office of sig services
TRANSCRIPT
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SIG Services SIG Services
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ACM HQACM HQ John White, ACM CEOJohn White, ACM CEO Pat Ryan, ACM COOPat Ryan, ACM COO
Information SystemsInformation Systems Office of FinanceOffice of Finance Office of MembershipOffice of Membership Office of Policy and AdministrationOffice of Policy and Administration Office of PublicationsOffice of Publications Office of Public PolicyOffice of Public Policy Office of SIG ServicesOffice of SIG Services
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Office of SIG ServicesOffice of SIG Services General ActivitiesGeneral Activities Conference ActivitiesConference Activities
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General ActivitiesGeneral Activities Point of ContactPoint of Contact
– Offering Guidance and SupportOffering Guidance and Support ACM Policy and ProcedureACM Policy and Procedure ACM and SIG HistoryACM and SIG History ACM GovernanceACM Governance Preparation and Execution of JSAsPreparation and Execution of JSAs Award ProgramsAward Programs Grant and Scholarship ProgramsGrant and Scholarship Programs Education ProgramsEducation Programs
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General Activities General Activities Cont’dCont’d RepositoryRepository
– Bylaws Bylaws (http://www.acm.org/sigs/bylaws/)(http://www.acm.org/sigs/bylaws/)
– Viability InformationViability Information– Agreements and ContractsAgreements and Contracts
Newsletter Activities (Julie Goetz)Newsletter Activities (Julie Goetz)– Accept newsletter from editorAccept newsletter from editor– Print and distribute to membershipPrint and distribute to membership
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SIG Staff LiaisonsSIG Staff Liaisons
Irene FrawleyIrene Frawley Ginger IgnatoffGinger Ignatoff Erica JohnsonErica Johnson Fran SpinolaFran Spinola
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Conference ActivitiesConference Activities
Cooperating EventsCooperating Events Sponsored EventsSponsored Events Co-sponsored EventsCo-sponsored Events
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Cooperating EventsCooperating Events
BenefitsBenefits ResponsibilitiesResponsibilities
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Cooperating EventsCooperating Events
SIG BenefitsSIG Benefits– Affiliation with ProgramAffiliation with Program– Fee Discounts for MembersFee Discounts for Members– Additional Publications in DL Additional Publications in DL
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Cooperating EventsCooperating Events Conference Leaders Responsibilities Conference Leaders Responsibilities
– Prepare TMRF Prepare TMRF (http://www.acm.org/sig_volunteer_info/conference_manual/incooptmrfpage.htm)(http://www.acm.org/sig_volunteer_info/conference_manual/incooptmrfpage.htm)
– Provide necessary signatures and insurance Provide necessary signatures and insurance documentation documentation
Note: Insurance exceptions made for conf. outside Note: Insurance exceptions made for conf. outside the USthe US
– Provide final report Provide final report summary of attendancesummary of attendance budgetbudget technical activitiestechnical activities
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Cooperating EventsCooperating Events ACM HQ Responsibilities ACM HQ Responsibilities
– Provide Staff Liaison Provide Staff Liaison (Elizabeth Grove)(Elizabeth Grove)– TMRF Receipt, Review and Follow-up TMRF Receipt, Review and Follow-up – Approval Process Trafficking and Approval Process Trafficking and
Follow-upFollow-up
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Cooperating EventsCooperating Events SIG Leaders ResponsibilitiesSIG Leaders Responsibilities
– Review info received from ACM HQ Review info received from ACM HQ – Approve/Disapprove/QuestionsApprove/Disapprove/Questions
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Sponsored and Sponsored and Co-Sponsored EventsCo-Sponsored Events
BenefitsBenefits ResponsibilitiesResponsibilities
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SponsoredSponsoredCo-Sponsored EventsCo-Sponsored Events SIG BenefitsSIG Benefits
– Accomplish MissionAccomplish Mission– Set Technical Program DirectionSet Technical Program Direction– Community ServiceCommunity Service– Opportunity to Develop/Maintain the Opportunity to Develop/Maintain the
Premier Event in SpecialtyPremier Event in Specialty
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Sponsored andSponsored andCo-sponsored EventsCo-sponsored Events Conference Leaders ResponsibilitiesConference Leaders Responsibilities
– Prepare requested documentationPrepare requested documentation Preliminary Approval Form Preliminary Approval Form TMRF TMRF
– Provide ACM with preferred location so that site Provide ACM with preferred location so that site selection can beginselection can begin
– Utilize approved TMRF as the blue-print for a Utilize approved TMRF as the blue-print for a successful eventsuccessful event
– Review on-line Conference ManualReview on-line Conference Manual– Ask QuestionsAsk Questions
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Sponsored andSponsored andCo-sponsored EventsCo-sponsored Events ACM HQ ResponsibilitiesACM HQ Responsibilities
