Annual Conference

Budget

The conference should budget 25% of income as surplus (15%) and contingency (10%). (Oct. 23, 1983)

S'85 asked to amend the budget to show 20% contingency and 10% surplus. (May 10, 1985)

Increase the EC transfer in the S97 conference budget to $400K (December 2, 1995)

Increase the minimum conference reserve from the ACM-mandated 20% to 27.5% of budgeted conference expense, and distribute unbudgeted conference surplus to reserve funds at 20% to organization reserve and 80% to conference reserve after the conference reserve is met. (December 2, 1995)

Conference reserve fund interest income should be exempt from the windfall division between the conference reserve fund and the EC reserve fund for S2000. In the future, it should not be listed as conference income. (November 10-11, 2000)

One policy change will be to have the ACM Executive Committee review the preliminary budgets for conferences, both early in the process and soon after the preceding conference. (March 26, 2003)

Donations/Organizational Transfer

Each SIGGRAPH conference must transfer 4.5 % of the income to the organization. The Conference Advisory Group requested that the ACM SIGRAPH Executive Committee waive this internal allocation on cash donations. This is not currently very much money. It was suggested that the issue might become larger as the SIGGRAPH conference pursues its endowment program. However, the current student volunteer endowment is exempt from these allocations.

Approved that ACM SIGGRAPH Executive Committee waive the income allocation on cash donations to the conference that are earmarked for a specific purpose and are under $10,000. (August 1, 2003)

[Conference/CRF Proposal] To approve the three-year reserve fund for the conference projects, with the following clarifications:

* Activities originally presented as "co-located workshops or mini-conferences with SIGGRAPH, similar to the Hardware Rendering Workshop," are in fact simply new conference programs.

* The budget item for inviting high quality research teams to display and present at the SIGGRAPH conference in the emerging technology exhibit refers to grants to offset the costs for specially invited research projects. These are intended to support the kind of interactive technology exhibit that would not normally come to a SIGGRAPH conference, not the usual exhibitors, and there will be an outside evaluation committee.

This proposal for conference reserve funds expenditures was approved in principle, with the details to be re-approved in each year's budget. Evaluations on the results of expenditures for SIGGRAPH 2002 and 2003 should be available in ample time to consider them for SIGGRAPH 2003 and 2004, and these line items will be highlighted when these future conference budgets are presented.

(December 19, 2001)

Comp policies

Complimentary Technical Program registrations are given to Executive Board members and to principal technical program speakers. Voted to extend this to:

? -? one for each designated principal artist in the Art Show

? -? SIGBOARD Area Director

? -? ACM Executive Officers

(Feb 28, 1982)

There will be one complimentary registration to a technical speaker for every accepted paper added to the allowable complimentary registrations. Also, the chair of every panel session receives travel, 1 night lodging, and complimentary technical program registration. All panel participants receive complimentary technical program registration. Artists receive complimentary art show registration, admittance to the film show, and tickets to the conference reception. (Jan 22, 1983)

The complimentary registration policy for the conference was adopted. (Not given.)

(Feb 4, 1984)

The conference comp. policy is amended to give course speakers and organizers (chairs) technical program registration and all travel reimbursements to conform to ACM rules. (Oct 12, 1984)

ACM Executive Committee should be added to the SIGGRAPH conference comp. registration policy. (May 10, 1985)

Amend comp. policy to grant three complimentary SIGGRAPH conference registrations to the chair of the IEEE Technical Committee on computer graphics and the editor-in-chief and one staff member of IEEE Computer Graphics and Applications. (October 30, 1988)

Contracts

Unanimously agreed the SIGGRAPH Executive Committee should be responsible for contracting conference management and exhibit management. (Nov 9, 1981)

Annual Conference Contracts Process

There were requests that the ACM SIGGRAPH Executive Committee receive more information about the competitive bids and how the contract committees reached their recommendations prior to the conference calls in order to understand better why a given bid was the best bid. It was agreed that this information would be available on future contract proposals. (November 19, 2003)

CPC/CAG

Agreed that the Conference Planning Committee (CPC) is an advisory group, and formal power rests with the Executive Committee. (June 16, 1984)

The EC representative to CAG policy approved. The EC Rep to CAG will be appointed at the May EC meeting prior to the start of the new term (July 1 ? June 30.)

