% Aug 21, 2008, Christian Cachin: added IACR student fund % Mar 22, 2008: added website for religious holidays by Arjen Lenstra % Feb 29, 2008: updated website by Arjen Lenstra % May 17, 2007: editorial comments by Bart Preneel % Feb 16, 2007: updates by Bart Preneel, in particular the part on proposals % Apr 6, 2006: small updates by Helena Handschuh. % Jan 26, 2006: small updates by Helena Handschuh % Jul 18, 2005: feedback from Jim included by Christian Cachin % May 25, 2005: complete reorganization and update by Christian Cachin % Apr 28, 2002: updated by Bart Preneel % Apr 7, 2002: updated by Bart Preneel % marked %!BP for proposals and %?BP for questions % August 19, 1997: proposed revisions by Birgit Pfitzmann, % marked %!B for proposals and %?B for questions % Aug.18 1995: latest revision by P. Van Oorschot % May 14 1995: items prefixed by ``%k2'' are tax items added by K. McCurley. \documentclass[11pt]{article} \topmargin=-5mm \evensidemargin=0cm \oddsidemargin=0cm \textwidth=16cm \textheight=22cm \usepackage{url} \usepackage{fancyheadings} \newcommand{\thedate}{August 2008} \addtolength{\headheight}{1.6pt} \lhead{\sc IACR Rules and Guidelines for General Chairs} \rhead{\sc \thedate} \newcommand{\mymark}{$^*$} \title{\bf IACR Rules and Guidelines for General Chairs} \author{} \date{\thedate \footnote{The most recent version of this document can be obtained from \protect\url{http://www.iacr.org/docs/}} } \begin{document} \maketitle \noindent \thispagestyle{empty} \pagenumbering{roman} \noindent Dear General Chair,\vspace*{.25truein} The purpose of these rules and guidelines is to help you smoothly run a successful conference, and help in managing the IACR finances and membership. The guidelines evolved mainly from the procedures that seemed to work well for past conference organizers. For the most part, guidelines are not meant to be rigid but rather formulas that will help make things work; only a limited number of rules is listed in this document. If you wish to adopt some procedure that seems to conflict with this document, then please consult with the President of the IACR first. This document will continue to evolve as years pass, and we appreciate any suggestions you have for improving it. Above all, we hope you find your job fun and rewarding. These rules guidelines are based on the experience of past conference Chairs, but they cannot hope to cover every possible question that you may have. You are encouraged to seek out the advice of the IACR Board of Directors, and preceding Chairs. We are all interested in furthering the goals of the Association, and you should feel free to call on us. \vspace*{.25in}\noindent \hspace*{2in} Tom Berson (April 1986)\\ \hspace*{2in} Kevin McCurley (May 1990 and December 2004)\\ \hspace*{2in} Paul Van Oorschot (August 1995)\\ \hspace*{2in} Birgit Pfitzmann (March and August 1997)\\ %!B \hspace*{2in} Bart Preneel (April 2002 and May 2007)\\ %!BP \hspace*{2in} Christian Cachin (May 2005 and August 2008)\\ \hspace*{2in} Helena Handschuh (April 2006)\\ \hspace*{2in} Arjen Lenstra (September 2006) \pagebreak \tableofcontents \pagebreak \pagestyle{fancy} \pagenumbering{arabic} \section{General Chair Terms of Reference} \label{terms} As part of your acceptance to be General Chair, the board of the IACR requests that you read and sign the General Chair Terms of Reference (cf.\ Appendix~C). If you are unable or unwilling to do so, or request that changes are made in the document before you sign it, someone else may be invited to become General Chair in your place. Once you have signed you are expected to take on the responsibilities as set forth in the Terms of Reference. \section{Organizing an IACR Workshop or Conference} At the time of this writing IACR sponsors three flagship conferences, Asiacrypt, Eurocrypt, and Crypto, as well as four workshops, CHES, FSE, PKC, and TCC\@. Organization for each of these differs somewhat. Crypto has always been held at UCSB and this simplifies the planning. Eurocrypt proposals are reviewed and selected by the IACR Board of Directors. Prescreening of proposals for Asiacrypt is handled by the Asiacrypt Steering Committee but final approval is made by the IACR Board. The workshops are handled similarly: a Steering Committee for each workshop series prepares a proposal and final approval is made by the Board of Directors. A conference venue is chosen on the basis of a proposal to the Board or to a Steering Committee. Proposals should typically be made two years in advance for hosting a conference and more than one year in advance for hosting a workshop. A proposal usually includes the proposed venue, dates, and a General Chair, and is presented in person. Final authority for approving a proposal resides with the Board. Section~\ref{sec:proposal} explains what should be included in a proposal. It should be noted that for Asiacrypt and Eurocrypt, the Board insists that you do {\em not} include a Program Chair as part of your proposal. You can discuss potential candidates in an informal way with individual Board members, but you should note that the Board decides on the Program Chair separately and will not feel bound by your suggestion. If you suggest a candidate Program Chair for a workshop, you should indicate clearly to the Steering Committee whether you are willing to hold the conference with any other Program Chair, too. \paragraph{Organization of this Document.} Section~\ref{sec:timetable} of this guide is structured according to the timeline from preparing a proposal to holding the conference. Specific topics are explained the subsequent sections. % ~\ref{sec:topics}, and financial % guidelines are given in Section~\ref{sec:financial}. \section{Timetable} \label{sec:timetable} The following timetable shows when key tasks should be completed. All times are in months from time T of conference. The timing is typical for a flagship conference (Asiacrypt, Crypto, Eurocrypt). For workshops, a more relaxed timing may apply, depending on the Steering Committee. \begin{description} \item[T--25] For all conferences but Crypto, propose dates, venue, organizing committee, and a preliminary budget to the IACR President and Treasurer (see Section~\ref{sec:proposal}:~Proposal and Section~\ref{sec:budget}:~Budget). For workshops, proposals should be sent to the Steering Committee and the deadline might be relaxed to T--13. \item[T--24] For Eurocrypt, present your proposal to the Board meeting, which is typically held on the Sunday before Eurocrypt. For Asiacrypt, present your proposal to the Asiacrypt Steering Committee, which is typically held on one of the first evenings of Asiacrypt; if your proposal is successful, you should present it subsequently to the IACR board meeting held on the Sunday before Eurocrypt or Crypto. For workshops: contact the Steering Committee members. \item[T--22] Confirm the meeting place as soon as the Board has approved your proposal. If this requires payment of a deposit, set up a bank account (see Section~\ref{ssec:account}) and obtain seed money from the Treasurer. \item[T--20] As General Chair for Asiacrypt, Eurocrypt, and Crypto, you become a member of the Board of Directors for the year of your conference and the year before. Attend the Board meetings. \item[T--13] Coordinate with the Program Chair about the conference web site and the budget requirements (program committee meeting, invited speakers, proceedings). Confirm that the Program Chair has contacted the publisher about proceedings. Select a local organizing committee (see Section~\ref{ssec:orgcomm}). Refine the budget (see Section~\ref{sec:budget}) and approach potential sponsors for your event (see Section~\ref{sec:sponsors}). \item[T--12] Attend the previous conference or workshop; if you are General Chair of a flagship conference you should participate in the IACR Board Meeting and present an up-to-date budget and a short status report. The Board can also answer questions you may have. \item[T--11] Coordinate with the IACR webmaster and with the Program Chair about where to host the conference web site. The Program Chair selects the program committee and prepares the Call for Papers (see the Program Chair guidelines). IACR provides space on IACR's server to host your web pages under \url{http://www.iacr.org/conferences/} or \url{http://www.iacr.org/workshops/}, but you may also host it elsewhere and have IACR link to it or mirror it, see Section~\ref{sec:publ}. Inform the Webmaster about your choice. Set up the conference web site, post an announcement of your event, and publicize the Call for Papers. Send it also to proper mailing lists (see Section~\ref{sec:publ}). In order to save cost, the IACR has stopped mailing conference announcements and calls for submission on paper. \item[T--9] Decide how you are going to handle registration and payment for conference attendees (see Section~\ref{sec:registration}). You must use the IACR's own online conference registration system, which also handles credit-card payments and is integrated with the IACR membership database. Since all participants of IACR workshops or conferences are entitled to become members of IACR, you have to ensure your attendee information is recorded in the membership database anyway. This is automatic with the online registration system. Contact the email address \url{iacrmem at iacr dot org} to set it up for your event. The possibility for registering early at a reduced fee should be available for at least 2 weeks after the announcement of the final program. The deadline for early registration has typically been about one month before the conference; careful choice of this date allows you to plan ahead. If not already done, set up a bank account (see Section~\ref{ssec:account}). %\item[T--8] Contact the Membership Secretary to