2023Q1 Reports: Sponsorship Director - Revision history

ChrisCallisonBurch at 18:03, 1 July 2023

2023-07-01T18:03:20Z

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	This is the ~~their~~ year that ACL has had a Sponsorship Director position. The position was created in July of 2020, and it officially started in Jan 2021. The position is currently filled by Prof. Chris Callison-Burch from the University of Pennsylvania, who previous served in several positions for the ACL: he was the General Chair for ACL 2017, Program Co-Chair for EMNLP 2015, Chair of the NAACL Executive Board 2012-2013 and a Board Member for NAACL Executive Board 2010-2011.		This is the third year that ACL has had a Sponsorship Director position. The position was created in July of 2020, and it officially started in Jan 2021. The position is currently filled by Prof. Chris Callison-Burch from the University of Pennsylvania, who previous served in several positions for the ACL: he was the General Chair for ACL 2017, Program Co-Chair for EMNLP 2015, Chair of the NAACL Executive Board 2012-2013 and a Board Member for NAACL Executive Board 2010-2011.

ChrisCallisonBurch: /* Sponsors for 2022 Conferences */

2023-02-21T11:32:22Z

Sponsors for 2022 Conferences

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	An approximate breakdown per conference was:		An approximate breakdown per conference was:

	* ACL 2022: $~~381~~,~~660~~		* ACL 2022: $382,000
	* NAACL 2022: $~~277~~,~~545~~		* NAACL 2022: $278,000
	* EMNLP 2022: $400,~~040~~		* EMNLP 2022: $400,000
	* AACL 2022: $33,~~880~~		* AACL 2022: $34,000
	(Note that this leaves $79,~~155~~ unassigned, possibly due to ~~misassignment~~ of multipacks, or ~~exibitor~~ days).		(Note that this leaves around $78,000 unassigned, possibly due to mis-assignment of multipacks, or exhibitor days).

	I used [https://docs.google.com/spreadsheets/d/1rBsl-aZ5O2ZpUlr_xrN4lvAixe9ymV5gXF9em-VF9zw/edit?usp=sharing \| this spreadsheet] to track sponsorship commitments.		I used [https://docs.google.com/spreadsheets/d/1rBsl-aZ5O2ZpUlr_xrN4lvAixe9ymV5gXF9em-VF9zw/edit?usp=sharing \| this spreadsheet] to track sponsorship commitments.

ChrisCallisonBurch: /* Current Sponsors for 2023 Conferences */

2023-02-21T11:03:59Z

Current Sponsors for 2023 Conferences

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	* Adobe - Bronze 3-pack		* Adobe - Bronze 3-pack
	* Alibaba - ACL at Silver-level, and EMNLP at Platinum-level ~~(15% discount)~~		* Alibaba - ACL at Silver-level, and EMNLP at Platinum-level
	* Apple - ACL + EMNLP Diamond 2-pack		* Apple - ACL + EMNLP Diamond 2-pack
	* Babelscape - Bronze 3-pack		* Babelscape - Bronze 3-pack

ChrisCallisonBurch: /* Sponsors for 2022 Conferences */

2023-02-21T11:02:54Z

Sponsors for 2022 Conferences

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	* ACL 2022: $381,660		* ACL 2022: $381,660
	* NAACL 2022: $~~257~~,~~295~~		* NAACL 2022: $277,545
	* EMNLP 2022: $~~397~~,040		* EMNLP 2022: $400,040
	* AACL 2022: $33,880		* AACL 2022: $33,880
	(Note that this leaves $~~102~~,~~405~~ unassigned, possibly due to misassignment of multipacks, or exibitor days).		(Note that this leaves $79,155 unassigned, possibly due to misassignment of multipacks, or exibitor days).

	I used [https://docs.google.com/spreadsheets/d/1rBsl-aZ5O2ZpUlr_xrN4lvAixe9ymV5gXF9em-VF9zw/edit?usp=sharing \| this spreadsheet] to track sponsorship commitments.		I used [https://docs.google.com/spreadsheets/d/1rBsl-aZ5O2ZpUlr_xrN4lvAixe9ymV5gXF9em-VF9zw/edit?usp=sharing \| this spreadsheet] to track sponsorship commitments.

