1 SIG Services

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

3 Office of SIG Services General Activities General Activities Conference Activities Conference Activities

4 General Activities Point of Contact Point of Contact –Offering Guidance and Support ACM Policy and Procedure ACM Policy and Procedure ACM and SIG History ACM and SIG History ACM Governance ACM Governance Preparation and Execution of JSAs Preparation and Execution of JSAs Award Programs Award Programs Grant and Scholarship Programs Grant and Scholarship Programs Education Programs Education Programs

5 General Activities Contd Repository Repository –Bylaws ( –Viability Information –Agreements and Contracts Newsletter Activities (Julie Goetz) Newsletter Activities (Julie Goetz) –Accept newsletter from editor –Print and distribute to membership

6 SIG Staff Liaisons Irene Frawley Irene Frawley Ginger Ignatoff Ginger Ignatoff Erica Johnson Erica Johnson Fran Spinola Fran Spinola

7 Conference Activities Cooperating Events Cooperating Events Sponsored Events Sponsored Events Co-sponsored Events Co-sponsored Events

8 Cooperating Events Benefits Benefits Responsibilities Responsibilities

9 Cooperating Events SIG Benefits SIG Benefits –Affiliation with Program –Fee Discounts for Members –Additional Publications in DL

10 Cooperating Events Conference Leaders Responsibilities Conference Leaders Responsibilities –Prepare TMRF ( –Provide necessary signatures and insurance documentation Note: Insurance exceptions made for conf. outside the US Note: Insurance exceptions made for conf. outside the US –Provide final report summary of attendance summary of attendance budget budget technical activities technical activities

11 Cooperating Events ACM HQ Responsibilities ACM HQ Responsibilities –Provide Staff Liaison (Elizabeth Grove) –TMRF Receipt, Review and Follow-up –Approval Process Trafficking and Follow-up

12 Cooperating Events SIG Leaders Responsibilities SIG Leaders Responsibilities –Review info received from ACM HQ –Approve/Disapprove/Questions

13 Sponsored and Co-Sponsored Events Benefits Benefits Responsibilities Responsibilities

14 Sponsored Co-Sponsored Events SIG Benefits SIG Benefits –Accomplish Mission –Set Technical Program Direction –Community Service –Opportunity to Develop/Maintain the Premier Event in Specialty

15 Sponsored and Co-sponsored Events Conference Leaders Responsibilities Conference Leaders Responsibilities –Prepare requested documentation Preliminary Approval Form Preliminary Approval Form TMRF TMRF –Provide ACM with preferred location so that site selection can begin –Utilize approved TMRF as the blue-print for a successful event –Review on-line Conference Manual –Ask Questions

16 Sponsored and Co-sponsored Events ACM HQ Responsibilities ACM HQ Responsibilities –Point of Contact for Conference Leaders –Process TMRF through approval process –Process joint sponsorship agreement for co- sponsored events with outside organizations

17 ACM HQ Responsibilities Contd –Assist in preparation of Budget –Set-up in-house or out of house bank account –Issue RFPs, negotiate and execute site contracts –Issue RFPs, negotiate and execute other conference related contracts –Provide history information –Help leadership work with conference venue –Process Letters in Support of Visa Applications –Provide access to financial information details for conference –Provide guidelines and produce print and electronic proceedings –Gather history information post-conference to include hotel pick-up, a/v and F&B spending

18 Conference Staff Liaisons Budgets-Maritza Nichols Site Selection – Juliet Khan-Pimento Operations – Erin Dolan, Jessica Wilmers Proceedings – Adrienne Griscti Promotions & Registration- Elizabeth Grove

19 Sponsored and Co-sponsored Events SIG Leaders Responsibilities SIG Leaders Responsibilities –Select a Conference Chair and inform ACM –Direct leadership to site selection guidelines – –OK preliminary approval form –Provide guidance to conference leaders and ACM HQ based on experience –Approve/Disapprove Conference –Approve contracts needing to be executed prior to official conference approval

20 Technical Meeting Request Form (TMRF) Cooperating Conferences Cooperating Conferences –Easy to use 2 page form Sponsored/Co-Sponsored Events Sponsored/Co-Sponsored Events –Preliminary Approval Form –TMRF Budget Budget Budget Rationale Budget Rationale Statement of Understanding Statement of Understanding

21 Preliminary Form Complete this form ASAP (Ideally 18 months prior) Complete this form ASAP (Ideally 18 months prior) Approval of Form Permits 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

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

23 TMRF Budget Spreadsheet - Section II Template available on-line Template available on-line Guides the organizers through a line item account of income and expenses Guides the organizers through a line item account of income and expenses Staff Liaison for Conference Budget Activity is available to assist Staff Liaison for Conference Budget Activity is available to assist

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

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

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

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

28 Site Selection Geographic Breakdown Geographic Breakdown

29 SAMPLE RFP Requirements Requirements Requirements

30 Site Selection RFP Updates RFP Updates

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

32 Sample Bid Summary SIG XX Conference

33 Conference Registration Registration Chair Registration Chair Vendor Options Vendor Options

34 REGONLINE Option 1 Option 1 Self Service-Volunteer Only-Best Value Option 2 Option 2 Advance Registration Only Option 3 Option 3 Advance + On-Site Service Recommended for Conferences larger than 300 attendees

35 REGONLINE

36 SIG Services Staff Donna BaglioDirector Erin DolanPC - Conference Services - Operations Irene FrawleyPC - SIG Services Adrienne GrisctiPC - Proceedings/Publications Elizabeth GroveAA - Cooperating Conferences, Promotions & General Dept Activities Ginger IgnatoffPD - SIG Services Erica JohnsonAsst. Director - SIG Services Juliet Khan-PimentoAA - Conference Services - Site Activities Maritza NicholsPC - Conference Services - Budgets Fran SpinolaPC - SIG Services Jessica WilmersPC - Conference Services - Operations Julie GoetzPart-time Newsletter Administrator Contact Information-