SIGCHI Complimentary Registration, Conference Courtesies, and Conference Support Guidelines for SIGCHI Sponsored Conferences

Effective Date:  June 1, 2014

Replaces: SIGCHI Complimentary Registration, Conference Courtesies, and Conference Support Policy for CHI Conferences, January 1, 1995

Responsible SIGCHI Officer:  Vice-President for Conferences

Last updated: Apr 12, 2017

INTRODUCTION

SIGCHI conferences are mostly volunteer run. From the Chairs to each individual volunteer, many people contribute to the making of successful and prestigious events.  Volunteers participate for a variety of reasons.  There is no way that SIGCHI can fully compensate these volunteers for their time and energy.

The purpose of this policy is to set expectations on the part of volunteers and to provide budgeting and implementation guidance to conference chairs.

This policy is intended to establish the level of courtesies extended to the volunteers and other persons from year to year and from conference to conference.  This policy is applicable to the annual CHI Conferences as well as ongoing conference series sponsored or co-sponsored (over 50%) by SIGCHI.

BACKGROUND

In the past several years, there has been a growing dependence on contractor support to off load the historically severe burdens on volunteers. There continue to be increases in direct costs associated with each attendee at a conference.  Increased budget pressures reflecting the economic times and increases in direct costs require more careful attention to the allocation of resources reflected in the conference budgets.

PHILOSOPHY

SIGCHI has adopted six goals for the conferences which it is responsible for managing. These are:

  1. Bring in new people to the field
  2. Develop people in the SIGCHI community
  3. Keep the HCI field intellectually, technically and creatively alive
  4. Disseminate information to conference participants and the field
  5. Develop reputation and recognition of HCI as a field and SIGCHI as the leading organization in the field
  6. Support HCI research and practice through educational activities, networking opportunities, and the exchange of ideas

This policy is written to support these goals within SIGCHI conferences.  Specifically, the policy establishes mechanisms to:

  1. Meet the needs of volunteers and others who need access or resources to do their jobs.
  2. Support students, in recognition of their importance to the future of the field.
  3. Provide appropriate courtesies to SIGCHI guests, the press, etc.
  4. Waive registration fees for those who are unable to participate in conference activities because of their role in the conference.

It is desirable to have the elected officials of the Society or the SIG attend the conferences which are sponsored by SIGCHI.  While in attendance, they must be available to conduct society or SIG business or to meet with the membership, and it is therefore unreasonable to expect them or their organizations to pay their registrations at the conference.

Conference chairs have undertaken the management of a complex process, and many factors enter into achieving a successful conference.  Conference chairs must have necessary flexibility to use this policy to achieve the vision of their conference.  This policy does not preclude chair's from extending courtesies which they feel are necessary to carry out the vision of their conference, which are financially responsible and do not violate existing ACM guidelines.

COURTESIES

Several forms of courtesies are addressed by this policy. These include complimentary registration, Committee Dinner, Thank You Party, honorariums, direct support, and conference products.

  1. Complimentary registration includes full Conference registration (currently defined as admission to the technical program and social events and those conference products distributed to all paying attendees, not additional costs like paid workshops and courses).
  2. The Committee Dinner is an event that some conferences host to recognize their committee.
  3. The Thank You Party is an event that is often held at the conclusion of the conference.
  4. Honorariums are commonly paid to certain invited speakers, such as plenary speakers, as compensation for their contribution to a conference.
  5. Direct support might include housing support for the duration of the conference.
  6. Conference products (Course Notes, proceedings, etc.) are those products of the conference available to attendees.

CATEGORIES OF COURTESY RECIPIENTS

RATIONALE FOR COURTESIES ELIGIBILITY

Within the overall goals outlined above for SIGCHI conference series, there is significant diversity in both the size and scope of sponsored conferences.  Not all of the roles discussed below exist or require the same investment of time across all conference series.  Chairs should exercise discretion in applying these policies to their conference.