ensure you are using the % most up-to-date IACR database information for your mailing. % \item[T--6] Send announcement to newsletter, and make sure to announce any % late registration deadline. % \item[T--8] Prepare conference announcement/registration forms for the % conference web site, and have them reviewed by the President and at least % one other Board Member. % The online registration should also be set up at % this time - contact \verb|iacrmem@iacr.org| for this or see % the URL \url{http://www.iacr.org/confreg/newconf/}. % Recall that this has to include information about hotel arrangements. %!B \item[T--6] Finalize the budget, set a registration fee, and send the detailed budget to President and Treasurer for immediate review (see Section~\ref{sec:budget}). Inquire into obtaining conference insurance (see Section~\ref{ssec:insurance}). \item[T--4] Coordinate with the Program Chair to prepare a schedule for the technical and social program (the Program Chair is primarily responsible for the former, the General Chair the latter). For conferences, allow time in the schedule for the IACR Membership meeting; typically this meeting is held immediately after the end of the sessions on Wednesday (before the gala dinner or beach BBQ). The IACR President or his representative may also want to make a short announcement during the opening session of the conference. Consult with the President about times for these meetings. % \item[T--4] Check that the Program Chair distributes to authors % the author kits for final proceedings' versions of their papers. % The Program Chair is responsible for the conference proceedings. % Authors should return their final manuscripts to the Program Chair % about 11 weeks (for Crypto'95) % Don thinks 10 weeks, 5 days is very tight % prior to the start of the conference. \item[T--3] Work with the Program Chair for coordination with the publisher of the proceedings, including delivery of the final manuscripts to the publisher and shipping of the proceedings to the conference. Springer-Verlag typically needs the manuscripts at least 9 weeks prior to the conference, including time for shipping and a safety margin. When estimating how many copies of the proceedings to order, use the preliminary data you have and ask the previous year's General Chair for advice. Also refer to the cost model for proceedings in Appendix~B and take that information into account when making your estimate. \item[T--3] Take care of all major things to organize, like meals, coffee breaks, reception, excursion, audio-visual equipment, Internet access (Section~\ref{sec:major}), but also of minor things, like souvenir, badges, and photos (Section~\ref{sec:minor}). Announce the conference on the conference web site, to the IACR membership by email, and open the registration (see Section~\ref{ssec:announce}). Be prepared to send Letters of Invitation (see Section~\ref{ssec:invitation}). \item[T--2] Send an acknowledgment to every participant who registers. Monitor registrations through the IACR web interface to intercept fraudulent registrations (see Section~\ref{ssec:fraud}). A few weeks prior to the conference, you should send an email to all the registered participants with some basic information and a link to the updated conference website (conference program, schedule, last minute changes). \item[T--1] Registration fees should increase at this point in order to encourage people to register early and facilitate your planning. Experience has shown that about 80\%--90\% of the registrations come in before this deadline; see Section~\ref{ssec:regfee}. \item[T\ \ \ ] The conference takes place; see Section~\ref{sec:conference}. \item[T+1] Coordinate with Membership Secretary for final attendees list, last minute registrations, refunds, address changes, etc. \item[T+1] Send conference report to IACR Newsletter Editor. Publish photos on the conference web site if you have. \item[T+1] Start settling any outstanding financial details. \item[T+5] Send the financial report and surplus funds to the Treasurer, see Section~\ref{ssec:report}. Take a well-deserved rest. \end{description} \section{Proposal} \label{sec:proposal} This section explains how to prepare a proposal for Eurocrypt, Asiacrypt or a workshop. Unlike Crypto, these conferences and workshops move to a new location with new facilities every year, which brings specific challenges. It is essential that you also read the rest of this document, so that you develop an understanding of the many aspects of the task of the general chair. Well before you start making a detailed proposal, you should contact the IACR President, Vice President or the Steering Committee Chair. You will get useful feedback on how to proceed and on the deadline to submit your proposal. \subsection{Venue} The choice of a location involves several factors that should be considered early in the process. \begin{description} \item[Accessibility:] IACR conferences draw participants from around the world, and the site should be chosen with this in mind. In the event of a site located far from an international airport or major train station, convenient and frequent shuttle transportation should be made available. Other important questions are whether IACR members from all countries can attend and whether you anticipate problems with visa. \item[Attractiveness:] This is a matter of taste, but the two major viewpoints are: either an attractive town and accommodation in different hotels. This allows participants a lot of individual ways to spend their free time. Or a secluded spot in a nice landscape where everything is in one place, so that participants have much more opportunities to meet each other. If you present two venues, indicate also in your proposal which one you prefer and why. \item[Meeting facility:] The location for lectures should be large enough to comfortably accommodate the expected number of participants. In 2003--2007, there were about 380--450 attendees for Eurocrypt and Crypto (some statistics are available from the Board of Directors area on the IACR web site). During the 90ies, there has been a steady growth, with a peak at around 550 attendees, but attendance has slightly dropped since 2000. It is a clear policy of IACR that everybody who wants to come should be allowed to. On the other hand, a meeting room that is too large will limit the effectiveness of presentations and inhibit interaction. The room (or rooms) used for presentations should have at least one large raised screen. Space for coffee breaks and lunches should be available nearby. Consider using a nearby university for meeting rooms. Consider any transportation problems between lodgings and meeting places. \item[Lodging:] Arrange for lodging of different types, ranging from first class (hotel) to one as cheap as possible (student dormitories or equivalent). If there is common lodging as at Crypto, the majority of the participants may be satisfied with dormitories, otherwise provide for a large amount of middle-class, ``academic-budget'' lodging. Make sure that all expected participants and some family members can be accommodated, and investigate the number of single and double rooms. Ideally, participants should be able to get from lodging to the lectures and back on their own and without much delay, i.e., on foot or at least by public transport that runs frequently. In the latter case, make precise information (also on how to get tickets) available in the map or in the individual hotels. % \item[Amenities] Nearby recreational facilities, restaurants, % network access (see page~\pageref{network_access}) %!B % and perhaps a research library will be appreciated by many participants. \item[Cost:] Many attendees at IACR conferences have severely limited budgets for travel. If the cost of attending the conference is too high, then many people will be unable to attend and the scientific program will suffer as a result. \end{description} For each possible location, investigate costs of lodging, meals, meeting rooms, and local transportation. It is strongly advised that you visit each proposed site. Also make sure that facilities and lodging will be available at the time desired. Do all of this well in advance and include a set of brochures, photos, fact sheets, etc.\ together with your proposal. \subsection{Timing} The typical date for Eurocrypt is in the middle of May. The typical date for Asiacrypt is the first week of December. When proposing precise dates, there are several things to take into account: holidays (particularly Passover, the Easter weekend and, exactly seven weeks later, the Whit Sunday weekend), local events, the climate, and other conferences (mostly in security, theory, and information theory; in May, try to avoid conflict with ACM STOC and the IEEE Symposium on Security and Privacy (Oakland)). It might be best to keep the time open until you have discussed it with the Board or Steering Committee at T--24 (or T--12 for workshops). Information about religious holidays is available from \url{http://www.interfaithcalendar.org/index.htm}, \url{http://www.earthcalendar.net/}, and \url{http://www.rochester.edu/diversity/calendar.html}. Try to avoid conflicts between FSE, TCC and PKC (which are all typically held in February-April) and Eurocrypt (that is sometimes held in the second half of April). \subsection{Organizing committee} \label{ssec:orgcomm} There are so many duties that you will want to work with a local arrangements team or organizing committee to share the work. The following tasks can be delegated: \begin{itemize} \addtolength{\itemsep}{-1.5mm} \item publicity and conference web page \item accounting \item conference banquet, meals, and coffee breaks \item excursion \item lecture halls, audiovisual equipment, and presentation handling \item