ChrisCallisonBurch: /* Pain Points from Last Year */

2023-02-21T02:49:04Z

Pain Points from Last Year

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	== Pain Points from Last Year ==		== Pain Points from Last Year ==

			There were several pain points for my role as Sponsorship Director last year.

	* ~~Confirmation of payment (Lily and Chris~~ don’t have ability to view bank account~~, so cannot confirm which sponsors have paid their invoices)~~		* There was no way for me to confirm sponsors had paid their invoices, since I don’t have ability to view bank account
	* For workshops that raised sponsorship funds, it took the ACL a very long time to reimburse the organizers for any expenses that they incurred.		* For workshops that raised sponsorship funds, it took the ACL a very long time to reimburse the organizers for any expenses that they incurred. We should develop a procedure for how to process reimbursements.
	* For SIGs that raised sponsorship funds, we weren't able to communicate whether they had a balance in their shadow account.		* For SIGs that raised sponsorship funds, we weren't able to communicate whether they had a balance in their shadow account. The ACL should track their balances.
	* Only Priscilla was able to process credit card payments ~~– can~~ we ~~set up Lily with being able~~ to ~~process credit card payments via phone call,~~ or ~~via an online payment system?~~		* Only Priscilla was able to process credit card payments. It would be good if we could transition this to Jenn and/or to Lily Hoot.
	* ~~Can we create~~ a ~~Standard~~ Sponsorship agreement for ~~companies who ask for it?~~		* Several companies asked for a Sponsorship agreement. It would be good for the ACL to draft a standard sponsorship agreement.

	== Proposal: Reconfigure the ACL Sponsorship Committee ==		== Proposal: Reconfigure the ACL Sponsorship Committee ==

ChrisCallisonBurch: /* Proposal: Reconfigure the ACL Sponsorship Committee */

2023-02-21T02:45:56Z

Proposal: Reconfigure the ACL Sponsorship Committee

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	== Proposal: Reconfigure the ACL Sponsorship Committee ==		== Proposal: Reconfigure the ACL Sponsorship Committee ==

	~~Here are details about the current [https://docs.google.com/document/d/1Gb9UYtgDlz4itt-Rsm-4smg6OIxJ547X2nXkokYuzFI/edit?usp=sharing\|ACL Sponsorship Committee Procedures].~~

	The ACL Sponsorship Committee is supposed to consist of the ACL Sponsorship Director, the ACL Business Manager, two representatives from each local chapter, and two from SIGDAT. I suggest that the ACL Exec changes this to be a more conference-centric model. I recommend that the ACL Sponsorship Committee be changed to be:		The ACL Sponsorship Committee is supposed to consist of the ACL Sponsorship Director, the ACL Business Manager, two representatives from each local chapter, and two from SIGDAT. I suggest that the ACL Exec changes this to be a more conference-centric model. I recommend that the ACL Sponsorship Committee be changed to be:
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	I recommend that the sponsorship chairs be a 2-conference cycle, with each chair serving for 2 instance of the conference, once as the junior chair and once as the senior chair (who trains the next junior chair).		I recommend that the sponsorship chairs be a 2-conference cycle, with each chair serving for 2 instance of the conference, once as the junior chair and once as the senior chair (who trains the next junior chair).

			Here are details about the current [https://docs.google.com/document/d/1Gb9UYtgDlz4itt-Rsm-4smg6OIxJ547X2nXkokYuzFI/edit?usp=sharing\|ACL Sponsorship Committee Procedures].

ChrisCallisonBurch: /* ACL Sponsorship Committee */

2023-02-21T02:45:35Z

ACL Sponsorship Committee

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	* Can we create a Standard Sponsorship agreement for companies who ask for it?		* Can we create a Standard Sponsorship agreement for companies who ask for it?

	== ACL Sponsorship Committee ==		== Proposal: Reconfigure the ACL Sponsorship Committee ==

			Here are details about the current [https://docs.google.com/document/d/1Gb9UYtgDlz4itt-Rsm-4smg6OIxJ547X2nXkokYuzFI/edit?usp=sharing\|ACL Sponsorship Committee Procedures].

