  

Does Cvent accept registrations from all countries?

Yes.  Cvent does not have any country restrictions.   


Conference Accessibility 

In compliance with the American with Disabilities Act (ADA) ACM strives to make as accessible as possible and provide reasonable accommodations so individuals with disabilities can fully participate. 

ACM recommends including the following in the conference registration form in order for organizers to prepare for reasonable accommodations.  The committee should follow up with the attendee requesting the accommodation to clarify their needs. 

Sample Question:

Do you require any of the following in order to participate in the conference?

  • Interpreter
  • Note taker
  • Assistive listening device
  • Captioning
  • Large print
  • Braille
  • Description (for slides, overheads or videos)
  • Wheelchair accessibility
  • Orientation to facility
  • Special dietary needs.  Please describe:  
  • ADA accessible hotel room
  • Other not listed:  

Please indicate if any of the following apply:

  • A service animal will be accompanying me
  • An assistant will be accompanying me
  • I require an electronic program / electronic proceedings

*A reasonable accommodation must be offered.  For example, a braille menu would not be necessary if someone is willing to read the menu to the attendee. 

For more information about how to create an accessible conference SIGACCESS (Special Interest Group on Accessible Computing) has a dedicated page on their website on how to plan an accessible conference. 


Registration and ACM Policies

Registrants need to be made aware of two policies when registering for an ACM event:  the ACM Privacy Policy and the Policy Against Harassment at ACM Activities.  Links to these policies have been built into the Cvent template and should never be modified.  However, if the committee is using a registration service other than Cvent, a link to each policy and the following language must be included on the first page of the registration form:

 
In participating, I acknowledge ACM's Policy Against Harassment at ACM Activities and agree that behavior such as the following will constitute grounds for actions against me:
 
  • Abusive action directed at an individual, such as threats intimidation, or bullying
  • Racism, homophobia, and other behavior that discriminates against a group or class of people
  • Sexual harassment of any kind, such as unwelcome sexual advances or words/actions of a sexual nature
If you are involved in or witness any such incident, please inform the event organizers.
 

In participating, I acknowledge ACM's Privacy Policy and agree to release/not release my information per the following:

Postal Mail Opt-In: ACM occasionally makes its conference attendee lists available to companies and other societies for IT related mailings. Please check the box below if you do not wish to share your mailing information.

  • Please do not release my postal address to third parties

E-mail Opt-In: ACM does not sell, rent, or exchange email addresses of its members, conference attendees, etc. Conference attendees have the option of receiving announcements about new, improved and updated products and services available through ACM. Please check one of the following which will apply to the appearance of your name on those lists:

  • Yes, please send me ACM Announcements via email
  • No, please do not send me ACM Announcements via email

Is ACM Privacy Policy compliant with General Data Protection Regulation (GDPR)?

Yes, ACM privacy policy meets the GDPR requirements.  


Diversity Improvement Questions

The following four questions are included as part of the Cvent template and should not be modified.  ACM requests some information to help better understand where it stands in terms of diversity to be able to focus on areas of improvement.  Please include these questions in your registration template if another registration system is being used. 

Questions:

This is an ACM conference.  By providing the information requested, you will help ACM to better understand where it stands in terms of diversity to be able to focus on areas of improvement:

What is your age group?
  • 17 and under
  • 18-25
  • 26-35
  • 36-45
  • 46-55
  • 56-65
  • 66-75
  • 75+
  • Prefer not to submit 
To which gender identity do you most identify?
  • Prefer not to say
  • Female
  • Male
  • Non-Binary
  • Prefer to self-describe (write in capability to specify)
Do you identify as being a member of an underrepresented racial or ethnic group(s) in the place you work?  Which ones?
  • No
  • Yes (write in capability to specify or prefer not to specify)
  • Prefer not to submit
 
Do you have a disability or special need that impacts your access to ACM conferences, special interest groups, publications, or digital resources?
  • No
  • Yes (write in capability to specify or prefer not to specify)
  • Prefer not to submit

Carbon Offset Program

Please check with the Chair of the SIG sponsoring your conference to determine if SIG leadership has approved offering this program.


