1. SIG Services

2. ACM HQ John White, ACM CEO Pat Ryan, ACM COO Information Systems
Office of Finance
Office of Membership
Office of Policy and Administration
Office of Publications
Office of Public Policy
Office of SIG Services
John ACM initiatives
Pat ACM Operations

3. Office of SIG Services
General Activities
Conference Activities

4. General Activities Point of Contact Offering Guidance and Support
ACM Policy and Procedure
ACM and SIG History
ACM Governance
Preparation and Execution of JSAs
Award Programs
Grant and Scholarship Programs
Education Programs
Offer guidance and help navigate through ACM

5. General Activities Cont’d
Repository
Bylaws (
Viability Information
Agreements and Contracts
Newsletter Activities (Julie Goetz)
Accept newsletter from editor
Print and distribute to membership

6. SIG Staff Liaisons Jessica Wilmers-Fried Irene Frawley Ginger Ignatoff
Fran Spinola

7. Conference Activities
Cooperating Events
Sponsored Events
Co-sponsored Events
In our efforts to better serve the Special Interest Groups, the Office of SIG Services has recently made some changes. Our intention is to have the staff play more functional roles and redistribute the workload for greater efficiency. In addition we are attempting to make a concentrated effort on assisting the smaller SIGs with their programs.
It may have been invisible to SIG Leaders but, cooperating conference activity, conference budgets, newsletter production, conference promotions and site contracting have been moved from the realm of the program directors and placed with individuals chosen to concentrate their efforts solely on those areas.

8. What is an In Cooperation Event?
Cooperating Events
What is an In Cooperation Event?
A conference, workshop or technical meeting sponsored by an outside organization that seeks a formal relationship with ACM SIGs without any legal or financial responsibility on the behalf ACM or the requested SIGs
Allows a SIG to have a relationship with a conference or organization without assuming the financial risk associated with sponsorship.

9. What are the SIG Benefits to In Cooperation Conferences?
Cooperating Events
What are the SIG Benefits to In Cooperation Conferences?
Meeting Topics- Conference, workshop or meeting topics may be of interest to SIG members and are not covered by a current SIG event
Registration Discounts- SIG Members receive any offered discounted registration rates
Additional Publications to bring into DL- many SIGs require that In Cooperation Conference Proceedings be placed in the ACM DL
Do meeting topics appeal to your membership?
Will proceedings bring valuable content to the ACM Digital Library?

10. What are the Conference Benefits to In Cooperation Status?
Cooperating Events
What are the Conference Benefits to In Cooperation Status?
The Value of the ACM SIG Name- ACM and SIGs names/logos can be used on conference promotions and publicity stating In Cooperation status
Publicity-
If space is available, SIG may choose to advertise In Cooperation conferences in SIG newsletters or other publications
Meeting will appear online in the ACM Calendar of Upcoming Events
If space is available, meeting will be publicized in Call for Papers and Professional Calendar sections of Communications of the ACM
Discounted rates to advertisement space in CACM
Digital Library- Meeting proceedings are eligible to be included in the ACM DL
The Value of the ACM Name
Publicity / Advertising
Digital Library

11. How to Apply for In Cooperation with ACM SIGs
Cooperating Events
How to Apply for In Cooperation with ACM SIGs
Conference Leaders Responsibilities
Prepare TMRF ( )
Provide necessary signatures and insurance documentation
Insurance exceptions made for conferences outside the US
Submit paperwork to Ashley Cozzi in SIG Services
paperwork must be submitted to ACM to go through proper approval process
Provide final report after the conference
summary of attendance
budget
technical activities
TMRF to ACM
SIG Approval Process
Final Report

12. What happens after paperwork is received at ACM HQ?
Cooperating Events
What happens after paperwork is received at ACM HQ?
ACM HQ Responsibilities
Paperwork is reviewed and checked for required information and signatures
An Approval Memo with detailed Conference Information is sent to the requested SIGs for review
ACM is responsible for Approval Process Trafficking and Follow-up
SIG Leaders Responsibilities
Review Approval Memo received from ACM HQ
Approve/Disapprove/Questions

13. Other Basic Requirements for Approval
Cooperating Events
Other Basic Requirements for Approval
Relevant- topic of the meeting must relate to the scope of the SIG
Participation and Paper Review- There must be an open call for participation and a clearly documented review/evaluation process
Sponsorship- Can not be sponsored by a for-profit organization or an individual
Exceptions can be requested and will go to the SGB EC
SIG may identify additional requirements for in cooperation status
Ex: SIGMOBILE 10 requirements

14. What promotional materials can ACM help SIGs and Conferences with?
Promotions
What promotional materials can ACM help SIGs and Conferences with?
Call for Papers / Call for Participation
Postcards-
Elections
Save the Date
Registration is Open!!
Advanced Programs
Final Programs

15. Why use ACM to produce SIG/ Conference Material?
Promotions
Why use ACM to produce SIG/ Conference Material?
New branding and style guide
Preferred Vendor with preferred rates
Access to mailing lists
Previous Conferences
SIG Memberships
Scientific Mailing Lists (ex: Computer Science Teachers)

