Version: 8 May 2014
Contact: ACM SIGGRAPH Small Conferences Chair
ACM SIGGRAPH welcomes the opportunity to sponsor, co-sponsor or provide “in-cooperation” status to small conferences and workshops that may be of interest to our members. This handbook is designed to provide information to small conference organizers wishing to gain the appropriate ACM SIGGRAPH status.
A request for one of the above statuses is administered by ACM and needs approval from the SIGGRAPH Small Conferences Committee (SCC). The basic requirements for in-cooperation or sponsorship status are as follows:
A complete list of requirements can be found in the ACM Conference Manual: http://www.acm.org/sigs/volunteer_resources/conference_manual
4. Approval Process
Conference organizers are urged to read the ACM conference manual for complete details on obtaining sponsorship/co-sponsorship or in cooperation status with ACM SIGGRAPH:http://www.acm.org/sigs/volunteer_resources/conference_manual/manual_read_me
Cooperation will be undertaken only if all of the following are established or estimated to be true:
To request in-cooperation status, fill out ACM’s In Cooperation Technical Meeting Request Form, located at: http://www.acm.org/sigs/volunteer_resources/conference_manual/incoop.
An In-Cooperation TMRF consists of:
Other organizations seeking to use the ACM or ACM SIG name(s) must provide proof of nonprofit status as well as proof of insurance
ACM and the ACM SIGGRAPH Small Conferences Committee will review the TMRF. ACM will notify the organizers of the event upon approval.
The purpose of the ACM Conference Approval Process is to insure that quality material is presented and the planning process is carried out in an organized fashion.
To request approval for a sponsorship/co-sponsorship:
The overall purpose of the ACM Technical Meeting Request Form (TMRF) is to collect the information that is necessary to evaluate the conference being proposed for approval. The TMRF should be looked at as a basic planning document to help you identify decisions, which must be made in the planning process.
The TMRF requests information on conference title, sponsors, dates, location, facility, as well as a complete budget.
Current Conference – 2012
Total Attendance Member
Total Attendance Non Member
Total Attendance Student
Conference Food and Beverage
Expense total (ET)
ACM/SIG Overhead Fee(0.1*ET)
Current Conference – 2012
Budget Notes: The SIGGRAPH overhead allocation rate is 10%. This is calculated as 10% of all expenses excluding the contingency fee. The contingency fee is typically 15%, but can vary depending on the number of co-sponsors.
Overhead Allocation = $14,447 x 10% = $1,444.70
Contingency - ($14,447 + $1,444.70) x 15% = $2,383
For co-sponsored conferences, the overall allocation rate is determined by the following formula: Sum of all [(Each Sponsor allocation rate) * (Each Sponsor percentage financial stake)]
For complete guidelines on filling out the TMRF, refer to the ACM Manual at http://www.acm.org/sigs/volunteer_resources/conference_manual
The budget has to be submitted to ACM and it is forwarded to the SIGGRAPH Small Conference Committee. Both ACM and the SC check the budget and any change requests will be communicated through ACM. A revised version can then be submitted.
ACM will inform organizers of the approval of the event.
ACM SIGGRAPH also requires that the organizing committee agree that within 3 months after the conference, a short post-meeting report summarizing the results is to be forwarded to the Small Conference Committee of ACM SIGGRAPH.
A table is to be provided in the registration area for a display of ACM SIGGRAPH membership and publication literature if requested.
5. Profitable Conferences
Should the event make a profit, ACM SIGGRAPH will fund grant proposals from conference organizers for up to 50% of the profit from the previous year’s conference for something that would enhance the conference, ie, something that would increase attendance of women or students. The Small Conferences Committee will evaluate the proposals.
6. Conference Series Organization
An event series should maintain continuity through a steering committee. SIGGRAPH conference series can apply to the SCC for web space to house the steering committee web pages. The steering committee should select the location, the organizers, and the date of the next event, bearing in mind possible constraints such as collision of the date with other events or existing agreements about co-location, which have to be taken into account.
The selection should be performed at the latest at the event preceding the intended one, i.e. usually about one year in advance. The work involves producing a call for papers, a budget plan, and the filled and signed ACM forms.
7. Co-Located Conferences
Conferences that would like to co-locate with SIGGRAPH or SIGGRAPH Asia should following the following process:
Apply by submitting the following forms:
And Communicate: Inform the Small Conferences Chair that your conference wishes to co-locate with SIGGRAPH/SIGGRAPH Asia. The SCC chair will serve as the liaison between the small conference and the SIGGRAPH conference organization.
There are numerous options available to the co-located conferences, including space in the convention center, use of the SIGGRAPH conference registration system, AV packages. The various options available are included with the Co-located Space Request Form.
The SIGGRAPH conference web site will also publicize general information regarding the co-located conferences.
For more information on co-locating with the upcoming SIGGRAPH conference, see the Co-Locating a Conference with SIGGRAPH page of SIGGRAPH.org.
8. Open Access Options for Small Conferences
ACM SIGGRAPH has said we will participate in the Open Access process. Any small conference may request to participate in the Open Access program, but the EC will make the final decision as to whether a conference may participate.
There are two parts to Open Access. Conferences may elect to participate by choosing either Part 1 or Part 2, or both.
Access to conference publications will be accessible by anyone beginning two weeks prior to the conference and running for four weeks. Conference publications can include the conference proceedings and any other published content. A requirement for making this access available is that notification of availability of Open Access must be publicized in the call for participation. ACM requires a 3 year commitment if a conference decides to offer Open Access to its publications.
The second part of Open Access is:
SIGGRAPH will allow open access for the most recent instance of the conference through ACM Author-izer links on the ACM SIGGRAPH website. These links will remain available until the next conference. ACM SIGGRAPH will be provided these links by ACM for inclusion on the publications section of the organization website. This is also a 3 year commitment.