ACM In Cooperation TMRF GUIDELINES ASSOCIATION FOR COMPUTING MACHINERY 1515 Broadway, New York, New York 10036-9998 USA Telephone 1-212-869-7440 - Facsimile 1-212-302-5826 - E-Mail MEETINGS@ACM.ORG Revised: January 1998 CONFERENCE APPROVAL PROCESS MADE EASY FOR ACM IN COOPERATION CONFERENCES Simply follow these easy steps to take the anxiety and frustration out of the conference approval process: 1. Contact the ACM SIG Services Department to determine what other conference might be held during the dates that you are considering. The most reliable indication is obtained by looking at the intended time frame in the current year, as well as the actual dates that you are considering. Since ACM sponsors or cooperates with over 100 conferences per year, you can be assured of overlapping dates with some other conference. 2. Check out the date overlap with the Chair of the sponsoring SIG(s) (and perhaps other members of the technical community) to determine whether or not the conflict will affect the intended audience. All SIG Chairs with overlapping dates must agree to date overlap. 3. If the sponsoring SIG has a Conference Planning Committee or a Vice Chair for Conferences, check for any policies or guidelines specific to the conference sponsored by that SIG. 4. Skim through the TMRF Guidelines quickly so that you are familiar with the information contained in that document which accompanies the TMRF. 5. Complete the TMRF. Attach proof of tax-exempt status and certificate of liability insurance. 6. Send the completed form to the ACM SIG Services Department without the required signatures. ACM will acknowledge receipt of it from you and distribute the completed TMRF to the approvalcycle for signatures. If time permits, you should discuss the TMRF with the Vice Chair for Conferences before submitting it to ACM. (Some SIGs require approval by the SIG Executive Committee before being submitted for approval by other officials.) You will receive written approval for your conference. Until you receive this approval, please do not send out publicity with the ACM name on it to conference attendees. An ACM logo will also be provided to you for use in your promotional materials. Evaluation Criteria for Conference Approval (COMPLETING THE TMRF FORM) DATES: * Does it conflict with other conferences or symposium that the members of this special interest group might attend? Conferences sponsored by ACM or by any other societies to which this audience might belong? * If there is a potential overlap of audience? Conference cannot be approved without the consent of the conference chair of the already approved conference. * Does it avoid conflict with ACM CSC Mtg, as per policies and procedures? * Is it a good time of year for work loads of proposed audience? TECHNICAL MERIT: * Are the conference organizers credible in this technical area? * Does the conference chair have the time to make this conference a success? Does he/she have other commitments which might interfere in the overall management of this project? * Will this technical content attract the audience that the organizers have in mind? * Is this audience part of the membership of your special interest group? * Will the attendees of this conference be sought after as members of your special interest group? * Does this conference substantially overlap with an existing conference, enough to impact on it? * How will the conference organizers evaluate success of meeting? FINANCIAL CONSIDERATIONS: * Who is taking the financial risk? * Is that organization the same who stands to gain from having this conference? Is the fund balance of the guarantors large enough to cover 100% loss? Are there other sources of funding? Is there a written confirmation from the organization as to where the profit goes? How about where the loss goes? * Are those organizations who might profit from the conference (both in credibility and finances) not-for-profit? How is their role defined? * Are all outside or in-kind contributions confirmed in writing? Who is controlling contractual liabilities and are they reasonable (i.e. cancellation clauses, hotels, etc.)? Meetings In Cooperation with ACM ACM In Cooperation Arrangements: This entire form is only for conferences seeking ACM Cooperation. This means that ACM and its subunits lend their names, but normally do not share in the financial support of the conference, or in the surplus or loss if there is one. Common courtesy dictates that anyone seeking ACM Cooperation should discuss it first with the SIG Vice Chair for Conferences or with the Chair of the intended sponsoring SIG(s). Approval of a meeting for ACM Cooperation is given when full technical and financial responsibility rests with (a) another "sister" organization which is responsible to a membership comprised of individual persons or societies or (b) a recognized university or college, or (c) a government organization. Meetings approved for Cooperation may be advertised as "In Cooperation With ACM (/SIGxx, if appropriate)". In all cases, the sponsors must be incorporated not-for-profit organizations and must provide copies of the Certificate of Insurance for liability coverages for the organization. Member mailing labels may be purchased through ACM commercial label sales at the established rates, assuming the mailing piece has been approved in advance by Headquarters. A separate abbreviated TMRF should be completed for meetings requesting ACM Cooperation. The following conditions must also be met for approval of all conferences: l) A signed statement on the free circulation of scientists. (See Item 17 of the form and these guidelines.) 