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Submitting the Preliminary Approval Form [PAF] and the Technical Meeting Request Form [TMRF] (for both Sponsor and In-Cooperation Events) Contact Maritza.

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Presentation on theme: "Submitting the Preliminary Approval Form [PAF] and the Technical Meeting Request Form [TMRF] (for both Sponsor and In-Cooperation Events) Contact Maritza."— Presentation transcript:

1 Submitting the Preliminary Approval Form [PAF] and the Technical Meeting Request Form [TMRF] (for both Sponsor and In-Cooperation Events) Contact Maritza Nichols Budget Coordinator – Address – Direct Number – Fax Number

2 Preliminary Approval Form [PAF] Link: The PAF is the first form that organizers fill out for annual events and is also the first step on having a very successful event. (Note: New Events requesting sponsorship from ACM can not fill out this form. They must submit the entire TMRF) The PAF is now submitted online for ACM to review and forward to the Sponsoring SIG Leadership for endorsement. Guidelines: Must be an ACM/SIG sponsored or co-sponsored event that is part of an annual or biennial event series. Must be submitted at least 18 to 24 months prior to the start of the event. A valid ACM or SIG Membership Number (s) must be provided for the General Chair and Treasurer. Following submission of the Preliminary Approval Form [PAF]: The organizer will receive a confirmation upon submission. The information from the PAF will be forwarded to the appropriate SIG volunteer leadership for their review and endorsement. If the Preliminary Approval Form [PAF] is endorsed by the SIG Leadership: ACM will inform the Event Organizer of the endorsement via , organizer may then distribute the Call for Papers for the event. The event will appear in the Calendar Section of the Communication of the ACM [CACM] as well as the ACM on-line calendar. Hotel Contracts may be processed and executed. This entire process takes approximately two weeks.

3 Snap Shot of the PAF

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5 Technical Meeting Request Form (TMRF) Link: Why are organizers requested to fill out the TMRF? The overall purpose of the TMRF is to collect the information that is necessary to evaluate the event being proposed for ACM/SIG approval. Also to evaluate both the technical merit and financial plans for the event. The TMRF is a tool to help you identify potential revenue and expenses associated with the event you are planning. It is critical to complete the entire document and await approval prior to spending funds and executing contracts. All TMRFs submitted are officially approved by the ACM/SIG volunteer leaders.

6 Technical Meeting Request Form (TMRF) Link: The TMRF should be considered a living document and should be referred to regularly by all committee members throughout the planning process. All rights to the event series, including the name, are the property of and belong to ACM. This form is now submitted online. The TMRF should be submitted preferably 12 to 16 months prior to the event start date.

7 Technical Meeting Request Form (TMRF) Link: The TMRF contains three sections: TMRF Section I – Event Information TMRF Section II - Budget Spreadsheet Excel Organizers may choose between two spreadsheets. The Standard Budget In order to use this budget spreadsheet, your event must meet the following criteria: Events that are Sponsored by ACM/SIGs or Co-Sponsored with another Non-Profit Organization Events that have opted for an ACM Internal Bank Account or an Outside Bank Account The Simplified Budget Spreadsheet In order to use this budget spreadsheet, your event must meet the following criteria: Events that are 100% sponsored by ACM/SIG Events that do not have Tutorials or Workshops Events that have opted for an ACM Internal Bank Account Events that have opted to use Registration-Online TMRF Section III – Statement of Understanding and the Budget Rationale (Revenue / Expense Assumptions)

8 Snap Shot of the TMRF

9 Snap Shot of TMRF

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12 In-Cooperation TMRF In-Cooperation Conference Guidelines ACM/SIGs lend the name of the organization to conferences which are fully sponsored by other nonprofit incorporated organizations. Such cooperation is to be primarily for publicity and to encourage Association members to participate by contributing papers and attending technical sessions. Cooperation specifically excludes financial participation, responsibility, or liability on the part of ACM. Cooperation will be undertaken only if all of the following are established or estimated to be true: The technical meeting meets Association standards of technical excellence and has reasonable relevance to the activities of ACM. Benefits will accrue to the technical meeting because of the cooperation of ACM Benefits will accrue to ACM because of its cooperation. Association members are encouraged to participate on the organizing com The organizing committee agrees that within 3 months a short post-meeting report summarizing the results is to be forwarded to the Conference Committee of ACM. The organizing committee agrees to state that this meeting is in-cooperation with ACM in all references to the conference including conference promotions, proceedings, press releases, etc. ACM members are entitled to the same registration fee as available to member of sponsoring organizations. ACM members may purchase proceedings at the same rate as sponsoring organizations. A table is provided in the registration area for a display of ACM membership and publication literature if needed. Proof of liability insurance is provided by all sponsoring organizations. In-Cooperation TMRF consists of: general information concerning the scope of the conference, sponsorship information of nonprofit incorporated organization(s), a hold harmless clause, conference committee information and the ACM Resolution on Sponsorship of International Conferences relating to scientific freedom. Other organizations seeking to use the ACM or ACM SIG name(s) must provide proof of nonprofit status as well as proof of insurance. This document is available at (http://www.acm.org/sig_volunteer_info/conference_manual/incooptmrfpage.htm) and should be submitted to SIG Services for review. Please refrain from any use of the ACM or ACM/SIG Name until you have received an official approval letter from ACM. Organizers should check with the specific incorporated SIG at (http://www.acm.org/sigs ) to confirm if there are any initial requirements that must be presented prior to submitting an In-Cooperation TMRF to ACM. ACM conferences using another "In-Cooperation" organization's name must comply with the requirements for the lending society in so far as permissions are concerned. Approval Process SIG Services will review all submitted paperwork and secure approval for the conference dates from the sponsoring Volunteer subunits, taking into consideration overlapping dates. ACM official approval may take up to four weeks after receipt of all application documents.http://www.acm.org/sig_volunteer_info/conference_manual/incooptmrfpage.htmhttp://www.acm.org/sigs

13 In-Cooperation TMRF Procedure for submitting the In-Cooperation TMRF: Please read before proceeding To successfully submit a request for cooperation, the ACM In-Cooperation Technical Meeting Request Form (TMRF) must be completed electronically: fill in General Conference Information, *upload a copy of the sponsoring organization's Certificate of Insurance (COI) or a Financial Responsibility Letter on the Sponsoring Organization Letterhead, read the ACM Resolution on Sponsorship of International Conferences relating to scientific freedom, and *upload a signed Statement of Understanding (the signature includes both the Conference Chair and a signature from the representative from the Sponsoring Organization) until you receive approval from ACM please do not place any ACM logos on your website or on any other publication. * = this form is a requirement. If this form is not uploaded with the TMRF it will not be processed. Please contact if there is an issue. ACM/SIGs lend the name of the organization to conferences which are fully sponsored by other nonprofit incorporated organizations. Such cooperation is to be primarily for publicity and to encourage Association members to participate by contributing papers and attending technical sessions. Cooperation specifically excludes financial participation, responsibility, or liability on the part of ACM. ACM sponsored conferences seeking cooperating status from other ACM sub-units do not need to submit an "In-cooperation TMRF". A request for cooperating status can be made when submitting the "Sponsored/Co-sponsored TMRF."

14 In-Cooperation TMRF Please note, the following SIGs have individual requirements for approving in cooperation events. Please check their websites to make sure your event meets their guidelines before submitting the TMRF: SIGMOD - SIGMOBILE - SIGCOMM - SIGMETRICS -

15 In-Cooperation TMRF Glance at the In-Cooperation TMRF


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