SIG Services

							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
                   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
                            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
                    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
                        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
                            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
                     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
                       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
                         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
                              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
                           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/
                        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
         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
           TMRF Budget Rationale- Section III


• Outline of:
   – Revenue and Expense assumptions
   – Unique circumstances the conference might be facing
         Joint Sponsorship Agreement

• Outlines Legal and Financial responsibilities, Asset Ownership,
  copyright, etc.
• Organization must be incorporated and tax exempt (non-profit)
                     Conference Site Selection



•   Buyer’s Market in many areas
•   ACM Leverage
•   Contracting Guidelines
•   Exposure to SIG
    – Attrition
    – Cancellation
                    Site Selection Process


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


• Geographic Breakdown


                                   Geographic Distribution of Conferences




                                                               Northeast (including
                                                                   MD and DC)
                         Europe/Asia/Other                            22%
                               30%



                                                                     South
                                                                      8%
                                Canada
                                  4%
                                                                  Midwest
                                                                    8%

                                               West
                                               28%
             SAMPLE RFP Requirements


• 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
                    Sample Bid Summary


SIG XX Conference
                 Conference Registration


• Registration Chair
• Vendor Options
                         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