– Point of Contact for Conference Point of Contact for Conference LeadersLeaders
– Process TMRF through approval Process TMRF through approval processprocess
– Process joint sponsorship agreement Process joint sponsorship agreement for co-sponsored events with outside for co-sponsored events with outside organizations organizations
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ACM HQ Responsibilities ACM HQ Responsibilities Cont’dCont’d
– Assist in preparation of BudgetAssist in preparation of Budget– Set-up in-house or out of house bank accountSet-up in-house or out of house bank account– Issue RFPs, negotiate and execute site contractsIssue RFPs, negotiate and execute site contracts– Issue RFPs, negotiate and execute other conference Issue RFPs, negotiate and execute other conference
related contractsrelated contracts– Provide history informationProvide history information– Help leadership work with conference venueHelp leadership work with conference venue– Process Process Letters in Support of Visa ApplicationsLetters in Support of Visa Applications– Provide access to financial information details for Provide access to financial information details for
conferenceconference– Provide guidelines and produce print and electronic Provide guidelines and produce print and electronic
proceedings proceedings – Gather history information post-conference to include Gather history information post-conference to include
hotel pick-up, a/v and F&B spendinghotel pick-up, a/v and F&B spending
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Conference Staff Conference Staff LiaisonsLiaisons
Budgets-Maritza NicholsBudgets-Maritza NicholsSite Selection – Juliet Khan-PimentoSite Selection – Juliet Khan-PimentoOperations – Erin Dolan, Jessica WilmersOperations – Erin Dolan, Jessica WilmersProceedings – Adrienne GrisctiProceedings – Adrienne GrisctiPromotions & Registration- Elizabeth GrovePromotions & Registration- Elizabeth Grove
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Sponsored andSponsored andCo-sponsored EventsCo-sponsored Events SIG Leaders ResponsibilitiesSIG Leaders Responsibilities
– Select a Conference Chair and inform ACM Select a Conference Chair and inform ACM – Direct leadership to site selection guidelinesDirect leadership to site selection guidelines– http://www.acm.org/sig_volunteer_info/conference_manual/5-5SITE.HTMhttp://www.acm.org/sig_volunteer_info/conference_manual/5-5SITE.HTM
– OK preliminary approval formOK preliminary approval form– Provide guidance to conference leaders and Provide guidance to conference leaders and
ACM HQ based on experienceACM HQ based on experience– Approve/Disapprove ConferenceApprove/Disapprove Conference– Approve contracts needing to be executed Approve contracts needing to be executed
prior to official conference approvalprior to official conference approval
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Technical Meeting Technical Meeting Request Form (TMRF)Request Form (TMRF) Cooperating ConferencesCooperating Conferences
– Easy to use 2 page formEasy to use 2 page form Sponsored/Co-Sponsored EventsSponsored/Co-Sponsored Events
– Preliminary Approval FormPreliminary Approval Form– TMRFTMRF
Budget Budget Budget RationaleBudget Rationale Statement of UnderstandingStatement of Understanding
http://www.acm.org/sig_volunteer_info/conference_manual/http://www.acm.org/sig_volunteer_info/conference_manual/
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Preliminary FormPreliminary Form Complete this form ASAP (Ideally 18 Complete this form ASAP (Ideally 18
months prior)months prior) Approval of Form PermitsApproval of Form Permits
– Dates and location of the conference Dates and location of the conference to be publicizedto be publicized
– Conference to be included in ACM’s Conference to be included in ACM’s web calendarweb calendar
– The site/hotel process to beginThe site/hotel process to begin
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TMRF General TMRF General Information - Section IInformation - Section I Dates, Location, Venue, Dates, Location, Venue, Scope of the Technical ProgramScope of the Technical Program Key VolunteersKey Volunteers
-Conference Chair-Conference Chair-Treasurer-Treasurer-Program Chair-Program Chair
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TMRF Budget TMRF Budget Spreadsheet - Section IISpreadsheet - Section II Template available on-line Template available on-line Guides the organizers through a Guides the organizers through a
line item account of income and line item account of income and expensesexpenses
Staff Liaison for Conference Budget Staff Liaison for Conference Budget Activity is available to assist Activity is available to assist
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TMRF Budget Rationale- TMRF Budget Rationale- Section IIISection III Outline of:Outline of:
– Revenue and Expense assumptionsRevenue and Expense assumptions– Unique circumstances the conference Unique circumstances the conference
might be facingmight be facing
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Joint Sponsorship Joint Sponsorship AgreementAgreement Outlines Legal and Financial Outlines Legal and Financial
responsibilities, Asset Ownership, responsibilities, Asset Ownership, copyright, etc.copyright, etc.
