January 17-18, 2004
Santa Monica, California
The meeting was called to order on Saturday, January 17, at 9:00 A.M,
with a review of the agenda. Guests were welcomed and introduced.
Motion (Brown, Spencer) To approve the minutes from the
December 2003 conference call.
Conference Administration Contract
There were four responses to the request for proposals for the
conference administration contract: Smith Bucklin & Associates,
Capstone, Talley, and Meeting Expectations. The high quality of the
bids generated a lot of discussion. The Executive Committee decided
to hold a face-to-face meeting at ACM Headquarters in February to
interview the top three finalists.
Conference Management Contract
There were four bids in response to the request for proposal. They
were from Talley Management, Smith Bucklin & Associates, Spargo, and
Meeting Exchange. Three of the bids were considered to be
Motion (Owen, Enger) To award the conference management
contract to Smith Bucklin & Associates for three years with the
potential for extension to five years.
Friendly amendment (Spencer) To make the contract period four
years, since that is what the request for proposals stated.
Approved (8,0,2 Abstain: Baylis, Helfer)
General Services Contract
There were three bids in response to this request for proposals,
with no significant cost differences among the bids.
Motion (Owen, Morie) To award the general services contract
to Freeman for a period of three years, with possible extension to
Audio Visual Contract
There were three bids received in response to the audio visual
request for proposals.
Motion (Frey, Case) To award the audio visual contract to AVW
for the three years, 2005-2007, with a possible extension to 2009.
There will be some further negotiations concerning the proposal.
Approved (8,0,2 Abstain Baylis, Helfer)
Action Item: Erica Johnson to announce the awarding of all
contracts, to conduct negotiations, and to draft the contracts.
The iHOLLYWOOD group approached the SIGGRAPH 2004chair with a
request for a co-located event to be held with SIGGRAPH 2004 in
return for a profit sharing agreement and an exchange of e-mail and
mailing lists. iHollywood will hold their conference with or without
his agreement, but they are looking for endorsement of their program
by SIGGRAPH and a profit sharing agreement.
Since they are a for-profit company, any arrangement would require
approval from the ACM Executive Committee. There was concern about
the profit sharing component and whether this fits the mission of
Motion (Owen, Morie) To accept the iHollywood proposed
co-location and affiliation with SIGGRAPH 2004.
Vote tied (4,4, 2 Against: Brown, Spencer, Case, Baylis;
Abstain: Enger, Helfer)
Motion defeated by a tie-breaking vote against the proposal by the
President, Alain Chesnais.
SIGGRAPH 2003 DVD
Gudrun Enger gave an update on the DVD prepared for SIGGRAPH 2003 by
Soma. A survey was issued to purchasers, and responses were
positive. She will provide a more detailed statistical analysis.
Soma has submitted a proposal for $150,000 to do broader content
capture for SIGGRAPH 2004. It was felt that this should be a service
with a set cost rather then the current profit sharing model. There
are concerns that presenters might be unhappy to have someone make
money from their content. Therefore, we should take all the risk and
profit, and contract for the work to be done. Gudrun was encouraged
to form a review group to develop a request for proposals to provide
Conference Reserve Fund Proposal
The conference has formed two task forces, one to look into
contributor recognition and one to look at the centralized database
and electronic submission processes. It is felt that investment in
these task forces will save money in the future. Each task force has
five members. They are to meet and have their recommendations ready
by the October 2004 Conference Advisory Group meeting.
Motion (Owen, Enger) To approve spending $20,000 from the
conference reserve fund for these two task forces to have two
Approved (8,0 2, Abstain: Brown Inakage)
SIGGRAPH 2005 Preliminary Budget and SIGGRAPH 2004 Final Budget
ACM Executive Committee approves the preliminary budget for a
conference and does not require an additional approval for the final
budget, although they monitor the progress. The SIGGRAPH 2004 final
budget is not ready yet because the registration and conference
management contracts are not final yet. SIGGRAPH 2004 and SIGGRAPH
2005 each assumes a 15% increase in exhibit space over SIGGRAPH
2003, and SIGGRAPH 2005 will revisit this number after SIGGRAPH 2004
actuals are known. Both have increased the amount to be spent on the
reception. SIGGRAPH 2004 has added a one day pass, and student rates
have been decreased slightly. There are no major programmatic
changes. There is an increase in the required ACM allocation of
Here are the final budgetary numbers from recent conferences. All
figures are after the ACM transfer.
SIGGRAPH 2001 lost $128,000
SIGGRAPH 2002 lost $1,800,000
SIGGRAPH 2003 had a surplus of $212,000
Motion (Owen, Morie) To approve the SIGGRAPH 2005 Preliminary budget
SIGGRAPH Logo Use Policy
Stephen Spencer submitted a new draft of the policy, and there was
discussion on how the logo should be used and what exceptions should
be allowed. Alais Chesnais thanked Stephen Spencer and the committee
for this report, and we look forward to seeing the final draft for
approval at our next meeting.
ACM SIGGRAPH Budget Update
Tony Baylis gave an update on the status of the budget. Completion
is pending some external factors, including a new ACM allocation
Southeast Asia Delegation Trip
This outreach effort is rescheduled for February of 2004. The team
will visit seven countries in two weeks, and they have made contacts
with chapters, government entities, and companies in the area. The
team is comprised of Barb Helfer, Alain Chesnais, Alan Chalmers, YT
Lee, and one other local representative.
Alain Chesnais gave an overview of webex, a new tool for electronic
conferencing. He thanked Erica Johnson for doing a great job of
negotiating with the company to get this tool.
Conference Call Schedule
February 11th at 5:00PM New York time
March 10th at 5:00 PM
April 14th (revisit schedule for Masa)
Sunday Morning Strategic Planning Session.
On Sunday morning, the Executive Committee discussed ways to work