	The ACL Sponsorship Committee is supposed to consist of the ACL Sponsorship Director, the ACL Business Manager, two representatives from each local chapter, and two from SIGDAT. I suggest that the ACL Exec changes this to be a more conference-centric model. I recommend that the ACL Sponsorship Committee be changed to be:		The ACL Sponsorship Committee is supposed to consist of the ACL Sponsorship Director, the ACL Business Manager, two representatives from each local chapter, and two from SIGDAT. I suggest that the ACL Exec changes this to be a more conference-centric model. I recommend that the ACL Sponsorship Committee be changed to be:

ChrisCallisonBurch: /* Duties of the Sponsorship Director */

2023-02-21T02:44:54Z

Duties of the Sponsorship Director

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	Since it is a relatively new position, the responsibilities of the Sponsorship Director are still being defined. Last year I defined this as the set of responsibilities:		Since it is a relatively new position, the responsibilities of the Sponsorship Director are still being defined. Last year I defined this as the set of responsibilities:
	* Coordinate the ACL Sponsorship Committee, which consists of the Sponsorship Director, the ACL Business Manager, 2 regional representatives from each chapter, 2 representatives from SIGDAT. ~~Here are more details about the [https://docs.google.com/document/d/1Gb9UYtgDlz4itt-Rsm-4smg6OIxJ547X2nXkokYuzFI/edit?usp=sharing\|ACL Sponsorship Committee Procedures]~~.		* Coordinate the ACL Sponsorship Committee, which currently consists of the Sponsorship Director, the ACL Business Manager, 2 regional representatives from each chapter, 2 representatives from SIGDAT. (See proposal below).
	* Coordinate with the ACL Business Manager to set the sponsorship rates for the conferences, and benefits for each sponsorship level		* Coordinate with the ACL Business Manager to set the sponsorship rates for the conferences, and benefits for each sponsorship level
	* Produce a sponsorship booklet which is distributed to potential sponsors, and which outlines the costs and benefits for each sponsorship level		* Produce a sponsorship booklet which is distributed to potential sponsors, and which outlines the costs and benefits for each sponsorship level

ChrisCallisonBurch: /* Duties of the Sponsorship Director */

2023-02-21T02:44:17Z

Duties of the Sponsorship Director

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	* Invoice sponsors once they have picked a sponsorship level, and decided which conferences to sponsor.		* Invoice sponsors once they have picked a sponsorship level, and decided which conferences to sponsor.
	* Coordinate with the general chairs of the conferences to let them know about sponsor benefits like exhibition space, printed ads in the handbook and flyers in the conference handbag		* Coordinate with the general chairs of the conferences to let them know about sponsor benefits like exhibition space, printed ads in the handbook and flyers in the conference handbag
	* Coordinate ~~with~~ the conference sponsorship chairs		* Coordinate the efforts of the conference sponsorship chairs
	* Liaising between sponsors and relevant conference organizers in order to ensure that we give the sponsors the promised benefits		* Liaising between sponsors and relevant conference organizers in order to ensure that we give the sponsors the promised benefits

ChrisCallisonBurch: /* Duties of the Sponsorship Director */

2023-02-21T02:43:58Z

Duties of the Sponsorship Director

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	* Help recruit new sponsors to the conference		* Help recruit new sponsors to the conference
	* Invoice sponsors once they have picked a sponsorship level, and decided which conferences to sponsor.		* Invoice sponsors once they have picked a sponsorship level, and decided which conferences to sponsor.
	* Coordinate with the general chairs of the conferences to let them know about sponsor benefits like exhibition space ~~(which needs to be replicated~~ in ~~online conferences)~~		* Coordinate with the general chairs of the conferences to let them know about sponsor benefits like exhibition space, printed ads in the handbook and flyers in the conference handbag
	* Coordinate with the conference sponsorship chairs		* Coordinate with the conference sponsorship chairs
	* Liaising between sponsors and relevant conference organizers in order to ensure that we give the sponsors the promised benefits		* Liaising between sponsors and relevant conference organizers in order to ensure that we give the sponsors the promised benefits