2) Registration and proceedings fees will be the same for ACM members as for other sponsoring organizations, and there will be no differentiation in fees between academic and corporate participant registration fees. 3) A table or booth where ACM membership and publication information may be displayed (such information to be provided by ACM Headquarters). 4) A brief report must be submitted in writing within 120 days after the meeting to the appropriate Program Director at ACM Headquarters, summarizing the following: (a) Number of attendees in each of the registration categories. (b) A general assessment of the technical quality of the papers. (c) A general assessment of the quality of the presentations of the papers. (d) A summary of any problem areas encountered by the meeting. (e) A summary financial report of the conference. Use original budget section and complete columns marked "actual" (post meeting). (f) Number of exhibits, if any. 5) Reimbursement to Headquarters for any conference expense(s) incurred by ACM, including advance loans, should be paid within 120 days following the meeting. The ACM share of any surpluses from Conferences after expenses should be sent in the form of a check made payable to ACM, c/o the Program Director, at the time when the conference bank account is closed, (within 4 months after the meeting). Surpluses for SIG conferences will be credited to the SIG account at Headquarters. In addition, the final bank statement indicating the conference account is closed must also be submitted. ASSOCIATION FOR COMPUTING MACHINERY TECHNICAL MEETING REQUEST FORM FOR IN COOPERATION CONFERENCES Association for Computing Machinery, 1515 Broadway, 17th Floor, New York, NY 10036 I. GENERAL INFORMATION A. Full Title of Meeting: B. Frequently Used Acronym: C. Conference Dates: II. SPONSORING, CO-SPONSORING AND/OR COOPERATING ORGANIZATION(S) Please indicate "S" for sponsor or "C" for cooperation A. ACM SUBUNITS S/C REPRESENTATIVE'S NAME & TELEPHONE NO. _________________ _________ ________________________________ _________________ _________ ________________________________ _________________ _________ ________________________________ B. OTHER SPONSORS OR COOPERATING ORGANIZATIONS ORGANIZATION NAME S/C APPROVING OFFICER NAME % FINANCIAL & TELEPHONE NO. COMMITMENT BY EACH SPONSOR _________________ _____ ______________________ _______________ _________________ _____ ______________________ _______________ _________________ _____ ______________________ _______________ _________________ _____ ______________________ _______________ C. All of the sponsoring organizations which seek ACM approval for cooperation must sign the following: "Hold Harmless Statement", and submit with the TMRF a copy of the Certificate of Insurance, providing proof of insurance for general liability including personal injury, contractual liability, broad form property coverage, host liquor liability, fire/legal liability, and publishers errors and omissions (if proceedings are to be produced). HOLD HARMLESS CLAUSE AND STATEMENT OF UNDERSTANDING BETWEEN THE ASSOCIATION FOR COMPUTING MACHINERY, INC. (Hereafter known as "ACM") and, (Name of Conference) (Dates of Conference) (Location of Conference) hereafter known as the "Conference", and The (Name of Sponsor) (Address) hereafter known as the "Sponsor(s)." The Sponsor(s) assumes entire responsibility for the legal and financial liabilities associated with the above named Conference. The Sponsor(s) agree to hold harmless and indemnify ACM, its directors, officers, employees, agents, and assigns from and against any and all liability, loss, requests for payment, damages to persons and property including loss of use thereof as well as fines and penalties imposed by any governmental or regulatory authority and reasonable attorneys fees and disbursements in connection with the above captioned event. In addition, the Sponsor(s) acknowledges that ACM does not maintain insurance covering the Sponsors and it is the sole responsibility of the Sponsor(s) to obtain comprehensive General Liability and Contractual Liability insurance to insure losses or casualties associated with the Conference. The Sponsor(s) also acknowledge that there is a financial risk involved with