Conference Registration

Online Registration Management Using Cvent, the ACM Registration Vendor

Once the hotel contract is executed, the committee can 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. 

ACM Conference leaders have 2 options with regard to setting up their Cvent account. ACM utilizes the services of Executive Events, a registration management company that works with several of ACM’s conferences, to setup and service registration. 

You have the following options in creating an ACM event registration account:

OPTION 1:  Executive Events Builds Registration Site and Volunteer Leader Manages  

  • With Option 1, the Volunteer leader will receive an introductory email including a Site Set Up Form
  • Executive Events will review the information, and ask for clarification as needed 
  • The site will be built in Cvent, including registration categories, pricing, authentication (single sign on), agenda, email confirmations, and look and feel.   
  • Once built, the volunteer leader will be sent a link to test the registration site. 
  • Executive Events will handle any changes and updates to the system. 
  • Volunteer leader will be provided with log-in credentials, as well as basic instructions on how to manage registrations in the Cvent system   
    • Fees: 
      • Per person fee of $2.98/registrant 
      • $50 for each additional log in credential
      • Credit card processing fees of 4.5% 
      • Registration site build fee of $525 fee 

OPTION 2:  Volunteer Leader Builds and Manages Cvent Registration Site 

  • Volunteer leader will receive an introductory email with the information required to set up initial event template 
  • Volunteer leader will be provided with log-in credentials 
  • A training manual, and video links will be sent to direct volunteer leader in the registration build process 
    • Fees: 
      • Per person fee of $2.98/registrant 
      • $50 for each additional log in credential
      • Credit card processing fees of 4.5% 
      • Template fee $275

*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.  

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:

Click to review ACM's Privacy Policy

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.
 

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 gender identity?
  • Male
  • Female
  • Other (write in capability to specify)
  • Prefer not to respond 
What is your age group?
  • 17 and under
  • 18-21
  • 22-25
  • 26-30
  • 31-35
  • 36-40
  • 41-45
  • 46-50
  • 51-55
  • 56-59
  • 60+
  • Prefer not to respond
Do you identify as being a member of an underrepresented group?
  • No
  • Yes (write in capability to specify)
  • Prefer not to respond
 
Do you have a disability?
  • No
  • Yes (write in capability to specify)
  • Prefer not to respond

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.