sponsoring \item Internet access \item hotels and accommodations \end{itemize} % social activities, including spouses' and kids' programs, special % events, and excursions. (Note that social programs during the % conference talks have not been too popular in the past -- expect % between 10-20 accompanying persons). Now that you see how many things are involved, you may want to consider using a professional conference organization service. If you do so, make sure that you have a watertight contract with them, explaining clearly which costs they can charge, and what services they need to provide you. Contract a price per delegate instead of a percentage. Get them to understand how registration handling with IACR's online conference registration system works; they will not be involved in every transaction, they only have to manage the exceptions. Many recent Asiacrypt and Eurocrypt conferences have used a conference agency only for hotel bookings. % Try to % contact people who have organized conferences with them in the past. % You should also verify their financial stability. \subsection{Format of the Proposal} The proposal should consist of two parts: a short text (ideally in pdf) (1-2 pages for a workshop, 4-8 for a conference) and a budget {\em following the IACR template spreadsheet\/} found at \url{http://www.iacr.org/docs/} (see Section~\ref{sec:budget} for instructions on how to make and present a budget and Section~\ref{ssec:regfee} on the registration fee). You may also provide a presentation that summarizes the essential points. The short text should address the following items: \begin{itemize} \item The team: short CV of general chair, in particular earlier experience with the organization of conferences/workshops, relation to the IACR; list of the other team members and their responsibilities. Who will be managing the finances? In which account will the money be held? Will professional assistance be hired for the local organization? If so, for which tasks? Can you provide details (earlier experience, web site, proposed contract)? Do they understand how IACR works (IACR takes the financial responsibility)? \item Meeting facility: provide extensive details on the lecture hall (audiovisual infrastructure, size, \ldots), the rooms for coffee breaks and meals, local transportation to the meeting facility and to the social events. \item Accommodation: availability and price range. Are block bookings needed? Who will make the bookings? If it is a third party, how will they be compensated for this? \item Transportation: how easy is it to reach the location (plane, train, car)? Do you expect any bottlenecks? \item Timing: which week do you plan to organize the conference? Is there an alternative week? By when would you need to commit (sign a contract) for the infrastructure and the hotels? \item Other issues: sponsors, co-location with other events, interaction with the local research community, \ldots \end{itemize} {\bf For Asiacrypt and Eurocrypt, your proposal should {\em not\/} contain a program chair.} For the workshops: if your proposal suggests a program chair, indicate clearly whether you are willing to organize the workshop even if your suggestion is not accepted. The finalized proposal should be submitted to the IACR President and Treasurer (for Eurocrypt) and to the Steering Committee Chair (for Asiacrypt, CHES, FSE, PKC, and TCC). You may have to present your proposal in person. \section{Budget} \label{sec:budget} Your conference budget is the financial plan for your conference. Your budget will help you to determine what registration fee to charge your attendees and what you can afford to spend to organize and produce the conference. You should have a preliminary budget when you first make a proposal (for some items you will have to use good estimates, say within 10\%). However, your final budget should be prepared with great care and sent to the IACR President and the IACR Treasurer for approval at T--6 months or earlier. Preparing the budget is a difficult thing to do, but can be based on the final reports of previous conferences. If you need such information, contact a previous Chair, the Treasurer or the President. The budget typically includes the information below. Variable costs are costs that incur per delegate and fixed costs are costs that incur once. A spreadsheet to help with the calculation is available on the IACR web site under \url{http://www.iacr.org/docs/}. \emph{We insist that you use this spreadsheet for the formal proposal (without editing the formulas!); this makes it a lot easier for everyone on the IACR Board of Directors to read budgets and to compare various events.} \begin{center} \begin{tabular}{|lll|} \hline \textbf{Income} & \textbf{Variable costs} & \textbf{Fixed costs} \\ \hline Registration fee & Proceedings & Conference facility \\ Sponsors & Social event & Audio-visual equipment \\ & Welcome cocktail & Conference support staff \\ & Rump session & Printing \\ & Coffee breaks & Speaker assistance \\ & Banquet & Program committee \\ & Lunches & Local organizing committee \\ & Delegate pack & Office consumables \\ & IACR membership fees & Board Meeting \\ & Credit card/bank fees & Insurances \\ & & Internet Access \\ & & Mailing costs \\ & & Conference transport \\ & & Stipends \\ & & Publicity \\ & & Invited speakers \\ \hline \end{tabular} \end{center} For events in Europe, please do not forget VAT issues in your budget. That is, make sure whether or not you have to pay VAT, and try to be on the safe side. Before you finalize the budget and set a registration fee, make sure to read Section~\ref{ssec:regfee} (Registration fee). \section{Sponsors} \label{sec:sponsors} Traditionally, IACR has been independent and self-supporting, and the organization has taken a reserved attitude towards sponsorship by commercial organizations. However, sponsoring can be a major source of income for your conference. Sponsors like to get recognition by having their name attached with an item (a souvenir, conference bag) or to an event (excursion, banquet). Sponsors should be acknowledged in the proceedings (coordinate with the Program Chair), on the web site, and in the printed program. Use your own judgment for how much presence you want to grant them. Springer-Verlag and other publishers (Cambridge University Press, Aegean Park Press) have sometimes exhibited their books at past IACR conferences. This is typically welcomed by most conference attendees, and you may want to contact suitable publishers in advance. Past conferences have charged a reasonable fee for the exhibition space provided (e.g., on the order of one full conference registration). Their delegates have in the past received a badge and taken some meals, but were not registered for the conference (in the past Springer-Verlag has offered 20 copies of the proceedings in exchange for a registration and an exhibition space). Another sponsorship opportunity are airlines, which may offer discounts and free tickets for invited speakers, in return for being designated the ``official carrier'' of the event. It is advised to be careful and realistic if you include money from sponsors in your tentative budget. \section{Publicity} \label{sec:publ} IACR maintains a web site at \url{http://www.iacr.org/} and no longer sends paper mailings to announce workshops and conferences. You can send announcements by email to all IACR members, but you should limit the number of email announcements sent to all members to two for each conference. The primary forum for communicating to the membership is the IACR web site, the IACR Newsletter, and your conference web site. You may host web conference web site at the IACR server. Contact the IACR Webmaster for obtaining an account on the IACR server. Remind the IACR Newsletter editor to announce your conference on the IACR web site and in the Newsletter at the appropriate time. At the present time, Asiacrypt, Crypto, Eurocrypt, CHES, PKC, FSE, and TCC are all official IACR meetings, any communication regarding these meetings should clearly state that the meeting is sponsored by IACR by including the phrase {\em ``sponsored by the International Association for Cryptologic Research''}. In addition, you should include the IACR logo (available from the IACR web site). If other organizations are helping with the meeting in some way, then you should include the phrases ``hosted by'' or ``in cooperation with'' for these organizations, but not ``sponsored by''. \subsection{Call for Papers} Although preparing the Call for Papers is the responsibility of the Program Chair, the General Chair should help with its publication, for example, on the conference web site, because it is typically the first detailed announcement of the conference. % The Call should state the % dates and place of the meeting, the names of the Program Chair, % General Chair, Program Committee, and organizing committee (if any). % In addition, it should give a point of contact for additional % information (normally the General Chair, arrangements chair, or your % secretary). Give as many methods of communication as possible, % including mail, telephone, electronic mail, fax, and the web address. % Note that courier services such as Federal Express require a street % address and not a P.O. Box. It is a good idea to send a copy of the Call for Papers to various relevant societies for publication in their journals and newsletters. This should be done well before you would like it to appear. Addresses of some organizations used in the past are given below; feel free to consider others that appear relevant and to update the list for your successors. Don't forget national organizations of your home country. \begin{description} \addtolength{\itemsep}{-1.5mm} \item[IACR Calendar of Events in