Process for in-cooperation
At least 4 weeks before you intend to issue your call-for-papers:
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:
Notify firstname.lastname@example.org 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 email@example.com if you're not sure what form to use). A copy of the ACM policy on copyright can be found here.
While organizing your meeting, please keep in mind that SIGHPC believes that HPC can only reach its full potential through the efforts of people from all backgrounds, organizations, and disciplines. The organizers of all SIGHPC-related activities are asked to:
Structure their committees to include diverse backgrounds and opinions
Establish rigorously fair review/selection processes to ensure there is no explicit or implicit bias against newcomers
Choose speaker lineups that include diverse representation
Track their progress in improving diversity by gathering and disseminating statistics on the gender/geographical/organizational makeup of committees, reviewers, authors, and speakers
After your meeting:
Within 90 days, prepare a brief summary report and submit it to SIGHPC. ACM requires that the summary include:
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
Demographic statistics including gender, geographical, and organizational information as outlined elsewhere.
If possible, send us a couple of photos as well (to highlight on our website).
Within 120 days of the meeting, upload your copyright forms and proceedings to the ACM Digital Library.