Organization must be incorporated and Organization must be incorporated and tax exempt (non-profit)tax exempt (non-profit)
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Conference Site Conference Site SelectionSelection
Buyer’s Market in many areasBuyer’s Market in many areas ACM Leverage ACM Leverage Contracting GuidelinesContracting Guidelines Exposure to SIGExposure to SIG
– AttritionAttrition– CancellationCancellation
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Site Selection ProcessSite Selection Process
Phase I-Drafting the RFPPhase I-Drafting the RFP Preferred DatesPreferred Dates Meeting Space RequirementsMeeting Space Requirements Sleeping Room NeedsSleeping Room Needs Identify up to 3 Potential Host CitiesIdentify up to 3 Potential Host Cities
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Site SelectionSite Selection Geographic BreakdownGeographic Breakdown
Geographic Distribution of Conferences
Canada4%
West28%
Midwest8%
South8%
Northeast (including MD and DC)
22%Europe/Asia/Other30%
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SAMPLE RFP SAMPLE RFP RequirementsRequirements RequirementsRequirements
HTML Document
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Site SelectionSite Selection RFP Updates RFP Updates
ACM - Hotel Site Selection.htm
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Site Selection Process Site Selection Process Cont’dCont’d
Phase II-Review Bids and Confirm SitePhase II-Review Bids and Confirm Site Bid SummaryBid Summary Site Inspections (if necessary)Site Inspections (if necessary) Finalize ContractFinalize Contract
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Sample Bid SummarySample Bid Summary
SIG XX ConferenceSIG XX Conference
Microsoft Excel Worksheet
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Conference Registration Conference Registration Registration ChairRegistration Chair Vendor OptionsVendor Options
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REGONLINEREGONLINE Option 1Option 1
Self Service-Volunteer Only-Best ValueSelf Service-Volunteer Only-Best Value Option 2Option 2
Advance Registration OnlyAdvance Registration Only Option 3Option 3
Advance + On-Site ServiceAdvance + On-Site ServiceRecommended for Conferences larger Recommended for Conferences larger than 300 attendeesthan 300 attendees
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SIG Services StaffSIG Services StaffDonna BaglioDonna Baglio DirectorDirectorErin DolanErin Dolan PC - Conference Services - OperationsPC - Conference Services - OperationsIrene FrawleyIrene Frawley PC - SIG ServicesPC - SIG ServicesAdrienne GrisctiAdrienne Griscti PC - Proceedings/PublicationsPC - Proceedings/PublicationsElizabeth GroveElizabeth Grove AA - Cooperating Conferences, Promotions & AA - Cooperating Conferences, Promotions &
General Dept ActivitiesGeneral Dept ActivitiesGinger IgnatoffGinger Ignatoff PD - SIG ServicesPD - SIG ServicesErica JohnsonErica Johnson Asst. Director - SIG ServicesAsst. Director - SIG ServicesJuliet Khan-PimentoJuliet Khan-Pimento AA - Conference Services - Site ActivitiesAA - Conference Services - Site ActivitiesMaritza NicholsMaritza Nichols PC - Conference Services - BudgetsPC - Conference Services - BudgetsFran SpinolaFran Spinola PC - SIG ServicesPC - SIG ServicesJessica WilmersJessica Wilmers PC - Conference Services - OperationsPC - Conference Services - OperationsJulie GoetzJulie Goetz Part-time Newsletter AdministratorPart-time Newsletter Administrator
Contact Information- http://www.acm.org/sigsContact Information- http://www.acm.org/sigs