Policy is online at http://www.siggraph.org/gen-info/policies/ECRepToCAG.shtml (January 27-28, 2001)

The EC representative to CAG policy revised (June 12, 2002) and replaced online.

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Revised Policy on ACM SIGGRAPH Executive Committee Representatives to the Conference Advisory Group

The duties and composition of the Conference Advisory Group

The ACM SIGGRAPH Conference Advisory Group (CAG) handles basic issues of the annual SIGGRAPH conference.

This includes, but is not limited to:

???? Strategic planning, both single and multi-year.

???? Defining and implementing policy that has multi-year impact.

???? Soliciting and selecting conference and CAG chairs.

???? Assisting conference chairs and committee members in all issues.

???? Helping with conference budget preparation.

???? Resolving single and multi-year conference issues.

???? Selection of conference sites.

???? Development and evaluation of RFPs for contracted services.

???? Reviewing and assessing CAG, conferences, and conference programs.

The CAG consists of the following voting members: four conference chairs (the current year's, the past year's, and the next two years'), the CAG chair and two Executive Committee (EC) representatives The Chief Staff Executive (CSE) is a non-voting member. All meetings are open, and guests are invited as needed. The CAG is also supported by professional staff that provides administrative services.

The responsibilities of the EC representative to CAG

The responsibilities of an EC representative to the CAG include, but are not limited to:

???? Being a full working member of CAG.

???? Serving as an information conduit between EC and CAG. This includes attending all CAG and EC meetings, alerting CAG when issues come up that should be handled by EC, and bringing appropriate issues to the attention of EC.

The qualifications of an EC representative to CAG

The ideal candidate will have the following qualifications:

???? Familiarity with the culture and processes of the annual conference, ideally as a previous conference committee member.

???? Familiarity with the ACM SIGGRAPH organization.

???? An understanding of ACM SIGGRAPH strategic plan , goals, and priorities

???? An understanding of which kinds of issues should be dealt with by the ACM SIGGRAPH EC or President.

???? A working knowledge of the computer graphics and interactive techniques industry.

???? The confidence of the members of EC.

???? The confidence of the members of CAG.

???? The ability and willingness to devote time as necessary to CAG work. This is estimated to be 2 to 4 hours weekly plus attendance at four to six CAG meetings, four EC meetings, and the annual conference, as well as other meetings deemed necessary each year.

???? The ability and willingness to reply promptly, i.e., within 24 hours, to all telephone, email, and mail communication on CAG and other ACM SIGGRAPH issues. When this is not possible, EC and CAG should be made aware of the temporary unavailability.

???? The ability and willingness to perform work on a wide variety of issues that might involve interaction with many people, leadership of small groups, assembly of material, and creation and presentation of reports.

???? The ability and willingness to communicate with others on issues that are sensitive and controversial.

???? The ability to listen to concerns of others and to know when private conversations should remain confidential and when it is appropriate that these conversations be shared.

???? The willingness to fairly represent CAG decisions in addition to his/her own views if they differ from the majority of CAG.

???? Respect for the work and opinion of others.

Term of office

The terms of an EC representative to the CAG will be two years in duration and will begin on July 1. A representative may serve at most two consecutive terms. The terms of the two EC representatives will be staggered, one selected annually.

Nomination and Selection

The candidates for the open EC representative to CAG position will be determined each year at the spring EC meeting, generally held in May. Candidates will be solicited prior to this meeting and may be nominated or self-nominated. Each candidate will provide a written position statement as backup for the EC meeting.

Candidates who are also members of the EC will leave the room for the discussion and vote. The representative must be selected by a majority. If this is not achieved on the first ballot, there will be run-offs between the top two candidates until such a majority is reached.

Initial policy prepared by Nan Schaller and Walt Bransford, February 2, 1999

Revised by Judy Brown, January 16, 2001

Revised further by Judy Brown and approved by ACM SIGGRAPH Executive Committee, June 12, 2002

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Exhibits

The Executive Committee formalized the establishment of its exhibits advisory committee and unanimously approved the following motion:

SIGGRAPH shall have an exhibits advisory committee, to be chaired by the current conference exhibits chair, with membership consisting of the past and next year's chairs and others from the SIGGRAPH exhibitor community as determined by the chair. A liaison to the SIGGRAPH Executive Committee will be appointed by the SIGGRAPH Chair. (July 26, 1984)

Note: No loger valid, since we no longer have a volunteer exhibits chair.

