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 email@example.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
|Volunteer Leader will:|
*Rate as of July 1, 2020
|OPTION 2: Full site build by Executivevents|
|Volunteer Leader will select template:|
*Rate as of July 1, 2020
Which currencies can Cvent process registration in?
The committee has the option of processing registration in USD, Euros, Canadian Dollars, and GBP.
How does ACM receive the registration funds?
Cvent transfers the conference funds to ACM’s USD or Euros 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.
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.
Do you require any of the following in order to participate in the conference?
Please indicate if any of the following apply:
*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
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:
If you are involved in or witness any such incident, please inform the event organizers.
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.
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:
ACM Call for Participation: Demographic Information
The link below is included as part of the Cvent template and should not be modified. ACM requests some demographic information that will help us better understand where it stands in terms of diversity to be able to focus on areas of improvement. Please include the link below in your registration template if another registration system is being used. Please change the ACRONYM in the link to the acronym of the event.
Example: CHI'21 would have the acronym CHI21:https://community.acm.org/CHI21/demographics/reg (case insensitive). The acronym cannot contain spaces, <, >, &, #, or quotes.
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 there are several options. Each SIG will make the decision as to which option works best for them. A SIG can choose to opt in or opt out for each of its conferences.
Registration forms for ACM conferences may include 1 of the following options:
- A check box where conference attendees can make a contribution; attendees can use a carbon offset calculator to determine a specific amount, or just make a donation. Contributions will be distributed to Cool Effects (a 501(C)(3) organization that purchases carbon offsets). The registration form will state that this will appear as a contribution on their receipt.
- An amount in the conference budget for a carbon offset donation based on conference attendance. SIGs may decide to cover this from fund balances if necessary.
- Raise its registration fees to include a carbon offset donation per conference attendee. We are recommending that fees be increased by some fixed rate in the range $10-$25, depending on how much international travel is expected.
For option 1, Conference attendees may utilize the carbon offset calculator developed by ACM SIGPLAN, or just make a donation. If the conference is using CVENT, ACM will forward the names of the individuals who contribute along with the amount of their contribution to Cool Effect, who will acknowledge the contribution to the individual for tax purposes.
If the conference is using another registration company, please be sure that registration and receipts are set up as outlined above. A list of individuals with contact information along with 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. Here is some suggested wording for the registration site.
For options 2 & 3, the committee will notify registrants via the registration form if one of these mechanisms will be in effect. Individuals will have the following options:
- “I accept the estimated offset surcharge, with the understanding that the funds will go to a carbon offset organization designated by ACM” (or “the estimated offset donation," if the cost will be borne by the SIG or the conference)
- “My air travel has already been offset by another organization”
- “I will not travel to the conference by plane"
- “I do not wish to participate in ACM’s carbon offset program”
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 firstname.lastname@example.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. Only accepted authors may request a visa support letter prior to registering for the conference.
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.
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.
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.