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

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Presentation on theme: "SIG Services. ACM HQ John White, ACM CEO Pat Ryan, ACM COO Information Systems Office of Finance Office of Membership Office of Policy and Administration."— Presentation transcript:

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

3 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

5 General Activities Contd 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

8 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

9 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

10 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

11 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

12 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 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 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 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 Contd –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

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 ACMs web calendar –The site/hotel process to begin

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

27 TMRF Budget Rationale- Section III Outline of: –Revenue and Expense assumptions –Unique circumstances the conference might be facing

28 Joint Sponsorship Agreement Outlines Legal and Financial responsibilities, Asset Ownership, copyright, etc. Organization must be incorporated and tax exempt (non-profit)

29 Conference Site Selection Buyers Market in many areas ACM Leverage Contracting Guidelines Exposure to SIG –Attrition –Cancellation

30 Site Selection Process Phase I-Drafting the RFP Preferred Dates Meeting Space Requirements Sleeping Room Needs Identify up to 3 Potential Host Cities

31 Site Selection Geographic Breakdown

32 SAMPLE RFP Requirements Requirements

33 Site Selection RFP Updates

34 Site Selection Process Contd Phase II-Review Bids and Confirm Site Bid Summary Site Inspections (if necessary) Finalize Contract

35 Sample Bid Summary SIG XX Conference

36 Conference Registration Registration Chair Vendor Options

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


39 SIG Services Staff Donna CappoDirector Jessica Wilmers-FriedManager – Conference Operations Elizabeth GrovePC – Conference Services - Site Selection Brooke HardyPC – Conference Services – Operations Stephanie SmithPC – Conference Services - Operations Ashley CozziAA- SIG Services Irene Frawley PC - SIG Services Ginger IgnatoffPD - SIG Services Maritza NicholsPC - Conference Services – Budgets Fran SpinolaPC - SIG Services Adrienne GrisctiPC - Proceedings/Publications Julie GoetzPart-time Newsletter Administrator Contact Information-

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