If the SIG has approved the program and you wish to proceed for your conference, a checkbox must be included in the conference registration form giving conference attendees the option to make a carbon offset contribution. This must be made very clear and distinct from the registration fee. The registration form will need to state that this will appear as a contribution on their receipt and/or invoice and the attendee may want to consult his/her organization in advance to determine if the expense is reimbursable.  Conference attendees may utilize the carbon offset calculator developed by ACM SIGPLAN in order to make the appropriate donation or just make a donation.  If you are using CVENT, ACM will forward the names of the individuals that contribute along with the amount of their contribution to Cool Effect who will acknowledge the contribution to the individual for tax purposes.   If you are using another registration company, please be sure that registration and receipts are set up exactly as outlined above. A list of individuals with contact information, and the amount each donated, should be sent to your SIG Services conference operations liaison immediately following the conference. This information will be sent to Cool Effect who will acknowledge the contribution to the individual for tax purposes. Cool Effect also has a carbon offset calculator you can link to.  

 

ACM suggests including the following paragraph on the conference website registration page:

 

ACM SIGxxx makes it is easy for attendees to offset their carbon footprint to the (XYZ) conference through the registration process. Donations will be passed directly to Cool Effect, an organization that helps individuals and businesses develop practical and cost-effective solutions to slow, stop and reduce the climate crisis. During the registration process, you will see a check box option that will allow you to make a donation to offset your emissions from (XYZ) conference. This contribution is optional and distinct from the registration fee and will appear as such on your registration receipt. Please consult your organization in advance to determine if the expense is reimbursable.  ACM will forward the names of the individuals that contribute along with the amount of their contribution to Cool Effect who will acknowledge the contribution to the individual donor for tax purposes.

Conference attendees may:

  • Utilize the carbon offset calculator to make the appropriate donation based on travel
  • Make a donation of any amount
  • Make a suggested donation of "X" (amount determined by the conference organizers)

Visa Support Letter Requests

The Association for Computing Machinery does not issue formal invitation letters for visas to attend ACM sponsored conferences. We can however issue a visa support letter.  The following info should be posted on the conference website:

  • ACM is able to provide visa support letters to attendees as well as authors with accepted papers, posters, or members of the conference committee.

  • For visa support letters, refer all requests to supportletters@acm.org.  Please allow up to 10 business days to receive a letter. All requests are handled in the order they are received. The information below should be included with the request:

    • Your name as it appears on your passport

    • Your current postal mailing address

    • The name of the conference you are registering for

    • Your registration confirmation number

    • If you have any papers accepted for the conference, please provide the title and indicate whether you are the “sole author” or a “co-author”

    • Authors may indicate their paper title. If no paper, speakers can provide the title of their presentation

ACM does not provide letters for transport of vendor or presenter equipment.  ACM suggests shipping the materials insured to the conference facility.

Note to conference organizers:

If an attendee needs a support letter from the organizers (some embassies might require one), please contact your Conference Operations Liaison for a template.


Onsite Registration Management

The committee will need volunteers to assist with onsite registration.  This entails checking in attendees and providing them with their registration materials (program, name badge, etc).  The volunteer(s) handling the registration desk need to be provided with a laptop, printer, and badge supplies.

Can the committee hire a vendor to handle onsite registration? 

Yes, particularly if the conference has 300 + attendees. If a conference committee would like to consider using a registration management service, the Conference Operations Liaison can request quotes from ACM preferred vendors and assist with contracting.  If the committee would like to hire a service, this should be considered and budgeted for during the approval process.   


Conference Attendee Lists

When attendees register for a conference they are given the option to opt-in or opt-out of ACM communications.  This includes providing personal information, including their email address, to the conference organizers.  ACM takes the privacy of their members and customers seriously.  This information can be found in the ACM Privacy Policy.    If you receive a request for attendee information from an outside organization or are unsure on what type of information can be used by the committee and provided to others, it is best to contact your Conference Operations Liaison for further guidance.  


Certificates of Attendance

Some attendees may wish to receive a certificate of attendance as proof they participated in the conference.  ACM has a standard certificate of attendance that can be generated from the Cvent system.  Detailed instructions on how to generate these certicates is included in the Cvent user manual.  For conferences not using Cvent, please send requests for certificates to your conference operations liaison.  


Post-Conference Surveys

Surveying your attendees about their conference experience can be beneficial to the future of the event.  It allows for successive planners as well as SIG leaders to assess the milestones as well as address any problems concerning the event.  ACM offers two ways to survey your attendees.  One option is to create and send a survey through your Cvent account .   ACM also has a subscription to Survey Monkey.  This is a good option if you did not use Cvent for registration.  Please contact your Conference Operations Liaison to request use of the Survey Monkey account.