sponsoring the Conference, and that the Sponsor(s) alone shall bear the burden of financial loss to the Conference. I certify that I am an agent for the sponsoring organization and have the authority to make legal commitments for the organization. For ______________________________________________________ (Name of Organization) By ________________________ Date _________________ (Print Name) Signature ___________________________________________________________ III. LOCATION A. Proposed Location: (Full Address) B. Housing Facilities: (if different) IV. TYPE OF MEETING AND CONTENT A. Conference ( ) Symposium ( ) Workshop ( ) Other ( ) B. Is this an annual conference? Yes ( ) No ( ) C. Previous dates of the conference for past two. D. Please provide a brief outline of the topics to be covered. E. Please briefly describe audience by job function, industry in which employed, specialized technical interests, geographic location, etc. F. What benefits will the participant receive by attending this meeting? G. How will the meeting be evaluated? H. Why should the ACM Subunit be affiliated with this meeting? I. What is expected of the ACM Subunit(s)? J. What can the ACM Subunit(s) expect to gain through it's participation? V. EXHIBITS A. Are there plans for including an exhibit at the conference? Yes () No ( ) If yes, describe the nature of the exhibits: B. Is this the first time that exhibits have been included in this conference program? Yes () No ( ) VI. TECHNICAL PAPER HANDLING A. Plans for Soliciting Papers (check all that apply) Open Call for Papers ( ) Direct Personal Invitation () Networks ( ) Advertisement in Journals ( ) Other ( ) _______________________________ B. Plans for Selecting Papers (Check all that apply) REFEREES Refereed Papers ( ) Unrefereed Papers ( ) _________________ Number per paper Refereed Extended Unrefereed Extended _________________ Members of Program Abstracts ( ) Abstracts ( ) Committee Unrefereed Invited Papers () _________________ Outside Referees VII. CONFERENCE PROCEEDINGS Will there be proceedings or abstracts published? Yes ( ) No () Who is publishing the Proceedings?_____________________________________ Who is selling the proceedings following the conference? ______________ All presented papers included? Yes ( ) No ( ) Please Note: ACM Cooperation requires that ACM members be sold conference proceedings at the same rate as members of the sponsoring organization. In Cooperation Conferences must provide one copy of the Conference Proceedings to ACM for archival purposes. That copy is complimentary and should be sent to: ACM SIG Services Department; 1515 Broadway, 17th Floor; New York, NY 10036 VIII. PUBLICITY Do you propose to send publicity to members of those ACM subunits which are cooperating in your conference? Yes () No ( ) Please Note: Labels for conference mailings may be purchased at sister society rates through ACM commercial label sales. The proposed mailing piece must be submitted with the request. All publicity relating to this conference is to state that the meeting is "In Cooperation with ACM." The ACM logo with a registered trademark symbol must be displayed and may be obtained from ACM Headquarters SIG Services Department. IX. CONFERENCE COMMITTEE (identify all applicable) A. General Co-Chairs Employer: Current Position: Address: Business Phone: Fax Phone: E-mail: ACM Member #: Other Members of the Program Committee NAME EMPLOYER EMAIL ACM MEMBER X. ACM MEMBERSHIP AND PUBLICATIONS INFORMATION ACM/SIG/CHAPTER Membership and Publications information, to be displayed on a table, will be sent to the technical meeting facility about a week before the conference. Headquarters will contact the Conference Chairman in advance to arrange for shipment. If you know the person to whom this material should be sent please list below: Name: Title Address: City: Tel No: E-Mail: XI. CONFERENCE SUMMARY Estimated Actual Attendance __________________ __________________ No. Days __________________ __________________ No. Sessions __________________ __________________ No. Talks __________________ __________________ Total Income __________________ __________________ Total Expense __________________ __________________ XII. FEE STRUCTURE Please list categories and fees for each category of attendees: Please Note: ACM members are admitted at the lowest special rate, regardless of employer affiliation Category Advance Fee On-site Fee XIII. Statutes of the International Council of Scientific Unions (Excerpts) Resolution of the Free Circulation of Scientists September, 1974 The XV General Assembly 8) Having been informed of a number of cases in which bona fide scientists from National adhering bodies of the International Scientific Unions had recently been prevented from attending symposia organized by these Unions through a refusal to grant entry visas and, Recalling the earlier decisions taken by the ICSU emphasizing the right to free movement of scientists