Submitting the Preliminary Approval Form PAF and the

Submitting the Preliminary Approval Form [PAF] and the Technical Meeting Request Form [TMRF] Diana Brantuas Budget Coordinator brantuas@hq. acm. org 1 -212 -626 -0617 1

PAF • The PAF is a simple form that requires basic conference information: dates, location, proceedings plans, the Call for Papers deadline and the conference URL if available. The form is short and can be completed quickly. It provides ACM volunteer leaders the preliminary information necessary to evaluate the event. • The PAF also requires the chair, program chair, and treasurer positions to be included. • ACM recommends the PAF to be submitted 18 -24 months in advance. • The PAF is submitted online http: //cms. acm. org/tmrf/cms_paf. cfm • The PAF can only be used by conferences that have been sponsored by ACM/SIG before. New events would need to complete the full TMRF for approval. 2

PAF When a PAF comes in: • It’s reviewed for completeness. • The conferences dates are checked to see if they conflict with a major holiday. • An email is sent out with a link with all submitted information for your review. When received, you should review the information and make sure there are no conflicts. If there any questions please let me know and I will work with the organizers to resolve it to your satisfaction. 3

PAF Once you have given your endorsement of the PAF: • An email to inform the Event Contact or General Chair of preliminary approval will be sent out. Organizers may then distribute the Call for Papers for the event. A direct link to complete the TMRF for the event is included in the email. • The event will appear in the Calendar Section of the Communication of the ACM [CACM] as well as the ACM online calendar. • Hotel Contracts may be processed and executed. If the conference dates or location changes, the PAF will sent back out for your re-endorsement with the new changes. 4

TMRF The overall purpose of the TMRF is to collect the information that is necessary to evaluate the event being proposed for ACM/SIG approval. Also to evaluate both the technical merit and financial plans for the event. This form is submitted online. http: //cms. acm. org/tmrf/ ACM recommends that the TMRF be submitted 12 months prior to the conference. 5

TMRF The TMRF consists of three parts: • Part One – Conference information including the information on the overall topics, paper selection, tutorials, proceedings • Part Two – Budget • Part Three – Budget Rationale and Statement of Understanding 6

TMRF When the TMRF is submitted it is reviewed for the following: • All required fields are completed • The budget has all standard elements such as allocation and contingency. • The budget is similar to historical data with any inconsistences for the current year have a rationale included. • If the conference is taking place outside the US, we check that all our tax obligations have been considered. 7

TMRF While ACM is tax exempt in certain US states, ACM is not exempt from VAT/GST outside the US. Each country has its own set of VAT laws and requirements. These laws may change frequently. Factors such as conference size, technical content and associated organizations may play a role in VAT requirements. Most countries require the conference to pay VAT on both conference income and expenses. ACM utilizes a VAT Advisor who researches these requirements as needed. 8

TMRF • Once reviewed, an email will be sent out to you with a ‘budget memo’ link. This link includes the conference information, the budget file, and a break down of the budget numbers by category. • The link also includes the financial numbers of the prior two years of the conference to aide in your review. You will need to review the budget and rationale included. If you have any questions you can let me know and I will work with the organizers to make any edits necessary. 9

TMRF Once you give your approval, an email is sent out to the conference chair informing them. A signed approval letter is also mailed out to the chair as well. We understand that the TMRF is a living document. If changes to the budget need to be made, we require it to be re-approved if the bottom line changes more than 15% or registration rates are changed. If the budget needs re-approval I would contact you with the revised budget and rationale behind the necessary revisions. 10