Resources for Conference Chairs

Conference Resources

Conference organizers provide ACM with conference details through the preliminary approval form (PAF) and the TMRF. The PAF is a simple form that requires location and date and sets off several triggers: ACM can secure SIGDOC approval to publicize the event dates and locations, once approved the details appear in the ACM on-line calendar; accounting staff is alerted to conferences being held outside the US enabling them to secure and share information on VAT and other tax issues.

To improve our efficiency, it would be ideal if you could have conference organizers provide us with conference details through the preliminary approval form (PAF) and the TMRF as soon as possible. The PAF is particularly helpful because the details submitted set off several triggers: we cam secure SIGDOC approval to publicize the event dates and locations, once approved the details appear in the ACM on-line calendar; accounting staff is alerted to conferences being held outside the US enabling them to secure and share information on VAT and other tax issues.

Conference Forms

The PAF can be found here:
http://www.acm.org/sigs/volunteer_resources/conference_manual/prelimin
http://cms.acm.org/paf/

The TMRF can be found here:
http://www.acm.org/sigs/volunteer_resources/conference_manual/sponstmrfpage

Conference Operations and Logistics

Conference web site:

ACM doesn’t have a template for conference websites. However, they do prefer that conference sites are hosted on ACM servers and live in the main sigdoc site, as follows:

  • www.sigdoc.org/2011 – this would be the URL for the 2011 conference
  • www.sigdoc.org/2010 – this should be the URL for the 2010 conference
  • www.sigdoc.org/2009 – this should be the URL for the 2009 conference

People who will be responsible for the conf web site need to fill out the webserver account request form at http://campus.acm.org/public/infodir/menu.cfm

To get access to the ACM server and the conference year folder, please contact ACM’s IT department and request access to the site: http://campus.acm.org/public/infodir/account_request.cfm.

Conference Paper Submissions

You can send a request to create a conference account at Easychair (easychair.org) which is a submission and program committee management tool that allows for the monitoring of the whole submission and review process.
ACM details for invoices (address, VAT number).

Proceedings Preparation

Sheridan Printing Inc, will be in contact with you shortly, providing a schedule/direction.
Sheridan can provide you with the master files, which you can make available to attendees during the conference. The files should be taken down once the conference is over.

Conference Registration

ACM RegOnline Support – Contact Ann Lane at lane@hq.acm.org for ACM SIG services.

Conference Administration and Additional Resources

Promotions

Logos: http://identitystandards.acm.org/styleguide/

Awards

Distinguished speakers program: www.dsp.acm.org

Reimbursements

Any speakers who are being paid out of the conference budget should save their receipts and submit to ACM for reimbursement. They will need to complete the attached form and return it to me with their receipts.

ACM will need an invoice from the caterer to pay for the dinner. We also need their wire transfer details to send payment. Please ask them to complete the attached form with all requested information and return it along with their invoice.

The Local Chair should return receipts to ACM with the attached volunteer reimbursement form and wire transfer form completed.

ACM cannot accept any scans, photocopies, faxes or order confirmations as receipts.

Advice for program chairs

  • Communicate with Sheridan Printing early so that you have a strong idea of their milestones. Build these into the conference planning, since you’ll have to build the rest of the conference around it.
  • Use a project management system, calendar, or other shared document for establishing and tracking your milestones for the conference. These include approaching reviewers, establishing a team, setting up connections with Sheridan, establishing procedures, reviewing, revising, writing the program chair’s greeting, having the conference, and sending out email thanks afterwards.
  • Determine whether you’ll use a conference management system and make sure you and your team know how to use it. 
  • Set up a responsible person and procedure for reviewing your own papers.
  • If necessary, set up a team for managing reviewers (for experience reports, posters, and research papers (the bulk of the submissions)).
  • Communicate with the previous program chair about the program reviewers; determine which ones tend to be most (and least) responsive.
  • Seek more reviewers than you think you’ll need; tell them that they’ll review more papers than you think they’ll actually review. That way you can shift the load to different people if necessary.
  • Consider the balance between reviewers when you assign them to papers. For instance, for most papers, consider assigning reviewers from different continents to get an international perspective. Establish these assignation principles early, before you receive papers.

  • If you believe certain reviewers will tend to take longer, consider assigning them the first batch of papers early.
  • Let internal milestones lead external ones. For instance, if you need the reviews by May 1, ask for them by April 24. That way, if reviewers do not get their reviews in on time, you can either give them an extension or shift them to more reliable reviewers.
  • Use a spreadsheet or database to track reviews so that you can see who has and has not responded. You can also use this spreadsheet to track acceptances/declines. 
  • Determine a threshold for the number of papers to accept. Find balance between keeping quality high but also making sure that the conference breaks even. 
  • In extraordinary cases, don’t be afraid to overrule reviewers based on their reviews. Especially in a conference like SIGDOC, reviewers come from very different fields and may have different expectations and standards for papers. So one reviewer might not be able to see how the paper fits into the SIGDOC literature or might not understand why the paper is interesting to others in SIGDOC. In cases like these, you might send the paper to a third reviewer (if you have time). 
  • Write a message for each paper that summarizes the feedback and provides next steps. For accepted papers, synthesize the comments and point out what changes you would like to see (and what comments they don’t need to address). For rejected papers, give at least one constructive piece of advice about how they might retool the paper for a different conference.

Chapter Resources

Resources for creating or existing SIGDOC chapters

Links:

 

Planning for a SIGDOC chapter conference

Information for ACM Chapter-Sponsored Conferences can be found at:http://www.acm.org/chapters/professionals/toolkit/chapter-conferences

Please complete the necessary forms for ACM Chapter-Sponsored Conferences:http://www.acm.org/chapters/professionals/toolkit/chapter_event_tmrf.doc

Once the event is approved, we can include your proceedings in our DL and assign an ISBN, but we do not print the proceedings for Chapter-Sponsored Conferences.

The next step is to complete this budget form:http://www.acm.org/chapters/professionals/toolkit/chapter_event_tmrf_budget.xls

Finally, complete the form located at: http://www.acm.org/chapters/professionals/toolkit/toolkit under the heading budget spreadsheet.

For example, see the Eurosigdoc website: http://eurosigdoc.acm.org/