in this connection, Draws the attention of the individual scientific unions and other ICSU bodies to the following guidelines and recommends their adoption: I) Before Symposia or Meetings are arranged: A) an assurance in writing should be obtained from the organizers in the country concerned that visas will be granted to bona fide scientists if proper applications are made, and B) the unfortunate consequences which may arise through failure to grant visas should be communicated to the organizers of the symposia or meetings involved. II) The procedure recently adopted by the IUPAC is commended for observance by other union, namely: A) that application for visas where necessary should be made to the appropriate authorities not less than three months before the date of the symposium or meeting, and if these visas are not granted or promised in writing one month before the date of the event, sponsorship should be withdrawn, and, B) arrangements for future meetings in any country found unable to comply with these principles should be suspended until more satisfactory circumstances exist. III) National adhering bodies of the ICSU should urge the authorities in their countries to facilitate attendance and exit visas for scientists to attend such meetings in the same way. IV) Each Union or other ICSU body should inform the ICSU and its Scientists of cases in which withdrawal of sponsorship has become necessary so that other Unions may take this into account in making their own arrangements for meetings and symposia. V) The Chairman of the Committee for Free Circulation and the Secretary General of the ICSU should maintain a record of cases reported, to which scientific unions and other ICSU bodies may refer. ACM Resolution on Sponsorship of International Conferences as Passed by the ACM Council, May 25, 1975 Moved: ACM Council, desirous of encouraging open information exchange and complete scientific freedom, subscribes to the following policies relating to international scientific conferences sponsored by, or held In Cooperation with, ACM: 1. The Council endorses the September 1972 addition to the Statutes of The International Council of Scientific Unions, and affirms that official ACM participation in all conferences shall be guided by the principles expressed in that provision: "In pursuing these objectives of the ICSU, the (ICSU) Council shall observe the basic policy of nondiscrimination and affirm the rights of scientists throughout theworld to adhere to or to associate with international act regard to race, religion, or sex. 2. Council indicates that the implementing guidelines contained in the Resolution On The Free Circulation of Scientists of the ICSU XV General Assembly shall be followed to the extent possible in developing implementing procedures specifically meant for ACM sponsored conferences in or outside the United States, recognizing the responsibility of the ACM Council as final arbiter in such matters. It is the viewpoint of the ACM Council that the computing community should support only such conferences, whether ACM sponsored or not, that subscribe to these guidelines. However, ACM or any of its subunits shall not enter into formal agreements on international conference sponsorship or participation unless the sponsoring organization in the host country has agreed to adhere to these principles. XIV. STATEMENT OF UNDERSTANDING The enclosed Technical Meeting Request Form has been prepared to the best of my ability. It is complete and accurate and I agree to provide ACM with the required reports. If this conference is approved for ACM Cooperation I will use the conference summary as part of the conference report by filling in the ACTUAL column. This and other material comprising the final report shall be submitted to ACM no later than 120 days following completion of the conference. If this conference is approved for ACM Cooperation, I agree that members of ACM will be permitted the same fees for registration, proceedings etc. as members of the sponsoring organization(s). I agree to submit a final report and a copy of the proceedings to ACM Headquarters within 120 days following the conference. I am informed of the ACM policy on free circulation of scientists as it applies to the ACM Resolution on Sponsorship of International Conferences of 25 May 1975 and of the spirit and intent of the relevant Resolution on the Free Circulation of Scientists of the International Council of Scientific Unions [See Guidelines]. I know of no aspect of the proposed meeting which is contrary to this intent. I accept full responsibility and liability if I fail to comply with the ACM policies and procedures. Signature:________________________________________________ Date: CONFERENCE CHAIR SPONSORING ORGANIZATION PRINT NAME OF REPRESENTATIVE Signature _______________________________ Title Date XV. FORM PREPARATION (if other than chair): Name: Title: Address: Business Phone: Fax Phone: