Timeline for Action

When planning an event, it is very important to note when action needs to take place on certain tasks in order to complete milestones in a timely manner.  ACM has created a “Timeline for Action” as a reference guide for conference leaders.    Using this timeline as a guide throughout the planning process will help organizers have a smooth planning experience, and avoid a last minute rush for contracts, payments, orders and registration. 

18 Months
  • Appoint committee members
  • Submit PAF 
14 Months
  • Work with ACM site selection on venue/hotel contracting
  • Submittal/Approval of TMRF
  • Create Website
12 Months
  • Finalize Venue/Hotel Contract
  • Schedule Tutorials and Exhibits
10 Months Prior
  • Distribute Call for Papers
9 Months Prior
  • Solicit for Corporate Support    
  • Request access to view conference bank account from Conference Operations Liaison 
6 Months Prior
  • Accept Papers/Notify Authors
  • Submit Session/Function Schedule to Hotel
5 Months Prior
  • Distribute Advanced Program
4 Months Prior
  • Open Registration
  • Authors complete e-right forms and provide papers
3 Months Prior
  • F&B, AV needs determined and submitted to hotel
  • Select Social Events and secure contracts
  • Submit program ad to ACM publications (CACM, MemberNet, etc)
2 Months Prior
  • Prepare Proceedings
  • Prepare Plaques and Certificates
1 Month Prior
  • Prepare Final Program
1 Week Prior
  • Prepare Badges
  • Submit Final Guarantee numbers to hotels and functions
  • Final Program and Proceedings ready
1 Month After
  • Submit remaining bills/reimbursements to ACM for payment
  • Finalize outstanding corporate support payments
No Later Than 120 Days After
  • Prepare Final Financial Report with ACM Closing Coordinator

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