Cryptology --] \url{http://www.iacr.org/events/} \item[IEEE Cipher --] \url{http://www.ieee-security.org/cipher.html} \item[IEEE Computer Society --] \url{http://www.computer.org/conferences/calendar.htm} \item[IEEE Communications Society --] \url{http://www.comsoc.org/e-news/} \item[IEEE Information Theory Society --] \url{http://www.itsoc.org/} \item[Notices of the AMS --] \url{http://www.ams.org/notices/} \end{description} \subsection{Call for Participation and other announcements} \label{ssec:announce} All information regarding your event should be stated on the conference web site: program, location, registration, deadlines, information about the area and climate, travel, accommodation, and what type of dress is appropriate. You should also prepare a brief announcement for your conference (or a Call for Participation) for inclusion in the IACR Newsletter and/or for sending to all IACR members by email when registration opens. Contact the Newsletter editor or the Webmaster for how to send email to all members. Note that IACR members can opt out from receiving announcements, so your email announcements are not guaranteed to reach the whole membership. \section{Registration} \label{sec:registration} \subsection{Conference registration system} IACR has ported the membership database to the IACR web site, created an online registration system, and is now using this database. You must use this online registration system. %are {\em strongly} encouraged to use this system rather than %traditional paper-based registration. Paper registration forms may in %fact be completely abandoned in the future, and if you choose to use %these, then you should arrange to enter the details from the paper %forms into the web site so that a proper attendance list and %accounting can be maintained. The online system handles a number of It handles a number of features, including merging with the IACR membership database, financial records of who has paid their registration fees, recording of IACR membership fees, preparing the list of attendees, preparing badges, preparing a supplemental list of attendees, exporting a spreadsheet format, on-site registration, and receipts for payments. % It % may soon incorporate other features such as requests for letters of % invitation. Documentation for the online registration system is available. Contact the Membership Secretary to get access and to use the system. About three months prior to the conference you should fill out and submit the web form at \url{https://secure.iacr.org/conferences/newIACRconf.html} which requests the specific information required to build the registration site. \subsection{Fraud} \label{ssec:fraud} Note that the electronic registration has resulted in many fraudulent registrations, and some organizations are reporting as many as 20\% of the registrations to be fraudulent. These often come from African countries such as Nigeria, Ghana, etc. Their primary purpose appears to be for immigration fraud, in order to secure entry to the host country. These registrations are often paid for with a stolen credit card number, and there is usually no way to detect this until it is too late. For this reason you should scrutinize registrations as they enter the system. They will typically also include a request for a letter of invitation (see next section). Suspicious transactions can be voided or refunded, and doing so will save IACR a substantial amount of money (approximately US-\$~25 for each fraudulent charge). You should coordinate the fraud detection with the membership secretary. \subsection{Visa and letters of invitation} \label{ssec:invitation} Some participants may require a visa to attend the event. Collect all required information and make it available on the event website in a timely fashion. Some participants may need an invitation letter in order to obtain a visa, depending on their citizenship. A sample letter of invitation is provided in the Board of Directors area of the web site. Remember that you are providing a service to our members and promoting our society and that it is the intention that our conferences are open to everyone. On the other hand, experience in the last year has shown that some people want to abuse this procedure (see previous section). If someone asks for an invitation who has never previously attended an IACR conference, then, depending on the country of origin, you should try to get more information about their background (ask them for a vita, evidence of qualification, a reference, or their interest to attend the conference). Use your own judgement and if you are not sure ask help from IACR members from their country or from Board of Directors members. \subsection{Acceptable methods of payment} With the creation of the online database, online credit-card payments are preferred. The advantages of online credit card payments are substantial; they require no human intervention or data input, they have relatively low costs (approximately 2.5\%), and consolidate records with the online database. Checks frequently bring very high costs (as much as US-\$~50), and international money orders, wire transfers, and checks are sometimes anonymous or difficult to match up with the attendee. At the present time, online credit card payments can only be made in US dollars. Your local account may be in whatever currency is normal for disbursements in the host country. Online credit card payments are made to an IACR account, and the Treasurer will arrange to periodically transfer collected registrations to the local conference account, making a currency conversion at that time if necessary. Beware that fluctuations in the exchange rate can create havoc with your budget. The best thing to do is to try to make a realistic estimate of the exchange rate, and to indicate clearly in your budget profits or losses due to exchange fluctuations. The IACR has decided to accept the exchange risk, as it will average out over the years. If you accept payments to your local account that are in a form other than online credit cards, then you should enter those payments into the online registration system in order to maintain an integrated and complete record keeping system. Alternative forms of payment are currently handled by the IACR secretariat at UCSB conference services in Santa Barbara. Participants who absolutely cannot pay by credit card online and wish instead to pay by check or bank transfer to UCSB can be given the following information: \begin{itemize} \item Checks: advise registrants to send checks (payable to ``UC REGENTS'', drawn on a U.S. bank in U.S. Dollars) to IACR/UCSB Conference Services, PO Box 13850, Santa Barbara CA 93107, USA. \item Transfers: you should refer inquiries to the Secretariat (UCSB), who will forward UCSB bank account information to those who inquire. Note that wire transfers may have fees deducted in transit, and any shortfall will still be recorded as a balance due in the registration system after UCSB posts the wire payment. \end{itemize} In some countries (e.g., France) an invoice is required before payment can be made. You should be prepared to issue invoices if this is absolutely necessary for the participants. \subsection{Registration fee} \label{ssec:regfee} You should decide on a policy for people who ask about a reduced registration fee (e.g., for attending only a single day). You may also choose to set lower registration fees for selected categories of participants of lesser financial resources. % but this is not typically done. %Note the IACR has a special policy regarding student fees (see below). \paragraph{Student registration fee.} It is IACR's policy that students be charged a reduced registration fee (effectively subsidized by non-student participants), to encourage more student participation and student IACR members. It has been a tradition that the student fee has been 50\% of the regular fee. The fee however is up to the General Chair, as part of conference budgeting. To avoid abuse, it is advisable that registrants claiming student status be required to provide evidence thereof (perhaps a signed letter from a professor, or a copy of their student ID card). In 2007 IACR has received a substantial grant from the Marconi Society to fund attendance of student authors at conferences. Students who present their own paper at an IACR conference do not have to pay the registration fee. This policy may be extended to IACR workshops in the future. \paragraph{Registration deadline and late fee.} The registration form should include the deadline for registration, with recommended wording something like: ``Late registrations will be accepted if space is available (however there are NO guarantees that space will be available)''. It is recommended that a late fee (US-\$~50-100) be imposed to discourage late registrations. Decide whether registration ``at the door'' will be allowed (it typically is at Crypto), but note that such registrations make it more difficult to organize the meeting. In 2003--2007, only a handful of people registered at the door and about 10--20\% registered late. % , and there may be a large number of such % registrations. You may wish to impose an additional fee for on-site % registration (in addition to the late fee) because you have to provide % additionally . Potential issues include: % \begin{itemize} % \addtolength{\itemsep}{-1.5mm} % \item badges to be made up on the spot; % \item special meals or excursions may require advance reservations; % \item conference materials must be made available (and properly estimated); % \item required revisions to the list of participants; % \item effect on the cash flow of the conference (funds from checks % presented at the conference will not be immediately available). % \end{itemize} % \noindent It is strongly recommended to advertise a late fee, and that this be enforced for all payments made after the deadline. Use your best judgment for special cases (e.g., overseas payments are often very slow though no fault of IACR members, as is creation of manual cheques by administrations in universities and large corporations); fairness and consistency are good guidelines. Some people will pay at the door regardless of your policy; decide how you will handle this. As an over-riding consideration, remember you are providing a service and promoting our society; the purpose of a late fee is to encourage early registration to ease organization and planning, not to raise additional funds or to create any ill feelings. \paragraph{Refund policy.