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 Pre-Conference	Appoint committee members Submit PAF (Preliminary Approval Form)
14 Months Pre-Conference	Work with ACM site selection coordinator on venue/hotel contracting Submittal/Approval of TMRF (Technical Meeting Request Form) Create website
12 Months Pre-Conference	Finalize venue/hotel contract Schedule tutorials and exhibits
10 Months Pre-Conference	Distribute Call for Papers
9 Months Pre-Conference	Solicit for corporate support Request access to view conference bank account from Conference Operations Liaison
6 Months Pre-Conference	Accept papers/notify authors Submit preliminary session/function schedule to hotel
5 Months Pre-Conference	Prepare advanced program
4 Months Pre-Conference	Open registration Authors complete e-right forms and provide papers
3 Months Pre-Conference	Food & beverage, av needs determined and submitted to hotel Select social events and secure contracts Submit program ad to ACM publications (CACM, MemberNet, etc)
2 Months Pre-Conference	Prepare proceedings Prepare plaques and certificates Finalize food & beverage, audio visual
1 Month Pre-Conference	Finalize program Deadline for submitting files for Digital Library availability on first day of event
1 Week Pre-Conference	Prepare badges Pre-conference meeting to finalize food & beverage, audio visual/submit final guarantee numbers to hotels and functions Final program and proceedings ready
1 Month Post-Conference	Submit remaining bills/reimbursements to ACM for payment Finalize outstanding corporate support payments Students submit for travel grant payments
2 Months Post-Conference	Start working with Conference Closing Coordinator to review and finalize financials
No Later Than 120 Days Post-Conference	Prepare final financial report with ACM closing coordinator

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