Conference Operations and Logistics

1. Conference Operations and Logistics Program Coordinators: Conference Logistics Stephanie Smith Smith_s@acm.org 212.626.0612 (direct) 212.302.5826 (fax)

2. Hotel and Convention Center • Amendments to contracts (changes to sleeping room block, meeting rooms, etc.) • Setting up a master account/direct bill so ACM can pay bill post-conference • Coordinate deposits and final payments • Introduce committee to convention service manager (CSM) • Assist CSM and conference committee in decisions for food orders, a/v, signage and room set-up

3. Registration, Paper Submissions and Other Contracts • Preferred Vendors • Self-service Registration: RegOnline • Registration Management: Executivevents • Paper Submissions: We can provide contact information for a few preferred vendors • Executing Contracts • We can assist in executing contracts for any other needs of the conference including entertainment, social events and a/v

4. Preparing for a ConferenceSetting up a bank account ACM in-house bank account • The in-house bank account is managed and held by ACM. • The account is set up when the first income is received or the first invoice or deposit is made on the conference’s behalf. • While Volunteers do not have access to the account, they can request access to an on-line report called conference in process (CIP). This report is updated once a month. • Benefits of using the in-house account • We can issue funds in most currencies by check or wire-transfer • Account automatically keeps a log of all expenses • Makes closing of conference uncomplicated and trouble-free • Expenses • Invoices: Original copies necessary and ACM listed as the payee • ReimbursementsRequest/Travel Grants/ Honorariums: ACM form and provide original receipts. SS# is required for Honorariums • Approvals: Program Coordinators will email and request approval before making payment • Income • Corporate Support/Exhibitors: Payments can be made by check, wire transfer or credit card. We can provide invoices if needed. • Registration: Our ACM Preferred Vendor had a Merchant account set up that is directly connected to the conference in-house account • Miscellaneous Income: (extra pages, on-site sales, etc.): All checks should be sent to me.

5. Preparing for a ConferenceBilling University Bank Account/Account Outside the US • Outside bank accounts should only be utilized if it is absolutely necessary • Must complete forms and give ACM COO and Director of Finance signatory authority on account and send monthly detailed bank statements • All revenue must be returned to ACM at end of conference with necessary back up files • A detailed final report will be necessary to close the conference for historical purposes VAT (VALUE ADDED TAX) • It is important to research and understand the VAT laws and requirements in the country you are choosing to hold your conference • Most countries require the conference to pay VAT on both conference income and expenses • It is important to include these fees within your budget • In most situations, VAT can be recovered • ACM has a preferred VAT Tax Account at the Conference disposal for a minimal fee