} Decide on your refund policy for people who cancel their advance registrations, and state it on the registration form. Refunds should go to the party who actually paid (e.g. a participant's employee or third party if they are the one who paid). % Refunds are usually a bigger problem for Eurocrypt than Crypto. % Beware that UCSB asks for a guaranteed minimum number of participants % (if the number of participants falls below this number, % then a partial fee is imposed). Consider whether you will allow no refunds at all (which is not common), partial refunds, or full refunds. The objective should not be to penalize people or raise additional funds, but rather fairness including coverage of any costs incurred by the conference as a result of the cancellation. Consider whether pre-registrants who cancel should get a copy of the proceedings. Some may wish to become IACR members nonetheless (to receive the Journal of Cryptology and the Newsletter). One policy might be to refund these people the fee paid less the cost of one copy of the proceedings (plus mailing costs) and IACR membership fee. In the past, the policy has been to set a date up until which full refunds are granted (typically a month in advance of the conference). After that date a partial refund can be given up until the time of the conference, withholding an amount to cover fixed costs such as the proceedings and meals (say US-\$~150). The proceedings should be mailed to such people who choose this option. \paragraph{Historical data.} For your information, the regular registration fees and the late fees for the last several Eurocrypts are listed here (Note that this over a period of extreme differences in the exchange rate between the US-\$ and European currencies. Part of the increase since 1998 is due to increased IACR fees and increased cost for extra support provided by the IACR secretariat. \begin{center} \begin{tabular}{|ccr|} \hline \textbf{Year} & \bf Regular fee & \bf Late fee \\ \hline 1996 & 340\$ & 66\$ \\ 1997 & 414\$ & 28\$ \\ 1998 & 450\$ & 75\$ \\ 1999 & 550\$ & 45\$ \\ 2000 & 530\$ & 75\$ \\ 2001 & 580\$ & 80\$ \\ 2002 & 560\$ & 80\$ \\ 2003 & 568\$ & 80\$ \\ 2004 & 640\$ & 80\$ \\ 2005 & 663\$ & 100\$ \\ 2006 & 550\$ & 80\$ \\ 2007 & 663\$ & 100\$ \\ \hline \end{tabular} \end{center} \subsection{Stipends} \label{ssec:stipends} The General Chair may decide to allocate, in the conference budget, a limited amount of funding to help defray expenses (e.g., registration or other partial expenses) for a small number of participants who might otherwise be unable to attend the conference. Note that it is far easier to waive the registration fee than to reimburse travel costs, for example, for which you have to collect receipts. In the past, stipends have typically gone to students or other individuals from nations with economic difficulties. A safe rule of thumb to follow is that participants given financial support should make some technical contribution to the conference, like have an accepted paper (at least these participants should get priority). It also seems preferable to directly cover expenses (e.g., waive the registration fee or pay for accommodation in an inexpensive hotel) rather than to actually pay out money directly to such participants. It is prudent to request that funding requests by students be ``endorsed'' by a professor. The IACR board of directors has recently (2005) endorsed that the general chair may make a request of the board for a special grant of US-\$~5,000 to support attendance at a conference by local students in cases where economic conditions make it difficult for them. For Eurocrypt, students will be very pleased if you can pay for their accommodation in a simpler accommodation; this kind of support is well received, not very expensive, and it is unlikely that it will be used by students who do not need the support. You may wish to seek general guidance from previous Chairs (but keep in mind that requests for funding are usually handled in confidence, and discussion of specific individuals should generally be discouraged). If allocated in your budget, the availability of such support (but not funding levels, since this often cannot be determined until all requests themselves come in) should be publicized, in the interest of fairness, in the Call for Papers and Conference Announcement, along with details regarding how to apply. A summary of financial support provided is required in the appropriate financial report; names of individuals typically appear only in a separate confidential report to the Treasurer and President, and to other members of the Board at the discretion of the President. {\bf Under no circumstances should any funds be paid to any Officer or member of the Board of Directors} (see Section~\ref{ssec:tax}). \subsection{Integration into IACR membership} Since attendance at any of the IACR conferences or workshops entitles to be a member of the IACR for a year, you are responsible entering and reconciling the data of your attendants with the IACR membership database at the conclusion of the conference. The online conference registration system of IACR performs this step automatically --- its use is therefore mandatory. % The online registration requests complete information that goes into the % online database. Any registrations submitted on a paper form should include % a registrant's affiliation, postal and e-mail addresses at the very minimum. % This is necessary for the General Chair to acknowledge receipt of registration, % for the IACR database maintained by the Membership Secretary, and % for inclusion in the attendee list distributed at the conference. % It is also usual to request phone and fax numbers, % which may become particularly useful to both the Membership Secretary and % General Chair for reaching a participant on short notice. % Moreover, there should be a check-box where participants can %!B % decide whether there registration information is included in the %!B % IACR membership list as handed out to members. %!B \subsection{Registration confirmation} \label{ssec:confirmation} Be sure to send each person that preregisters a confirmation of their registration, and a receipt for their payment. This is done automatically by the online registration system, so you only need to do this for people who register by a manual method such as fax. You can also provide the receipt at the conference. Acknowledgements should refer to the conference web site for information about locations of meeting place, hotels, travel, etc. Also include a preliminary schedule or complete program that minimally states when registration and other activities begin and when the conference ends. Be sure to update this as the conference approaches. Remember that if you send acknowledgements by snail mail, then many participants will not receive them in time due to overseas mailing delays. It is therefore more important to have complete and up to date information available on the conference web site. \section{Major things to plan} \label{sec:major} \subsection{Meals} IACR conferences usually provide lunches, some food at the rump session, and a banquet. Give the option of purchasing separate tickets for the social events (rump session and banquet) for non-participant guests. In selecting menus, avoid extremes. Some participants have special dietary requirements; check what arrangements are possible (vegetarian; Kosher; no pork; etc.), and have the online registration site modified to appropriately to record options\footnote{ In many cases, the caterer is aware of Kosher food and may provide it. Otherwise, contact the local Jewish community and ask if they can provide Kosher food. Be aware that Kosher food must be prepared in a Kosher kitchen, and that (with probability very close to 1) the hotel cannot produce it in its premises. Kosher food is received as sealed, and with a document signed by the local Rabi who assures that it is Kosher. The food should be served in the original sealing.