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 Office of Publications Office of Public Policy Office of SIG Services John ACM initiatives Pat ACM Operations

Office of SIG Services General Activities Conference Activities

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

General Activities Cont’d Repository Bylaws (http://www.acm.org/sigs/bylaws/) Viability Information Agreements and Contracts Newsletter Activities (Julie Goetz) Accept newsletter from editor Print and distribute to membership

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

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.

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.

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?

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

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 (http://www.acm.org/sig_volunteer_info/conference_manual/incooptmrfpage.htm ) Provide necessary signatures and insurance documentation Insurance exceptions made for conferences outside the US Submit paperwork to Ashley Cozzi acozzi@acm.org 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

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

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

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 www.acm.org/styleguide

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)

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

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

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

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

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

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 http://www.acm.org/sig_volunteer_info/conference_manual/5-5SITE.HTM 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

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

Technical Meeting Request Form (TMRF) Cooperating Conferences Easy to use 2 page form and Financial Responsibility Letter http://www.acm.org/sig_volunteer_info/conference_manual/incooptmrfpage.htm Sponsored/Co-Sponsored Events Preliminary Approval Form TMRF Budget Budget Rationale Statement of Understanding http://www.acm.org/sig_volunteer_info/conference_manual/ 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.

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.

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

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

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.

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.

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

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

Site Selection Geographic Breakdown

SAMPLE RFP Requirements

Site Selection RFP Updates

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

Sample Bid Summary SIG XX Conference Review Sample Bid Summary

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.

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

REGONLINE www.regonline.com/demo

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- http://www.acm.org/sigs : 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. ???