16. Sponsored and Co-Sponsored Events
Question: What does Sponsored or Co-Sponsored mean?
Answer: Sponsored or Co-Sponsored refers to events that are legally and financially supported and endorsed by the SIG

17. Sponsored Co-Sponsored Events
Question: What are the SIGs Benefits to sponsoring or co sponsoring an event?
Answer:
Accomplish Mission
Set Technical Program Direction
Community Service
Opportunity to Develop/Maintain the Premier Event in Specialty

18. Sponsored and Co-sponsored Events
Question: What are the responsibilities of the Conference Organizers?
Answer:
Prepare requested documentation
Preliminary Approval Form (PAF)
Technical Meeting Request Form (TMRF)
Provide ACM with preferred location so that a request for proposal (RFP) can be prepared and sent out
Utilize approved TMRF as the blue-print for a successful event
Review on-line Conference Manual
Ask Questions

19. Sponsored and Co-sponsored Events
Question: What responsibilities does ACM HQ have?
Answer:
Point of Contact for Conference Leaders, provide advice and guidance as needed
Assist in preparation of the budget and follow-through on the approval process
Process joint sponsorship agreement for co-sponsored events with outside organizations
Set-up in-house or out of house bank account
Issue RFPs, negotiate and execute site contracts
Examples: Hotel, Convention Center, University
Issue RFPs, negotiate and execute other conference related contracts
Examples: Audio Visual, Catering, Off site reception/banquet

20. ACM HQ Responsibilities Cont’d
Set-up Conference in process (CIP), considered in house or out of house bank account
Provide and gather history
Examples: hotel sleeping room pick-up, total a/v and F&B spending, registration numbers
Assist leadership in work with conference venue
Process Letters in Support of Visa Applications
Provide guidelines and produce print and electronic proceedings

21. Sponsored and Co-sponsored Events
Question: What can the SIG leadership do to help facilitate the communication between ACM and the conference organizers?
Answer:
Inform ACM once a conference chair has been selected
Direct leadership to site selection guidelines
Approve preliminary approval form (PAF)
Provide guidance and share experiences to conference leaders
Review & Endorse contract & budgets
Endorse contracts needing to be executed prior to official conference approval

22. Conference Staff Liaisons
Question: Who are our contacts at ACM HQ?
Answer:
Budgets-Maritza Nichols
Site Selection – Elizabeth Grove
Operations – Brooke Hardy, Stephanie Smith
Proceedings – Adrienne Griscti
Promotions & Registration- Ashley Cozzi

23. Technical Meeting Request Form (TMRF)
Cooperating Conferences
Easy to use 2 page form and Financial Responsibility Letter
Sponsored/Co-Sponsored Events
Preliminary Approval Form
TMRF
Budget
Budget Rationale
Statement of Understanding
Where the financial plans, underwriting of risk, disposition of conference by-products and distribution rights, and outline of advances requirements are approved, this entitles the conference organizers to enter into contractual obligations, in partnership with ACM Headquarters to establish a bank account, to publicize fees, and to collect and disburse money on behalf of the conference.
At least 12 months before the conference, depending on the need to establish a bank account for the disbursement of funds, the need to enter into contractual commitments, the need to expend funds for promotions, facility deposits, or other expenditures.
Time line = 12 months prior to the conference dates. This permits adequate time for review of the TRMF assumptions and discussion of these assumptions by all of the conference approvers.
This is a living document and should be updated and revised on an ongoing basis to accurately reflect the needs of the conference.

24. Preliminary Form Complete this form ASAP (Ideally 18 months prior)
Approval of Form Permits
Dates and location of the conference to be publicized
Conference to be included in ACM’s web calendar
The site/hotel process to begin
At least 18 months before the conference, depending on the size of the conference, competition for the time slot, and constraints imposed by conference facilities, or other external factors.
Where the conference secures dates on the ACM working conference calendar, obtains agreement in principle from all sponsors that the conference should happen, organizers can begin to publicize the conference call for papers deadline through electronic channels, the sponsoring SIG newsletter(s) or any other avenue that incurs no expense. This approval does not grant rights to conference organizers to enter into contracts, to incur expenses, to open a bank account, or to collect funds for the conference. Preliminary Approval status is not applicable to "In Cooperation" conferences. There will be only TMRF approvals for "In Cooperation" conferences.

25. TMRF General Information - Section I
Dates, Location, Venue,
Scope of the Technical Program
Key Volunteers
-Conference Chair
-Treasurer
-Program Chair

26. TMRF Budget Spreadsheet - Section II
Template available on-line
Guides the organizers through a line item account of income and expenses
Staff Liaison for Conference Budget Activity is available to assist
History on file is only as good as what’s provided

27. TMRF Budget Rationale- Section III
Outline of:
Revenue and Expense assumptions
Unique circumstances the conference might be facing
Unique Circumstances: Influx of Corporate donor Funds. Increased Publicity Expense, etc.