}. \subsection{Reception and breaks} In the past, there has usually been a reception early during the conference. For coffee breaks, it is suggested that something be served besides coffee, tee, soda, and pastry. Fresh fruit and fruit juices are usually received very well. Strange as it may seem, many people like to get their morning caffeine from soft drinks. Also try to ensure that evening drinks include fruit juices and %!B pure mineral water --- this is not automatic in the catering %!B for Crypto. %!B \subsection{Accommodation} It is convenient for attendees if you provide a list of preferred hotels, and you may also be able to arrange for special rates for conference attendees. Beware of any commitment by the conference for a guaranteed number of rooms to be filled however, because attendees will (and should) seek the best accommodations that fit their needs, and rates for hotels are notoriously variable. Moreover, participants will try to make discounted reservations via the web. If you hold a workshop or conference in a popular location at peak season then you should investigate a guaranteed rate and number of rooms reserved for attendees, but you should leave attendees to make their own arrangements directly with the hotel. IACR conferences have grown so large that it is usual for Eurocrypt to have a travel agent handle the hotel reservations. If you expect no problems with availability, you may also simply let attendees make their own reservations. \subsection{Proceedings} \label{ssec:proceedings} Proceedings are published by Springer-Verlag in the LNCS series. Beginning with Crypto'94, final proceedings for Crypto, Eurocrypt, and later Asiacrypt and all the workshops (except for FSE) have been available at the event. You should incorporate the cost of the final proceedings into the registration fee and distribute them to all participants. Note that Springer-Verlag provides the first 50 copies free of charge (and perhaps 70 if they have an exhibition). It is recommended to order a few extra copies for at-the-door registrations, sale at the conference and for the program committee members who are unable to attend the conference. If you end up with extra proceedings, then these can be sold in later conferences, though you should try to keep these to a minimum. \subsection{Excursion} \label{ssec:excursion} You may want to plan an excursion or other activities Tuesday afternoon, which has traditionally been free. If the excursion incurs major costs, make it optional on the registration form. \subsection{Audio-visual equipment} \label{ssec:audiovisual} The lecture hall should provide at least one large ($\geq 3$ meters on a side) elevated screen for use with an overhead projector and a beamer (LCD projector, resolution 1024$\times$768 is required). Overhead and LCD projectors should be sufficiently powerful to illuminate the entire screen. Microphones should be provided for the speakers and session chairs, and for the audience to ask questions (wireless microphones are preferred for the speakers). Provide a presentation PC so that speakers don't have to fiddle around with their laptop configurations. Consider providing a laptop with some timing software for the session chairs. Provide and pretest a presentation PC and ask the speakers to preload and test their electronic presentations on the PC\@. Note that Powerpoint presentations containing mathematics must have their fonts embedded in them, because transferring them to a machine without the required fonts will result in a display that contains gibberish. There is nothing more distracting and disruptive than a malfunctioning audio-visual system. Make sure that everything that appears on the PC monitor is also projected on the screen for the audience and that margins are not chopped off. Preferably the operating system on the presentation PC should be English, so the speakers can open their presentations themselves. Audio-visual setups need to be checked out well before the first session in case they are inadequate. (Also make arrangement to ensure that the presentation room itself is not locked!) Arrange for a backup overhead {\bf and} LCD projector and microphone. Also make sure that you have backups for every piece of equipment (even power cables). You should appoint someone to be in charge of the audiovisual system during the entire conference (ideally a back-up person should be available as well). This person should explain the system to session chairs, administer the presentation PC, explain handling of the microphone to the speakers, and help in case of emergencies. \subsection{Internet access} \label{ssec:internet} Attendees have become used to access the Internet through wireless LAN and/or a set of terminals at the conference. You may be able to set up a small network yourself for the terminals and for wireless access. Many conference centers already offer wireless LAN access for all conference participants; you should buy an access code for all attendees instead of requiring individual registration and payment. You can also consider to find a sponsor who is willing to provide Internet access. \section{Minor things to plan} \label{sec:minor} \subsection{Conference insurance} \label{ssec:insurance} Consider whether to buy insurance for the conference (it is mandatory for Crypto and for other conferences in the USA)\@. Discuss this with the IACR President. %!B To give IACR an option to %!B enforce insurance if it feels it necessary. The purpose of this is to protect the IACR and its members from financial liability in the event of an accident for which the conference is held liable. While the risk of a serious accident is small, the potential damage to the IACR is extremely serious. One serious accident and resulting lawsuit would be a fatal disaster for the IACR. \subsection{Souvenir} Some attendees expect to receive some sort of souvenir. T-shirts, for example, seem to be very popular for Crypto. Keep in mind that large and extra large are considerably more popular than small and medium (you might also get about a dozen preschool size). The gift item should not be too expensive and easy to carry home. Regarding selling extra souvenirs at the conference, see Section~\ref{ssec:tax}. You might wish to have a sponsor provide the souvenir, but in this case you might have to suffer the indignation of having advertising on the item. \subsection{Badges} \label{ssec:badges} The most important information on a badge is name, affiliation and country. Make sure that at least the name is easily readable across a table or when standing loosely together in a group. Other things like logos and ``Eurocrypt 'xy'' can be small. Definitely don't use a typewriter. The online registration system produces badges in a PDF file that can be printed onto standard card stock or paper and then cut out. \subsection{List of attendees} \label{ssec:list} At the conference, a printed list of participants should be distributed which contains name, address, phone, fax, and email address. It should not contain the those people who have asked to not be included in the list. The online registration system provides the ability to download a PDF file ready for printing at the last minute. It is a good idea to have a few draft lists available during registration, and to ask participants to correct their details. You can then make corrections, add walk-in registrants and distribute the final list during the conference. The online database allows preparation of a supplementary list that includes only those people whose registration was entered or modified after a given date. % this is already said above % % In the event that you choose not to use the online system, a special % list should be given to the Membership Secretary indicating the attendees % electing membership in IACR (full contact information including address, % email, phone, and fax should be included in this list). \subsection{Photo} % Decide if you wish to have a group photo. If so, it is % easiest if the conference fee covers the cost (it is otherwise % difficult to estimate number of copies required, and collect % payment). Note that it is very hard to recognize anyone on a group % photo with 400 people or more, which may explain why this early % tradition has been abandoned in the last years. If possible meet % with the General Chair (or any candidates) of the following year's % conference, and lie about how easy the task was. (Do this % convincingly and without regret; your Board members will back you % up.) Until 1999, it has been the tradition take a group photo during the conference. But it is very hard to recognize anyone on a group photo with 400 people or more, which may explain why this early tradition has been abandoned in the last years. With the advent of digital cameras and the Web, more recent conferences have posted a series of pictures from the conference on their web site. \subsection{Handicapped attendees} Try to make the conference accessible for handicapped attendees. \section{At the conference} \label{sec:conference} \subsection{Registration table} Plan to set up a registration table for the duration of the conference. The table can be used for registration and distributing other information. It will speed the registration process if you have put together packets for each attendee before the conference starts. For convenience, arrange administrative lists alphabetically (rather than e.g., by chronological registration date). Note that the online registration system allows you to produce two separate lists of attendees; one for distribution to attendees and one for use by registration staff. The latter includes people who have opted not to publish their details in the list of attendees. The online registration system also provides a way to download an Excel file showing the total amount due for each person. Each registration packet should include a name badge (Section~\ref{ssec:badges}), a list of attendees (Section~\ref{ssec:list}), any final instructions for attendees, a receipt (if this has not been sent), meal tickets, a map, possibly a list of restaurants (ideally rated), and the proceedings. The conference program should include locations for all group meals and other events. % The registration table can also be used to distribute % program updates and help people needing assistance. Blank % transparencies and pens should be made available to speakers. It is % also advisable to have some transparencies and pens available at the % podium during the sessions. There will undoubtedly be people who arrive on the scene without having registered, even if you state that there will be no registrations at the door. You should have a plan for accommodating these people. The online registration system has an interface for registering such people by the conference staff, or you can set up public