COMPLIMENTARY REGISTRATION

Complimentary registration should be used sparingly. In the past, over use of complimentary registration has had significant negative impacts on the financial health of the conference. Situations in which complimentary registration may be used include:

DISCOUNTED REGISTRATION

Conferences may, at their discretion offer a “companion rate” for a delegate companion. A delegate companion is a person who isn’t a researcher in HCI (i.e. someone who will be attending sessions anyway) but who is attending the conference to provide personal care assistance for the delegate.

COMMITTEE DINNER

At the discretion of the chairs, dinner invitations may be extended to members of their conference committee to celebrate the completion of the conference.

STUDENT VOLUNTEER PARTY

Traditionally, at the end of the conference, there is a student volunteer party to thank the student volunteers.  At the discretion of the student volunteer chairs, in addition to all student volunteers that completed their requisite number of hours, they might invite:

 

HONORARIUM FOR INVITED SPEAKERS        

Plenary speakers

Plenary speakers are traditionally given honoraria as compensation for their contribution to the conference.

Other invited contributors

At the chairs' discretion, other invited contributors may be offered an honoraria as compensation for their contribution to the conference.  In general, honoraria for other invited contributors are discouraged.

CONFERENCE PRODUCTS

A copy of each conference product should be offered to the appropriate volunteer(s) who were responsible for the development of that product (i.e., the course notes from their course for each course instructors, full set of course notes for the course chair(s), video for the video chair, etc.) and to the conference chairs.

OTHER DIRECT CONFERENCE EXPENSES

Direct Expense (Hotel/Food/Travel) are those expenses incurred by a volunteer in the conduct of their duties for the conference.

When a volunteer's attendance at the conference is necessary for them to perform their job, direct expenses should be considered as part of the cost of the conference, rather than as a courtesy.  (In many cases, the volunteer's employer/sponsor may pick up these costs anyway.)

As always, ACM/SIGCHI should be the funder of last resort.

BUDGETING

Conference chairs and treasurers should insure that the costs of courtesies are adequately budgeted, with attention to the actual cost of each one as well as the inability to realize any profit associated with the courtesy if it would have been paid for otherwise.

There are significant numbers of potential recipients in some of the recipient groups.  Careful analysis of the likelihood of people in these groups attending, and whether or not they would receive the courtesies through participation in another group, is necessary to determine the expected costs.

IMPLEMENTATION

Conference chairs are solely responsible for authorizing the extension of any courtesy to an individual. Chairs must ensure that the list of approved courtesies be provided to the appropriate conference committee member or staff in a timely manner to allow for adequate planning and preparation of materials.

Conference chairs may not extend complimentary courtesies for conferences other than their own.

EXCEPTIONS

The Conference Chairs of a particular conference can, when appropriate, offer additional courtesies to enhance the goals and/or themes of their conference.

Exhibitors are the subject of a separate policy.

POLICY UPDATE

This policy reflects a particular organizational structure of SIGCHI and its conferences, and will be updated as these organizations evolve.  The SIGCHI officer responsible for this policy is the Vice-Chair for Conferences.

QUICK REFERENCE

 

Conference

Registration

Committee Dinner

SV Party

Honorarium

Conference Products

Direct Support

Press

Yes

No

No

No

No

No

Plenary Speakers

Yes

No

No

Yes

No

Yes

ACM/SIG Officials

Yes

No

At SV Chair Discretion

No

No

No

ACM Staff

Yes

No

Yes

No

No

No

Qualified Committee Members

Yes

Yes

At SV Chair Discretion

No

If appropriate

If required

Other Committee Members

No

Yes

At SV Chair Discretion

No

No

No

Conference Staff

Yes

Chair’s Discretion

Yes

No

No

If required

Course Instructor

See CHI Course Policy

No

No

See CHI Course Policy

Their notes

No

Doctoral Students

Yes

No

At SV Chair Discretion

No

No

See Doctorial Consortium Policy

Accessibility Chair

Yes

Yes

Yes

No

No

No

Student Volunteers

Yes

No

Yes

No

Surplus

No

Corporate Sponsors

Yes

No

No

No

No

No

SIGCHI Award Winners

Yes (provided by SIGCHI)

No

No

See SIGCHI Award Policy

No

See SIGCHI Award Policy