Proposal form for a SIAG conference run with limited SIAM Support or held outside North America A SIAG may run meetings with local organizers and limited SIAM services in an effort to reduce overall costs. It is required that the SIAM conference management system be used to collect submissions, display the program, and produce the program booklet; and the SIAM website used to handle the conference. There are fees associated with these services. Part A 1. SIAG sponsoring the conference: ________________________ 2. Name of conference: __________________________________ 3. Proposed Dates: ____________________________ Number of Days: ________ 4. Estimated Attendance: _____________ 5. Proposed Location: ___________________________ 6. Site of Conference: ___________________________________ 7. What organization will take financial responsibility? SIAM ____ Another Organization _________ (If the conference is outside North America it is recommended that an organization other than SIAM be asked to take financial responsibility.) If an organization other than SIAM is taking responsibility please respond to the following: a. Name of the organization: _________________ b. Name of contact at that organization: _______________ c. Is the person named above able to sign an agreement with SIAM in the name of the organization?: ___ Yes ___ No If no, who can sign the agreement: _______________________________ Part B Below are a series of questions about tasks that need to be accomplished to run a conference. Local organizers may want to take over some of them in an effort to reduce costs or the local organizers and the SIAG may take over all responsibility to run the meeting. However, it is the responsibility of the local organizers to include any costs associated with performing these tasks in the budget. Estimates can be provided for SIAM services for inclusion in the budget. 1) Who will be involved in the selection of the hotel or conference center and for site inspection? 2) Who will sign the contract for the site? If SIAM bears any of the financial risk, then only the SIAM Executive Director is authorized to sign a contract. 3) List the meeting rooms available for use during the meeting, including the general session room used for invited speakers and the number and size of breakout rooms available. If there is to be a reception and/or poster session, indicate where that will be held. 4) If there is a contract with the hotel, who bears the cost if the sleeping room block is not met? 5) If the conference is not at a hotel and there is no hotel contract, which hotels are available at what rates during the conference? Alert hotels early to let them know you may need to reserve rooms and to check that the dates you want do not conflict with any large events. 6) How will attendees pre-register? Online? Who will design/maintain the site? SIAM registration system can be used for conferences inside North America. If the meeting is outside North America, a tax agent or destination company may be needed, or an organization in your country can collect registrations. 7) Will there be staff at the conference to take onsite registration? Two to three people are needed onsite on a full time basis. 8) Who will prepare the registration packets, badges, and receipts for attendees? 9) How will Audio Visual (digital projectors, screens, sound system) be provided? 10) Who will monitor & maintain the Audio Visual equipment during the conference and assist the speakers with possible equipment problems? 11) Will the conference include a reception and coffee breaks? These costs will need to be covered. 12) What kind of promotions will be done? If SIAM does advertising such as sending out postcards, the cost needs to be covered. 13) How will the Invited Speaker expenses be covered? 18) What organizations, other than SIAM, or companies do you plan to contact for sponsorship or funding support? Indicate whether this money will be used to offset the cost of the conference or as pass through to support speakers or student/early-career attendees. Note: If the conference has an established proceedings that is handled by SIAM the policy is that SIAM will continue to handle the proceedings and SIAM can provide information about any fees that should be included in the budget to cover the cost of the proceedings. Part C Please check the types of support you are interested in obtaining from SIAM: (See SIAM guidelines for reimbursement limits and types of expenses we cover for invited speakers and minitutorial speakers: http://www.siam.org/meetings/guidelines/expense_guide.php. For Data Mining see: http://www.siam.org/meetings/guidelines/DMreimbursement.php) Financial support: ______ Invited speaker travel expenses ______ Minitutorial speaker expenses ______ Student or early career travel support ______ Other. Please specify ___________________________________ Administrative support (fees are associated with these services): __X___ Collection of abstracts (required) __X___ Production of program book (required) __X___ Design and Maintenance of conference Web site (required) ______ Marketing (i.e. postcard) ______ Collection of registration fees (only conferences in North America) ______ Other. Please specify ___________________________________ If the conference has an established proceedings that is handled by SIAM our policy is that SIAM will continue to handle the proceedings and will provide information about any fees that should be included in the budget to cover the cost of the proceedings. Part D The Budget Expenses: The budget should include a breakout of costs for the following Expenses. If your organization is taking financial responsibility and collecting registration, then request the cost of those services from the Director of Programs and Services. If SIAM is taking financial responsibility, collecting registration and providing services, the cost of SIAM services do not need to be in the proposal. Design of program book (SIAM can provide an estimate) Printing of program book Web site design and maintenance (SIAM can provide an estimate) Collection of registration Collection of abstracts (SIAM can provide an estimate) Invited speaker reimbursement (i.e. air travel, hotel, per diem, registration) Co-chair reimbursement (i.e. partial reimbursement of travel expenses, registration) Committee expenses (i.e. registration) Food & Beverage Meeting room rental Equipment (AV) rental AV technical support (if not included in the rental) Furniture rental (including poster boards) Advertising Staff cost (onsite and conference preparation) Miscellaneous Proceeding (only if applicable, SIAM can provide an estimate) Revenue: Include revenue from registration (if your organization is talking financial responsibility) and from funding sources that can be applied to the cost of the conference. Send proposal form and direct any questions to SIAM Director of Programs and Services, Richard Moore, moore@siam.org