terminals and simply point the late registrants to the IACR web site in order to enter their details. Accepting on-site registration is a major pain and you should try to minimize your effort. \subsection{Handling money} You will undoubtedly take in some money at the conference from sales of souvenirs and booklets, and late registrations. For this purpose it is a good idea to use a receipt book that makes carbonless copies, so that you can use it to keep records of the money taken in. The online registration system also provides an interface for you to print a receipt when you enter a record of payment into the on-site registration section. You should make some plan for safeguarding the money that you receive, as it is probably not a good idea to carry around US-\$~10,000 in your pockets. \section{Special guidelines for Crypto at UCSB} \label{sec:crypto} Note that the dates for Crypto are arranged with UCSB several years in advance. One year before the conference (\textbf{T--12}) the dates need to be confirmed as being ``fully booked.'' Specifically, Campbell Hall and the University Center need to be confirmed that they are changed from ``tentatively'' to ``fully booked.'' There are two primary people at UCSB that must be dealt with, namely the Conference Coordinator from Conference Services and the Food Service Coordinator. The Conference Coordinator is the main person to deal with, and the Food Service Coordinator will contact you shortly before the conference to arrange menus and special events. UCSB offers only two standard room and board packages; either single room or double room for the entire conference. % (Since UCSB no longer permits smoking in the dorms, ``smoking/nonsmoking'' % is no longer a meaningful option on Crypto registration forms.) If an attendee stays in the dorm but does not eat the meals, or stays for less than the full length of time, the conference will still pay the full package price. Most of the people working in the dormitories do not know this. Children under the age of 12 are not allowed to stay in the dormitory, and children under 18 are not allowed on the school grounds unless they are accompanied by an adult at all times. The policy about early arrivals varies from year to year, depending on whether the schedule of other conferences will allow it. This can be very convenient for participants who wish to arrive early or stay a day longer, which is often necessary for cheap overseas flights %!B To try to make it possible, %!B check with the UCSB Conference Coordinator well before the conference, and advertise the options on the registration form. A social program on Sunday, first tried in 1996, has been well received %!B by many of the participants who have to fly Saturday. %!B The Conference Worksheet is the official contract with UCSB, and should contain all relevant data about the conference. In past years, it has been part of the agreement that we are not to charge more for room and board than UCSB is charging the conference, although some rounding to reflect credit card and other fees is probably acceptable. If you have a special meal such as the beach barbecue, UCSB will give you some tickets to be used for that meal. You will be asked to commit to a minimum at some date in advance of the conference, and it is a good idea to get some extras to sell at the conference. The charge for the meal is based on the original number of tickets, minus the number that you returned after the event. Indicate clearly on the registration form whether the cost of a barbecue or banquet is included in the room and board fee. UCSB requires that you purchase insurance \label{insurance2} for the conference. They can arrange for you to purchase it through an independent broker, and such arrangements need to be made several months in advance of the conference. Have the insurance state that this is UCSB arranged, but General chairs must sign. Be sure to point out that alcohol is served at conference functions (and as we learned from one of our non-American participants at Crypto'94, it is apparently illegal to walk around UCSB with an open container of alcohol). % For local photo-copying, some previous Chairs have used Kinko's % in Goleta (open Sundays). Be sure to leave them adequate time for requests, % and be skeptical of promises made about delivery dates. % For smaller amounts of photocopying, it is convenient to use % on-campus facilities; one is adjacent to the student center. Note that the Computer Science Department at UCSB is entitled to one free %!B faculty registration and two student registrations, because Dick Kemmerer %!B was one of the originators of CRYPTO 81 and the department is a co-sponsor. %!B \section{Financial guidelines} \label{sec:financial} \subsection{Why financial guidelines?} \label{ssec:tax} IACR requires that its conference General Chair act in a fiscally responsible manner. What does this mean? \begin{enumerate} \item Prepare a budget for your conference according to the model provided on the IACR website. Get it approved by the Treasurer and President of IACR. Get any significant deviations from your budget approved before you make them. \item Set-up the IACR online registration system and contact the Treasurer to schedule transfers of registration funds. \item Open a bank account for your conference. Keep careful records of what gets paid in and what gets paid out. Issue receipts and ask for them. \item Report your conference's finances promptly and accurately. Use IACR's standard Chart of Conference Accounts according to the model provided on the IACR website. Provide copies of receipts and other supporting documentation where required. \item Safeguard the tax-exempt status of the IACR. Particular things to watch out for include: \begin{itemize} \item {\bf In no case should there be any money paid to a member of the Board of Directors or an Officer, even if services are rendered.} The only exception to this rule can be if they are an invited speaker to the conference, in which case there should be no favorable treatment granted. %k2 KSM added these items 5/13/95 %?B Is this really only for US, i.e., Eurocrypt chairs need not read it? \item For conferences in the USA, payments to individuals in the USA may be required to be reported to the IRS, depending on the circumstances. As far as can be determined from the rules, if an individual is speaking at the conference and receives financial assistance to attend the conference, these expenses may be paid at the discretion of the General Chair, presumably with guidance from the Program Chair. In general, if the speaker is a resident of the U.S.A. and is reimbursed for expenses, these payments should be reported as income to the individual, and a 1099 form should be filed with the IRS for this. As an alternative, the expenses of the individual may be paid directly by the conference, in which case they appear not to be taxable. This is generally more trouble for the General Chair, but recipients will naturally prefer this. In order to file the 1099 form, you need the individual's address and Social Security Number. Such payments are usually reportable as income by the individual, but may be deductible as business expenses. This is the responsibility of the individual. \item If you receive any grants, donations, or contributions (cash or non-cash) to subsidize the conference, these must be reported to the IACR treasurer for record-keeping purposes. Also, any single contribution exceeding US-\$~5000 (cash or equivalent cash value) must be reported to the U.S.\ Internal Revenue Service on the IACR tax forms. The information required is: (1) contributor's name, (2) contributor's address, (3) amount of contribution. Contributions from government entities are even more complicated; consult the IACR treasurer before accepting these. You might wish to have any contributions used to directly support something given to the conference attendees (like the traditional free gift or an optional outing) rather than accepting general contributions on behalf of IACR. %k2 end insertions \item Business income that is unrelated to the tax-exempt purpose of the IACR (promotion of research in cryptology) is to be avoided at all costs. We should be careful not to engage in business selling T-shirts or cups or such things, other than to dispose of any extras produced for conference attendees. \end{itemize} \end{enumerate} Proper records are also necessary protection for the IACR against an unhappy day in the future when the tax man calls. These guidelines were developed to help you fulfill your fiscal responsibilities. They contain information on the cash profile of a typical conference, banking, the IACR Chart of Conference Accounts, financial planning, and financial reporting. \subsection{Profile of a conference} \label{lab15} The graph given below will give you some idea of the cash position of a conference over time. As you can see, your cash position goes negative just as soon as you spend your first penny (probably on publicity). It stays that way until you start collecting registration fees. After that your cash position gets very healthy and, assuming you have collected enough in registration fees to pay all your expenses, stays that way until you close out your accounts. Seed money is available from IACR to help you over the period of negative cash flow. \thicklines The following is a profile of the balance in the account for conference funds, with T representing the time of the conference. \begin{center} \setlength{\unitlength}{0.008in}% \begin{picture}(575,455)(20,365) \thicklines \newcommand{\myfont}{} \put( 20,440){\framebox(560,380){}} \put( 20,540){\line( 1, 0){560}} \put( 20,540){\line( 4,-1){ 80}} \put(100,520){\line( 2, 1){ 40}} \put(140,540){\line( 1, 1){ 60}} \put(200,600){\line( 