ACM SIGIR “IN COOPERATION” AND SPONSORSHIP GUIDELINES
ACM SIGIR works with conference, workshop and technical meeting organizers to increase the visibility of quality scientific events in Information Retrieval. Meeting organizers may apply to SIGIR for “in cooperation” status or (co-)sponsorship of the event. These relationships must be approved by the ACM and the SIGIR Executive Committee who will assess the quality of the proposed event and the likely interest to the SIGIR community.
Note: If you are making an application to have your conference proceedings become part of the ACM Digital Library through the ACM International Conference Proceedings Series (AICPS), then you must apply for in-cooperation status BEFORE applying to AICPS. ACM regulations do not allow in-cooperation status to be granted after your conference has been accepted to AICPS. See: Details on how to apply to AICPS.
Benefits to event organizers
SIGIR (co-)sponsorship or “in cooperation” status provides the following benefits to increase the visibility and status of the event within the scientific community.
- The event may use the ACM SIGIR name and logo in all publicity material
- The event will be advertised on the SIGIR homepage
- The event will be publicized in the ACM Conference Submission Calendar
- SIGIR Forum will publish a final report on the meeting
In addition, events that are (co-)sponsored by SIGIR will have the benefit of financial support from SIGIR.
This document explains the process for obtaining “in cooperation” or (co-)sponsorship status. For simplicity, it will refer to “SIGIR affiliate status” to refer to criteria that are common to both “in cooperation” and (co-)sponsorship status. Differences between the two are explained at the end of this document. Queries about this process should be sent to the SIGIR Vice-Chair.
The following criteria will be used to evaluate requests for SIGIR affiliate status.
- The perceived relevance of the event to SIGIR
SIGIR affiliate status denotes that an event is likely to be of interest to SIGIR members. Consequently the topics covered by an event should be of interest to the SIGIR community as expressed, for example, in the topics of the annual SIGIR conference. We also welcome events which focus on new research topics, new application areas and new communities. Topics which have only marginal relevance to SIGIR are unlikely to achieve SIGIR affiliate status. Events based on topics which are already covered by an existing SIGIR affiliate status may require additional reasons to justify support, e.g. focus on a particular geographical region.
- The status and likely scientific quality of the event
Established events seeking SIGIR affiliate status are asked to provide evidence on the scientific quality of the event. Such evidence will include information on the acceptance rates of previous events, reviewing procedures (e.g. lists of PC members of previous events, details on how contributions are selected for inclusion, etc.), contribution formats (e.g. length and format of contributions) and details on previous dissemination routes (e.g. publisher, availability online, etc.). Approval for “in cooperation” status must be granted each year.
New events will be asked to provide evidence that indicates the likely quality of the event. Such evidence will include details on the organizers and their previous experience in organizing quality events, details on the publicity arrangements and likely sponsors, details on the review process and the estimated size of the event.
All proposals should indicate participation policies; SIGIR encourages events to be open to all members of the research and practitioner community.
- Existing sponsorship or “in cooperation” agreements
SIGIR is willing to give support to events which have existing “in cooperation” agreements with another SIG, other professional societies or non-profit organizations. However, in line with ACM regulations we cannot give “in cooperation” status to an event organised by a for-profit organization. Requests for “in cooperation” or sponsorship status should make clear any existing agreements or proposed agreements. A specific requirement of SIGIR affiliate status is that ACM/SIG members receive the same registration discount that is available to other sponsoring organizations. If there is no other sponsoring organization (such as another ACM SIG or professional body) then there is no obligation to offer a discounted fee for ACM/SIG members, though it is certainly permitted.
- The mutual benefits to SIGIR and the event
Any proposal for SIGIR affiliate status should make clear the benefits to SIGIR in being associated with the event. This may include facilitating greater focus on a topic of interest to SIGIR members, providing SIGIR members with access to new resources or providing SIGIR members with access to new communities of interest. Benefits to the event should be clearly stated in the application. SIGIR affiliate status may help the event be attractive to financial sponsors; however potential financial support should not be the only benefit to the event.
How to apply for “in cooperation” status
All requests for “in-cooperation” status must be approved by the ACM and the SIGIR Executive Committee. SIGIR has a two stage approval process: first the event organizers should submit a proposal to the SIGIR Executive Committee who will advise on the proposal and make an initial recommendation. If this recommendation is positive then the event organizers should apply for official approval from the ACM.
Please note that ACM rules disallow “in cooperation” status for events that are run on behalf of a for-profit organization. Individual organisers, such as program chairs, may be employed by a for-profit organisation and for-profit organisations may provide financial sponsorship to the event.
Requests for “in cooperation” status should be sent to the SIGIR Vice-Chair who will liaise with the Executive Committee and event organizers. Requests should be accompanied by a description of the proposed event that is sufficiently detailed to allow the Executive Committee to assess the technical quality, likely interest to SIGIR members and the fit with the eligibility criteria outlined above. This should be sent 6-12 months before the event. The description should contain, as a minimum, information on the topics of the meeting, dates of the meeting, intended size, audience, participation policies, names, affiliations and previous experience of the organizers, and intended publication route. Established events should provide details on the prior attendance, registration fees and submission/acceptance rates of previous events. New events should provide details on the proposed organization and structure of the event.
If the Executive Committee approves the initial proposal then the event organizers will be asked to seek official ACM approval using the ACM’s Technical Meeting Request Form (TMRF).
Events may not use the SIGIR logo or advertise “in cooperation” status until approval has been granted by ACM.
How to apply for SIGIR (co-)sponsor status
SIGIR sponsor or co-sponsor status has similar aims to “in cooperation” status and similar expectations and benefits. SIGIR (co-)sponsor status also provides financial support to the event and, in return, a certain proportion of the conference income must be reserved to cover ACM administrative expenses and a portion of surplus income (if any) is also returned to the ACM.
ACM and SIGIR have additional requirements for this type of relationship due to the increased financial responsibility. ACM require a detailed budget, which must be officially approved, and must approve other decisions which have financial implications, such as choice of conference venue. The SIGIR Executive Committee will expect to be consulted and approve on major decisions such as choice of location and selection of program chairs.
The process for (co-)sponsor status is similar to “in cooperation” status. Requests should provide the same information as for “in cooperation” status plus a detailed budget breakdown including likely sponsorship or other financial resources.
Full guidelines on ACM’s process for obtaining “in cooperation” or sponsor status can be found on the ACM’s SIG Conference Manual.