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Co-Locating a Symposium or Conference with SIGGRAPH

Forms Required to Co-Locate with SIGGRAPH


How to Co-Locate with SIGGRAPH 2016

Are you interested in co-locating a symposium or conference in Anaheim with SIGGRAPH 2016?

First, work with the ACM SIGGRAPH Small Conference Committee Chair to get approval for Co-Locating with SIGGRAPH 2016. This will require filing both a PAF (Preliminary Approval Form) and a TMRF (Technical Meeting Request Form) to get a budget approved; see pricing information below, which should be included in the budget prepared for your TMRF.

Once your symposium or conference is approved by the ACM SIGGRAPH Small Conference Committee, it will be forwarded to the Conference Advisory Group for its approval.

Please note that co-location space is not available in the Anaheim Convention Center for SIGGRAPH 2016.

If you would like to host your event in an official SIGGRAPH 2016 hotel, the following procedures apply:

1. SIGGRAPH 2016 has control of all meeting space in participating hotels starting on Sunday, 24 July. Complete the Space Request Form for the hotel of your choice. SIGGRAPH 2016 will work with the hotel to release the space needed at the preferred hotel to the co-located group main contact.

2. If meeting space is needed prior to Saturday, 23 July, the co-located group contact will need to work with the ACM SIGGRAPH Small Conference Committee Chair and ACM on negotiations for your preferred location.

Co-Location Plans

SIGGRAPH 2016 provides two options for co-location:

Plan Location Days* Services Provided by SIGGRAPH 2016 Fees Charged by SIGGRAPH 2016
Offsite, no registration Anywhere Concluding by 24 July 1. Website Listing
2. Poster space in SIGGRAPH 2016 Posters Program
$0
Offsite, with online registration Anywhere Concluding by 24 July 1. Website Listing
2. Registration through RegOnline
3. Poster space in SIGGRAPH 2016 Posters Program
$0

*Official SIGGRAPH 2016 sessions begin Sunday, 24 July at approximately 1:00 p.m.

Notes:

1. At all official conference hotels, SIGGRAPH 2016 has all meeting space reserved beginning at 8 am on Saturday, 23 July. SIGGRAPH 2016 will release space under their control to any approved co-location event, for Saturday, 23 July and Sunday, 24 July. The Co-Location Organizers and their ACM contact will need to coordinate all details once space is released, including discussing any applicable fees or minimums that may apply for use of the space.

2. For space at official conference hotels, prior to Saturday, 23 July, Co-Location Organizers should work with ACM on negotiations and contracting for the selected hotel.

Service Details

1. Website Listing
Your co-located event will be listed on the conference website, with a basic template giving information such as brief description, date, and location, as well as a link to your own website.

2. Registration
Online registration through RegOnline will be provided at no cost to those specialized conference that wish to make use of it, courtesy of ACM SIGGRAPH. Registration reports will be provided on a regular basis. This system supports early, late and student registration fees. If you need any additional customization, additional charges will apply (at-cost from SIGGRAPH 2016’s registration vendor). All pre-registered attendee badges must be picked up by your designated representative the day before your event starts. You are responsible for distributing these badges at a “welcome table” at the door of your event. SIGGRAPH 2016 will not provide staff to help distribute badges to your attendees. A dedicated registration counter in the SIGGRAPH registration area of the convention center will be made available the day before your sessions begin for walk-in registrants. These individuals will be able to pay their registration fee and receive their badges at this counter.

3. Meeting Space
Conferences co-locating with SIGGRAPH 2016 may request the assistance of ACM SIGGRAPH to obtain nearby space outside of the convention center.

FAQs

Is there a maximum number of attendees?
SIGGRAPH 2016’s fees for services anticipate a maximum of about 250 attendees. Beyond that, additional costs may be incurred. Let us know if you anticipate more than that number, or if you are interested in setting registration limits.

Is there a minimum number of attendees?
SIGGRAPH 2016’s services do not require a minimum number of attendees. Note however, that the hotel or convention center’s in-house catering services typically have a contractual minimum quantity of food and beverage that you are liable to pay for, even if you have fewer attendees than anticipated.

Can Co-Located Organization include their posters with SIGGRAPH 2016’s Poster Program?
Yes. co-located groups can transfer a maximum of 10 posters to the SIGGRAPH 2016 Posters area. Any co-located groups interested in having their posters displayed at SIGGRAPH 2016 must contact the ACM SIGGRAPH Project Manager by Wednesday, 20 July, so arrangements can be made.