Exhibit space for the next conference is to be allocated at the current conference. (May 10, 1985)

To permit selling and order taking on the show floor. (February 9, 1992)

General Conference

Board expressed strong feeling against parallel sessions in the SIGGRAPH conferences. (Feb 23, 1978)

Note: This was changed in 1987

Agreed to make conference attendance lists available as long as the option to not be on the list is always made clear. (Feb 27, 1981)

Future conference chairpeople will be required to have a publicity packet available one year prior to their conference. (Feb 27, 1981)

Conference related travel will be restricted to coach airfare, hotel and current ACM Council rates per diem. (Feb 27, 1981)

Board agreed to do whatever possible to improve conference tutorial quality. Pre-conference meetings of tutorial instructors will be adopted this year. (Feb 27, 1981)

SIGGRAPH 81 sold conference attendee list to participating vendors. We will give ACM a mag. tap of attendees at cost and will not receive income if ACM sells it, but we retain the right to sell the list to vendors and any other group/organization we deem appropriate. (Feb 28, 1982)

Conference Guidelines, Goals&Objectives, and Charter documents were all three approved, but there are no copies of them. (Feb 4, 1984)

The technical program is the "primary" activity. Courses and exhibition are required, but are not primary activities. (Oct 12, 1984)

Annual conference guidelines printed on pg. 188-191 (Scanned and saved as separate document) One thing of notice is "addition of panel session ?.. is at the discretion of the conference committee. (October 1986)

SIGGRAPH conference technical program guidelines modified (pg.43 ? scanned and saved as separate document) (August 1, 1987)

Model for SIGGRAPH conference fee structure is scanned and saved as separate document. (August 1, 1987)

Removed the phrase from the conference guidelines "paper sessions will not run in parallel." (Oct 24, 1987)

Papers, courses and panels chairs should not make submissions to their respective committees. (May 8, 1988)

Revised conference guidelines accepted. (Note: guidelines not printed.] (May 21, 1989)

Title change from "nth National Conference on Computer Graphics and Interactive Techniques" to "nth International Conference on Computer Graphics and Interactive Techniques." (August 11, 1990)

The SIGGRAPH EC must approve all release forms for SIGGRAPH conferences. (November 1-2, 1991)

EC strongly recommends that the award presentation and keynote address be scheduled for a time contiguous with papers and panels sessions. (January 9-10, 1993)

The conference guidelines should be amended as follows: The papers and panels sessions shall be at least three and at most three and a half contiguous days during the conference week. (January 9-10, 1993)

Conference fee structure changed, pg. 214 (saved as separate document. (December 4-5, 1993)

(Note: It has changed again since then.)

[Annual Conference/Conference Management]

Changes in SIGGRAPH Conference Management, pg. 71 ? 72.(November 1995)

(Note: It has changed again since then.)

New conference management model presented (the ?Queen Anne report? and approved.? Details not included here. (April 8, 1995)

Note: Changed again since then.

To accept the 1998 SIGGRAPH Conference Management Model, with the exception of the parts concerning the Chair of the Conference Advisory Group (CAG) and the Executive Committee representative to CAG. (May 2-3, 1998)

Note: Changed again in 2002

The Conference Management Model was amended to the following:

* two EC representatives to CAG, instead of one

* EC representatives will be selected by EC

* CAG Chair will be nominated by CAG and selected by EC (December 12-13, 1998)

Note: Changed again in 2002

Conference Management Model updated in 2002, approved in May, 2003. The current, updated Conference Management Model is online at http://www.siggraph.org/conferences/cmm_2002.pdf

[Annual conference/Mission]

Conference mission statement approved. (May 17, 1997)

SIGGRAPH Conferences - Long-Range Mission

The annual SIGGRAPH conference and its year-round initiatives provide unique crossroads for a diverse community of researchers, developers, creators, educators, and practitioners.

Our continuing mission is to be the premier annual conference on leading-edge theory and practice of computer graphics and interactive techniques, inspiring progress through education, excellence, and interaction.

SIGGRAPH Conferences - Fundamental Goals

?- Premier status as measured by community loyalty, contributor quality,

?? external recognition, and competitor response.

?- Leading edge as recognized by discipline experts and the industry at large.

?- Effectiveness of education, interaction, and excellence as measured

?? by contributor, committee, and community satisfaction and involvement.

?- Sustainable continuity as measured by volunteer commitment,

?? community interest, and financial self-sufficiency.

