2 ACM HQ John White, ACM CEO Pat Ryan, ACM COO Information Systems Office of FinanceOffice of MembershipOffice of Policy and AdministrationOffice of PublicationsOffice of Public PolicyOffice of SIG ServicesJohn ACM initiativesPat ACM Operations
3 Office of SIG ServicesGeneral ActivitiesConference Activities
4 General Activities Point of Contact Offering Guidance and Support ACM Policy and ProcedureACM and SIG HistoryACM GovernancePreparation and Execution of JSAsAward ProgramsGrant and Scholarship ProgramsEducation ProgramsOffer guidance and help navigate through ACM
5 General Activities Cont’d RepositoryBylaws (http://www.acm.org/sigs/bylaws/)Viability InformationAgreements and ContractsNewsletter Activities (Julie Goetz)Accept newsletter from editorPrint and distribute to membership
6 SIG Staff Liaisons Jessica Wilmers-Fried Irene Frawley Ginger Ignatoff Fran Spinola
7 Conference Activities Cooperating EventsSponsored EventsCo-sponsored EventsIn 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 EventsWhat 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 SIGsAllows 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 EventsWhat 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 eventRegistration Discounts- SIG Members receive any offered discounted registration ratesAdditional Publications to bring into DL- many SIGs require that In Cooperation Conference Proceedings be placed in the ACM DLDo 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 EventsWhat 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 statusPublicity-If space is available, SIG may choose to advertise In Cooperation conferences in SIG newsletters or other publicationsMeeting will appear online in the ACM Calendar of Upcoming EventsIf space is available, meeting will be publicized in Call for Papers and Professional Calendar sections of Communications of the ACMDiscounted rates to advertisement space in CACMDigital Library- Meeting proceedings are eligible to be included in the ACM DLThe Value of the ACM NamePublicity / AdvertisingDigital Library
11 How to Apply for In Cooperation with ACM SIGs Cooperating EventsHow to Apply for In Cooperation with ACM SIGsConference Leaders ResponsibilitiesPrepare TMRF (http://www.acm.org/sig_volunteer_info/conference_manual/incooptmrfpage.htm )Provide necessary signatures and insurance documentationInsurance exceptions made for conferences outside the USSubmit paperwork to Ashley Cozzi in SIG Servicespaperwork must be submitted to ACM to go through proper approval processProvide final report after the conferencesummary of attendancebudgettechnical activitiesTMRF to ACMSIG Approval ProcessFinal Report
12 What happens after paperwork is received at ACM HQ? Cooperating EventsWhat happens after paperwork is received at ACM HQ?ACM HQ ResponsibilitiesPaperwork is reviewed and checked for required information and signaturesAn Approval Memo with detailed Conference Information is sent to the requested SIGs for reviewACM is responsible for Approval Process Trafficking and Follow-upSIG Leaders ResponsibilitiesReview Approval Memo received from ACM HQApprove/Disapprove/Questions
13 Other Basic Requirements for Approval Cooperating EventsOther Basic Requirements for ApprovalRelevant- topic of the meeting must relate to the scope of the SIGParticipation and Paper Review- There must be an open call for participation and a clearly documented review/evaluation processSponsorship- Can not be sponsored by a for-profit organization or an individualExceptions can be requested and will go to the SGB ECSIG may identify additional requirements for in cooperation statusEx: SIGMOBILE 10 requirements
14 What promotional materials can ACM help SIGs and Conferences with? PromotionsWhat promotional materials can ACM help SIGs and Conferences with?Call for Papers / Call for ParticipationPostcards-ElectionsSave the DateRegistration is Open!!Advanced ProgramsFinal Programs
15 Why use ACM to produce SIG/ Conference Material? PromotionsWhy use ACM to produce SIG/ Conference Material?New branding and style guidePreferred Vendor with preferred ratesAccess to mailing listsPrevious ConferencesSIG MembershipsScientific 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 MissionSet Technical Program DirectionCommunity ServiceOpportunity 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 documentationPreliminary 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 outUtilize approved TMRF as the blue-print for a successful eventReview on-line Conference ManualAsk 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 neededAssist in preparation of the budget and follow-through on the approval processProcess joint sponsorship agreement for co-sponsored events with outside organizationsSet-up in-house or out of house bank accountIssue RFPs, negotiate and execute site contractsExamples: Hotel, Convention Center, UniversityIssue RFPs, negotiate and execute other conference related contractsExamples: 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 accountProvide and gather historyExamples: hotel sleeping room pick-up, total a/v and F&B spending, registration numbersAssist leadership in work with conference venueProcess Letters in Support of Visa ApplicationsProvide 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 selectedDirect leadership to site selection guidelinesApprove preliminary approval form (PAF)Provide guidance and share experiences to conference leadersReview & Endorse contract & budgetsEndorse 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 NicholsSite Selection – Elizabeth GroveOperations – Brooke Hardy, Stephanie SmithProceedings – Adrienne GrisctiPromotions & Registration- Ashley Cozzi
23 Technical Meeting Request Form (TMRF) Cooperating ConferencesEasy to use 2 page form and Financial Responsibility LetterSponsored/Co-Sponsored EventsPreliminary Approval FormTMRFBudgetBudget RationaleStatement of UnderstandingWhere 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 PermitsDates and location of the conference to be publicizedConference to be included in ACM’s web calendarThe site/hotel process to beginAt 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 ProgramKey Volunteers-Conference Chair-Treasurer-Program Chair
26 TMRF Budget Spreadsheet - Section II Template available on-lineGuides the organizers through a line item account of income and expensesStaff Liaison for Conference Budget Activity is available to assistHistory on file is only as good as what’s provided
27 TMRF Budget Rationale- Section III Outline of:Revenue and Expense assumptionsUnique circumstances the conference might be facingUnique 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 areasACM LeverageContracting GuidelinesExposure to SIGAttritionCancellationACM 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 $138Dedicated Account Reps from all Major Chain Hotels and Cities CVBs who know the value of ACM’s businessF & B Revenue exceeds $2 Mill annuallyContracting 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 MemoSample ACM Contract & Exposure Memo
30 Site Selection Process Phase I-Drafting the RFPPreferred DatesMeeting Space RequirementsSleeping Room NeedsIdentify up to 3 Potential Host CitiesDistribute a sample of the RFP Specs. ACM builds the RFP based on History Conference Leaders
34 Site Selection Process Cont’d Phase II-Review Bids and Confirm SiteBid SummarySite Inspections (if necessary)Finalize ContractDistribute Sample Bid Summary
35 Sample Bid SummarySIG XX ConferenceReview Sample Bid Summary
36 Conference Registration Registration ChairVendor OptionsConfernce 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 OnlyOption 3Advance + On-Site ServiceRecommended for Conferences larger than 300 attendees
39 SIG Services StaffDonna Cappo DirectorJessica Wilmers-Fried Manager – Conference OperationsElizabeth Grove PC – Conference Services - Site SelectionBrooke Hardy PC – Conference Services – OperationsStephanie Smith PC – Conference Services - OperationsAshley Cozzi AA- SIG ServicesIrene Frawley PC - SIG ServicesGinger Ignatoff PD - SIG ServicesMaritza Nichols PC - Conference Services – BudgetsFran Spinola PC - SIG ServicesAdrienne Griscti PC - Proceedings/PublicationsJulie Goetz Part-time Newsletter AdministratorContact 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. ???