At least 4 weeks before you intend to issue your call-for-papers:
- Review the requirements to determine if your meeting is appropriate for in-cooperation status. For further details, you might want to read the ACM guidelines.
- Using the in-cooperation proposal template, submit a brief proposal to firstname.lastname@example.org that includes the following information:
- Name, location, and dates of the meeting
- URL for the meeting website
- (If the meeting has been held before) Prior attendance, site/date, organizers, registration fees, and paper submission/acceptance rates
- Intended audience and size
- (If not already available on the meeting website) General description
- Names/affiliations of the organizers and Program Committee
- How speakers/submissions will be solicited and what process will be used for review and selection
- Who the sponsors are and how the meeting is being funded
- What the attendance policies are (open, invitation-only, etc.)
- What registration fees and discounts will apply
- What materials (proceedings, report, presentations, etc.) will be made available to SIGHPC members and how they will be provided to SIGHPC.
- Who the proceedings publisher is (typically the sponsoring organization) and what arrangements have been discussed for authorizing ACM to distribute the materials.
After your proposal has been approved by SIGHPC:
- Fill out the formal ACM Technical Meeting Request Form (TMRF). This includes:
- The information from your proposal
- A "statement of understanding" between the sponsoring organization and ACM (see example)
- A "financial responsibility letter" signed by the sponsoring organization (see example)
- Notify email@example.com when you actually submit the form. SIGHPC will track its progress and make sure nothing delays the processing.
As soon as you receive formal notification-of-approval from ACM:
- Prepare the call-for-papers and send a copy to SIGHPC for distribution to its members mail-list
- Update your website, being sure to include "in cooperation with SIGHPC" and the logo where necessary (see requirements).
- Be sure to collect your publisher's copyright form from each author when they provide the final version of their paper for the proceedings (contact firstname.lastname@example.org if you're not sure what form to use). A copy of the ACM policy on copyright can be found here.
After your meeting:
- Within 90 days, prepare a brief summary report and submit it to SIGHPC. ACM requires that the summary include:
If possible, send us a couple of photos as well (to highlight on our website).
- Number of attendees in each registration category
- General assessment of the technical quality of the papers
- General assessment of the quality of the presentations and associated events
- Any problem areas encountered by the meeting
- Total anticipated revenue and expenses
- Within 120 days of the meeting, upload your copyright forms and proceedings to the ACM Digital Library.