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Co-Locating a Symposium or Conference with SIGGRAPH

Key Deadlines for Co-Locating with SIGGRAPH


How to Co-Locate with SIGGRAPH 2014

Are you interested in co-locating a symposium or conference in Vancouver with SIGGRAPH 2014?

First, work with the ACM SIGGRAPH Small Conference Committee Chair to get approval for Co-Locating with SIGGRAPH 2014. 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.

If you would like to host your event in the Vancouver Convention Centre, the Space Request Form must be completely filled out and returned to the ACM SIGGRAPH Project Manager no later than Wednesday, 7 May, 2014. Space is available in the convention centre starting on Wednesday, 6 August. All events must be completed by Sunday, 10 August, as they cannot compete with the official SIGGRAPH 2014 program.

If you would like to host your event in an official SIGGRAPH 2014 hotel, the following procedures apply:

1. SIGGRAPH 2014 has control of all meeting space in participating hotels starting on Saturday, 9 August. Complete the Space Request Form for the hotel of your choice. SIGGRAPH 2014 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, 9 August, the Co-Located Group contact will need to work with ACM SIGGRAPH Small Conference Committee Chair and ACM on negotiations for your preferred location.

Co-Location Plans

SIGGRAPH 2014 provides four plans for co-location:

Plan Location Days* Services Provided by SIGGRAPH 2014 Fees Charged by SIGGRAPH 2014
Onsite One Day Convention Centre 9 August or 10 August 1. Website listing
2. Registration
3. Meeting Space
4. Management Support
5. Point-of-Entry Sign
6. Poster space in SIGGRAPH 2014
Poster Program (maximum 10 posters)
$5,500
Onsite Two Days Convention Centre 9-10 August 1. Website Listing
2. Registration
3. Meeting Space
4. Management Support
5. Point-of-Entry Sign
6. Poster space in SIGGRAPH 2014
Poster Program (maximum 10 posters)
$6,700
Offsite, no registration Anywhere Concluding by 10 August 1. Website Listing
2. Poster space in SIGGRAPH 2014
Poster Program (maximum 10 posters)
$0
Offsite, with registration Anywhere Concluding by 10 August 1. Website Listing
2. Registration
3. Poster space in SIGGRAPH 2014
$1,000

*Official SIGGRAPH 2014 sessions begin Sunday, 10 August at approximately 1:00 p.m.

Notes:

1. At all official conference hotels, SIGGRAPH 2014 has all meeting space reserved beginning at 8 am on Saturday, 9 August. SIGGRAPH 2014 will release space under their control to any approved co-location event, for Saturday, 9 August and Sunday, 10 August. 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, 9 August, 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 
For plans that include registration services, the fee includes using SIGGRAPH 2014’s existing registration system, badge stock and badge holders. 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 2014’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 2014 will not provide staff to help distribute badges to your attendees. A dedicated registration counter in the SIGGRAPH registration area of the convention Centre 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
For the onsite plans (Onsite One Day and Onsite Two Day), SIGGRAPH 2014 will provide meeting space in the convention centre. Space can be set as requested by organization. Additional charges may apply for requests that have special needs beyond normal classroom or theatre type sets. A registration table outside the room as well as a signage at the point of entry will also be provided. The session room will be assigned from available meeting rooms and matched as closely as possible to your needs. SIGGRAPH 2014 will not provide staff to distribute registration packets or act as badge checkers; you must provide your own staff for these functions.

4. Audio/Visual & Internet
While no audio/visual or internet access costs are included in the onsite plans (Onsite One Day and Onsite Two Day), Conference Management staff will work with the official SIGGRAPH 2014 A/V service provider on your behalf. Costs for A/V vary based on needs. The Conference Management staff will provide a quote from the service provider once your needs are determined.

5. Management Support
For the onsite plans (Onsite One Day and Onsite Two Day), SIGGRAPH 2014 will provide dedicated Conference Management staff to:

  • Coordinate information needed by the convention centre to include room setups, electrical, information on technical materials for distribution onsite, etc. The Conference Management staff will prepare specification documents to submit to the appropriate parties.
  • Coordinate information needed by the caterers to include food and beverage needs. The Conference Management staff will prepare specification documents to submit to in-house caterers. (Note that catering costs vary based on the menu you choose.)
  • Coordinate information needed by the A/V and/or networking teams. The Conference Management staff will prepare specification documents to submit to the appropriate parties. (Note that costs vary based on the equipment you need.)
  • In advance, work as liaison between Facility/Caterer/AV/Networking Providers on all pre-planning details.
  • Work with appropriate parties to create signs with your logos and information for point-of-entry.
  • Create overall logistical schedule of event including setup, session starts and ends, planned breaks and lunches, and teardown schedule.
  • Coordinate delivery of technical materials and distribution to your session room.
  • Onsite, oversee setup, food/beverage functions and general convention centre logistics.
  • Assist during teardown on shipping of any leftover technical materials.
  • Review/dispute/approve the Master Account from convention centre, A/V and/or Networking provider & caterers and submit final budget recap of all expenses.

FAQs 

What other costs should I expect if I select one of the Onsite Plan Options?
Costs for food and beverage (e.g., coffee breaks, snacks, or meals). Note that the convention centre requires you to use their in-house caterer; you cannot bring in your own food or drinks. And note that there may be a contractual minimum quantity of food & drink that you must order.

If you need Audio Visual equipment, you will be responsible for all charges. If you prefer bringing your own equipment, let your Conference Management contact know so they can determine if special arrangements can be made.

If you need customization of the registration mechanism, non-standard room setups, electricity beyond normal lighting, or any Internet connectivity, those incur extra costs.

If you want to arrange special events offsite, those incur extra costs. Please note, Conference Management staff time does not include planning or attending off-site events, only those taking place within the convention centre.

The ACM Small Conferences Chair can explain the costs for producing proceedings or other technical materials.

Is there a maximum number of attendees?
SIGGRAPH 2014’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 2014’s services do not require a minimum number of attendees. Note however, that the hotel or convention centre’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 2014’s Poster Program?
Co-Located groups can transfer their posters to the SIGGRAPH 2014 Posters area. Co-Located organizers are expected to supply signage for the posters (e.g., something that clearly indicates the posters are from the Co-Located event). There is a limit of 10 posters. Any Co-Located Groups interested in having their Posters displayed at SIGGRAPH 2014 must contact the ACM SIGGRAPH Project Manager by Wednesday, 7 May, so space can be reserved.