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
- 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
- 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.
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?
- Note taker
- Assistive listening device
- Large print
- 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
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.
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.
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?
What is your age group?
Do you identify as being a member of an underrepresented group?
Do you have a disability?
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 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. Other options include making a donation of any amount or a suggested amount provided by the conference.
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
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.