Presentation on theme: "Conference Operations and Logistics Program Coordinators: Conference Logistics Stephanie Smith 212.626.0612 (direct) 212.302.5826 (fax)"— Presentation transcript:
Conference Operations and Logistics Program Coordinators: Conference Logistics Stephanie Smith Smith_s@acm.org 212.626.0612 (direct) 212.302.5826 (fax)
Hotel and Convention Center –Amendments to contracts (changes to sleeping room block, meeting rooms, etc.) –Setting up a master account/direct bill so ACM can pay bill post- conference –Coordinate deposits and final payments –Introduce committee to convention service manager (CSM) –Assist CSM and conference committee in decisions for food orders, a/v, signage and room set-up
Registration, Paper Submissions and Other Contracts Preferred Vendors –Self-service Registration: RegOnline –Registration Management: Executivevents –Paper Submissions: We can provide contact information for a few preferred vendors Executing Contracts –We can assist in executing contracts for any other needs of the conference including entertainment, social events and a/v
Preparing for a Conference Setting up a bank account ACM in-house bank account The in-house bank account is managed and held by ACM. The account is set up when the first income is received or the first invoice or deposit is made on the conferences behalf. While Volunteers do not have access to the account, they can request access to an on- line report called conference in process (CIP). This report is updated once a month. Benefits of using the in-house account –We can issue funds in most currencies by check or wire-transfer –Account automatically keeps a log of all expenses –Makes closing of conference uncomplicated and trouble-free Expenses –Invoices: Original copies necessary and ACM listed as the payee –Reimbursements Request/Travel Grants/ Honorariums: ACM form and provide original receipts. SS# is required for Honorariums –Approvals: Program Coordinators will email and request approval before making payment Income –Corporate Support/Exhibitors: Payments can be made by check, wire transfer or credit card. We can provide invoices if needed. –Registration: Our ACM Preferred Vendor had a Merchant account set up that is directly connected to the conference in-house account –Miscellaneous Income: (extra pages, on-site sales, etc.): All checks should be sent to me.
Preparing for a Conference Billing University Bank Account/Account Outside the US –Outside bank accounts should only be utilized if it is absolutely necessary –Must complete forms and give ACM COO and Director of Finance signatory authority on account and send monthly detailed bank statements –All revenue must be returned to ACM at end of conference with necessary back up files –A detailed final report will be necessary to close the conference for historical purposes VAT (VALUE ADDED TAX) –It is important to research and understand the VAT laws and requirements in the country you are choosing to hold your conference –Most countries require the conference to pay VAT on both conference income and expenses –It is important to include these fees within your budget –In most situations, VAT can be recovered –ACM has a preferred VAT Tax Account at the Conference disposal for a minimal fee