SIGGRAPH Conferences - Objectives

The following objectives should guide conference actions to achieve the fundamental goals and fulfill the mission:

?- Encourage volunteer spirit

?? At every level and focus, community contributors and supporters willingly give their energy and resources for the essential value of a fulfilling conference experience. To preserve this natural resource and remain viable, conferences must recognize, encourage, and reasonably support the effective participation of their constituents.

?- Promote excellence and sustain quality

?? Conferences promote excellence by attracting and delivering high-quality results in a variety of disciplines. High standards for integrity, content, presentation, and experience support the attainment of conference goals. Quality should outweigh quantity in all decisions.

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[Annual conference/Contributor recognition]

Contributor recognition guidelines approved with EC-recommended modifications to be considered by CAG.? (document is not included in issue) (May 17, 1997)

[Annual conference/sponsorship]

CAG policy was reported to not accept sponsorship for things we would ordinarily be doing, and a general sponsorship policy for the organization was requested so that CAG could evolve its policies based on that general policy. (May 17, 1997)

[Conference reserve fund]

Conference reserve fund proposal process. (December 5-7, 1997)

The Conference Reserve Fund (CRF) is an account maintained by ACM with moneys returned by the conference above the specified allocations to the ACM SIGGRAPH Executive Committee and ACM. The CRF requires a minimum balance as a reserve to cover conference losses. Funds above the minimum balance are available for conference special project expenditures. Any individual may submit a formal proposal to the CAG for special project funding at any time. The CAG reviews and approves special projects within six months after they are proposed. Upon CAG approval, the proposal is forwarded to EC for final review and approval.

In managing any CRF-funded project that is part of the annual conference, the project expenses will not be accounted for in the conference expense until after the conference surplus is calculated and the EC portion of that surplus is determined.

[Annual conference/student volunteers]

[To create an endowment in the amount of $750,000 from the CRF for student volunteer travel grants. (December 5-7, 1997)

[Annual conference/Animation Festival]

That SIGGRAPH's annual Conference Animation Festival be proposed before the Board of the Academy of Motion Picture Arts and Sciences for consideration as an automatic qualifying festival for Academy Awards nominations. AMPAS approved adding SIGGRAPH to the qualifying festivals for animated short films (less than 40 minutes.) The academy will not publicize it, and SIGGRAPH is not allowed to publicize the relationship with the Academy. (December 12-13, 1998)

Note: We do not follow the policy in the last sentence

[Annual conference/Need to bring symposia or liaison activities to Vice Chair]

Any conference activities that deal with any kinds of symposia-type activity or with exchanges between the conference and another conference or organization should be brought to the attention of the Vice President. (December 19, 2001)

[Annual conference/Panels]

Panels program waiver

The conference requested a one-time waiver by the Executive Committee of the required conference panels program for the SIGGRAPH 2003 conference, for budgetary reasons. This was approved (5,1,2).

[Annual conference/location]

Waiver on location policy

The conference advisory group requested a one-time waiver of the policy to alternate having the conference on the west coast one year and non-west coast on alternate years, for financial reasons. This was approved (8,0,0).

[Annual Conference/Co-located conferences]

Co-located Conferences

All small conference activity is the responsibility of the ACM SIGGRAPH Vice President. The Conference Outreach Chair reports to the Vice President for any small conference activity and to the Conference Chair for other outreach activity, such as bringing new content into the conference programs. There will be no symposia co-located with the SIGGRAPH conference that have not gone through the ACM review process and been approved by the Vice President and ACM to be sponsored, co-sponsored, or in cooperation with ACM SIGGRAPH. (October 23, 2002)

Site selection

Conference site selection should be a 6-year cycle to rotate between West Coast, mid-West and East Coast. (July 28, 1983)

To transfer responsibility of the conference site selection from the EC to the CPC, subject to final approval of each site by the EC. (October 12, 1985)

Site selection guidelines printed on pg. 313-314, scanned and saved as separate document. (October 1987)

Revised SIGGRAPH site selection criteria (pg. 47 ? 49). Scanned and saved as separate document (August 11, 1990)

Conference rotation guidelines were announced by CPC with two years of every three to be west coast sites. (May 4, 1996)

Waiver on location policy

The conference advisory group requested a one-time waiver of the policy to alternate having the conference on the west coast one year and non-west coast on alternate years, for financial reasons for S2003. This was approved (8,0,0).