28. Joint Sponsorship Agreement
Outlines Legal and Financial responsibilities, Asset Ownership, copyright, etc.
Organization must be incorporated and tax exempt (non-profit)
When more than one society is involved in the sponsorship of any event, certain details revolving around financial and legal liabilities, asset ownership and rights, copyrights and permissions, decision making, budget and contract approvals, and withdrawal or termination of sponsorship need to be outlined in an additional understanding before the conference is approved. In general, the following principles should apply to any event co-sponsored with another society/organization: The organization must be incorporated and tax exempt (non profit). The societies/organizations will share the legal and financial liabilities to the same extent that they share the net revenue. There should be representatives from each society/organization on the conference planning and steering committee. The copyrights will be alternated between the societies year to year with distribution and reprint rights granted freely to the other sponsors. All assets and tangible by products related to or generated by the conference shall be the property of the sponsors in proportion to the percentage sponsorship. Financial matters (budgets, bank account, investments and audits) shall be joint decisions of the sponsors. All changes in the TMRF and joint sponsorship terms will be in writing and will be approved by all sponsors.

29. Conference Site Selection
Buyer’s Market in many areas
ACM Leverage
Contracting Guidelines
Exposure to SIG
Attrition
Cancellation
ACM Leverage: Conference s are held all over the world. 30% outside US.
Represents over 85,000 room nights in 2004 =totaling $11.5 Million in Room Revenue Alone!
Average Room Rate for an ACM event is $138
Dedicated Account Reps from all Major Chain Hotels and Cities CVBs who know the value of ACM’s business
F & B Revenue exceeds $2 Mill annually
Contracting Guidelines: ACM Standard Contract accepted by almost all hotels. More favorable terms and concessions re: cancellation, comps , attrition, block and rate protection.
Sample Volunteer Contract & Exposure Memo
Sample ACM Contract & Exposure Memo

30. Site Selection Process
Phase I-Drafting the RFP
Preferred Dates
Meeting Space Requirements
Sleeping Room Needs
Identify up to 3 Potential Host Cities
Distribute a sample of the RFP Specs. ACM builds the RFP based on History Conference Leaders

31. Site Selection
Geographic Breakdown

32. SAMPLE RFP Requirements

33. Site Selection
RFP Updates

34. Site Selection Process Cont’d
Phase II-Review Bids and Confirm Site
Bid Summary
Site Inspections (if necessary)
Finalize Contract
Distribute Sample Bid Summary

35. Sample Bid Summary
SIG XX Conference
Review Sample Bid Summary

36. Conference Registration
Registration Chair
Vendor Options
Confernce Leaders have indicated there was a need in this area. WE tried to do this in house- found most effective to find an outside vendor that specializes. Discuss requirement of registration chair either w/ or w/o vendor. Volunteers must set business rules. Business Rules = Refunds, Deadlines for early reg, etc. Discuss pricing for self service = $3.40 per person. ACM Merchant account. Better CC discount fees of Visa MasterCard: 2.30% American Express: 2.97%. Funds direct to CIP account. Online tutorials and web based training. Live Chat and help. Distribute 1 page handout on Regonline.

37. REGONLINE Option 1 Self Service-Volunteer Only-Best Value Option 2
Advance Registration Only
Option 3
Advance + On-Site Service
Recommended for Conferences larger than 300 attendees

38. REGONLINE

39. SIG Services Staff
Donna Cappo Director
Jessica Wilmers-Fried Manager – Conference Operations
Elizabeth Grove PC – Conference Services - Site Selection
Brooke Hardy PC – Conference Services – Operations
Stephanie Smith PC – Conference Services - Operations
Ashley Cozzi AA- SIG Services
Irene Frawley PC - SIG Services
Ginger Ignatoff PD - SIG Services
Maritza Nichols PC - Conference Services – Budgets
Fran Spinola PC - SIG Services
Adrienne Griscti PC - Proceedings/Publications
Julie Goetz Part-time Newsletter Administrator
Contact Information-
: Dept Assistant, General Inquiries & Staff Support . PD Support when out of the office.
Maritza Nichols:ACM's conference activity continues to increase, now sponsoring or co-sponsoring more than 80 events each year ranging in size from 50 to 40,000 attendees. Budget activity for all but the 5 large conferences (DAC, OOPSLA, SIGGRAPH, CHI SuperComputing)is now being administered by a single staff member. This position works closely with the conference leaders on preparation of budget and shepherds the agreed upon budget through the volunteer approval cycle. We've had great success in closing conferences and utilizing the data for future planning by having a single position dedicated to that task.
Hilda Rivera: Recognizing that ACM and the SIGs consider cooperation a serious commitment, a staff position is now dedicated to managing  and processing requests, insurance requirements and scientific freedom documentation, securing volunteer leadership approvals and handling all follow-up in this area.
Jessica Wilmers: Conference Administration AA. ???