1, 3){ 60}} \put(260,780){\line( 3, 1){ 60}} \put(320,800){\line( 2,-5){ 40}} \put(360,700){\line( 1,-2){ 60}} \put(420,580){\line( 4,-1){ 40}} \put(460,570){\line( 1, 0){ 40}} \put(500,570){\line( 4,-3){ 40}} \put(540,540){\line( 1, 0){ 40}} \put( 20,405){\makebox(0,0)[lb]{\smash{T-8}}} \put( 60,405){\makebox(0,0)[lb]{\smash{\myfont T-7}}} \put(100,405){\makebox(0,0)[lb]{\smash{\myfont T-6}}} \put(140,405){\makebox(0,0)[lb]{\smash{\myfont T-5}}} \put(180,405){\makebox(0,0)[lb]{\smash{\myfont T-4}}} \put(220,405){\makebox(0,0)[lb]{\smash{\myfont T-3}}} \put(260,405){\makebox(0,0)[lb]{\smash{\myfont T-2}}} \put(300,405){\makebox(0,0)[lb]{\smash{\myfont T-1}}} \put(340,405){\makebox(0,0)[lb]{\smash{\myfont T}}} \put(380,405){\makebox(0,0)[lb]{\smash{\myfont T+1}}} \put(420,405){\makebox(0,0)[lb]{\smash{\myfont T+2}}} \put(460,405){\makebox(0,0)[lb]{\smash{\myfont T+3}}} \put(500,405){\makebox(0,0)[lb]{\smash{\myfont T+4}}} \put(540,405){\makebox(0,0)[lb]{\smash{\myfont T+5}}} \put(280,365){\makebox(0,0)[lb]{\smash{\myfont TIME}}} \put(595,625){\makebox(0,0)[lb]{\smash{\myfont CASH}}} \end{picture} \end{center} \subsection{Where to put the money} \label{ssec:account} You should open a checking (demand deposit) account especially for your conference. Do not mix conference funds with those of your department, your employer, or your own personal funds. Don't worry if the account you open does not bear interest, but if it does, keep track of the interest received in account 391. Choose a large commercial bank because every IACR conference entails a certain amount of international business. In choosing a bank, pay attention to their fees for incoming wire transfers and collection of foreign checks, since some people will insist on sending you such things even if you request payment in another form. If you open the account in the name of IACR, the bank may require a corporate resolution, a certificate from the Secretary, or some other legal token to serve as evidence of your right to open the account. Contact the IACR Treasurer, Secretary or President for prompt and courteous service. Please organize your account so that in addition to yourself someone else can get at the funds. This is in case something should happen to you (God forbid). The other signatory can be any of the IACR Officers or Directors --- choose one who lives near you. Let the IACR Treasurer know who it is. \subsection{Where money comes from and goes to} \label{lab17} Your conference will have {\em income} from some or all of the following sources: registration fees, room and board fees, sales of extra souvenirs or abstract booklets, grants and seed money received. Your conference will incur {\em expenses} for some or all of the following: publicity, organizing committee, meeting facility rental, invited lecturers, travel assistance, receptions and banquet, proceedings, room and board paid out, seed money returned, and of course, balance paid to IACR. Standard definitions of these categories of income and expense are found in the {\bf IACR Chart of Conference Accounts} given below. Use this Chart for bookkeeping and reporting purposes. It is meant to simplify your work and that of the IACR Treasurer. \begin{trivlist}\item[] \centerline{\large\bf IACR Chart of Conference Accounts: Summary}\vspace{.25in} \label{lab18} \begin{tabular}{rlrl} \bf 3XX & \bf Income Accounts& \bf 4XX &\bf Expense Accounts\\ 311 & seed money received & 411 & seed money returned\\ 321 & registration fees received & 422 & room and board paid\\ 322 & room and board fees received & 431 & publicity\\ 331 & grants received & 432 & organizing committee\\ 391 & interest income & 433 & meeting facility\\ 399 & other income &434 & reception and banquet\\ & &441 & invited lecturers\\ & &442 & travel assistance\\ & &451 & proceedings\\ & &471 & IACR membership dues\\ & &481 & surplus paid to IACR\\ & &499 & other expense\end{tabular} \end{trivlist} \centerline{\Large\bf IACR Chart of Conference Accounts: Definitions} \label{lab19} \paragraph*{3XX Income Accounts} \begin{description} \item[311 Seed Money Received] IACR will provide seed money to General Chairs to help them through the period of negative cash flow. Get seed money by making a request in writing to the IACR Treasurer. If you take seed money you have to pay it back as soon as you are able. (Pay it back from account 411). \item[321 Registration Fees Received] This will be the bulk of your income. It is comprised of fees paid by people to attend your conference. You decide how much to charge for registration when you make your budget. (Handle refunds of registration fees by debits to this account 321.) Contact the IACR Treasurer well in advance to schedule transfers of the registration funds if you are using IACR's online registration system. \item[322 Room and Board Fees Received] The Crypto conferences at UC Santa Barbara used to collect room and board money from registrants who are staying and eating in UC facilities, but this is no longer the case. This entry should be zero. (Account 422 is for room and board paid out, chiefly to UC.) %?B Is there anything similar for Eurocrypts or do room and board %?B fees always go to a separate organization directly? \item[331 Grants Received] You might be well connected, lucky or skillful enough to get a grant from some government or academic organization. Keep track of it here. {\bf In no case should you accept any grant in excess of US-\$~5000 from a single party without clearing this with the IACR Treasurer} (there are tax consequences). %?B Can anyone offer advice as to how or where one gets grants? \item[391 Interest Income] Any interest paid by the bank to the conference account. \item[399 Other Income] Keep track of other income -- the amount and an explanation. \end{description} \paragraph*{4XX Expense Accounts} \begin{description} \item[411 Seed Money Returned] Should equal the amount in account 311. \item[422 Room and Board Paid] For Crypto conferences. Amounts paid to UCSB for attendees' dormitory, meals, lost keys (which should ultimately be paid by the person that lost it), and similar charges. \item[431 Publicity] Funds paid to let people know about your conference. Layout and printing of announcements and calls for papers, postage and mailing labels for these. Receipts are required. \item[432 Organizing Committee] Funds spent to coordinate your local arrangements and program. Costs of the reviewing process. Communications, maybe a little travel, postage. Attendee's kit, your office supplies, souvenir (if any). Get receipts, especially when you reimburse yourself. \item[433 Meeting Facility] Room rental, audio-visual fees, etc.\ paid to providers of meeting facilities. Include the costs of food and service for coffee breaks. Get receipts. \item[434 Reception and Banquet] Food service, transportation and other charges related to social events besides coffee breaks. Get receipts. \item[441 Invited Lecturers] Honoraria and other amounts paid to distinguished researchers invited to present a paper at your conference. In order to preserve IACR's tax status, {\bf it is important} that you document the qualifications and contribution to your conference of every account 441 recipient. Get a signed receipt from each invited lecturer. \item[442 Travel Assistance] Amounts you spend to defray travel expenses for some of the attendees of your conference. In order to preserve IACR's tax exempt status, {\bf it is important} that every recipient of travel assistance contribute to your conference somehow (e.g. giving a paper, help with organization). Document how you make travel decisions, who got how much, and why. This can be a very sensitive area both with the tax authorities and politically within IACR. Get receipts. \item[451 Proceedings] Amounts spent to prepare materials for sending to the publisher. Cost of proceedings for your attendees and postage for these if not provided free by the publisher. \item[471 IACR membership dues] This is IACR's major source of income. Membership dues are currently set at US-\$~88 for regular and US-\$~44 for student membership (check with the Treasurer). You should therefore pay to IACR this amount for each and every attendee at the conference, including those for whom registration fees were waived. \item[481 Surplus paid to IACR] After all your expenses are paid, the balance of your funds should be paid to the IACR treasury. \item[499 Other expense] If you cannot figure out where else to put an expense put it here and provide an explanation. \end{description} % Please use the following format for your budget: % \vspace*{.3truein} % \centerline{\large\bf Format for Conference Budget} % \subsubsection{Income Estimates} % \begin{tabular}{l} Registration fees % (\rule{.5truein}{1truept} attendees $\times$ % \rule{.5truein}{1truept})\\ % Room and Board (\rule{.5truein}{1truept} attendees $\times$ % \rule{.5truein}{1truept})\\ % sponsors \\ % Other (explain)\end{tabular} % \hspace*{2in} TOTAL INCOME % \subsubsection{Expense estimates} \begin{tabular}{l} % Room and Board Paid\\ % Publicity\\ % Program Committee\\ % Organizing Committee\\ % Meeting Facility\\ % Reception and Banquet\\ % Invited Lecturers\\ % Travel Assistance\\ % Proceedings\\ % IACR Membership Dues\\ % Surplus Paid to IACR % \end{tabular} % \hspace*{2in} TOTAL EXPENSE\\ % Please explain anything else which you feel needs explanation. \subsection{Final Financial Report} \label{ssec:report} Your conference is over and has been a big success. Feel very good about yourself and about the great job you did as General Chair. Take a little vacation, during which the last of your bills should arrive. Pay them. Then prepare your Final Financial Report. Close out your checking account. Send your Final Financial Report to the IACR Treasurer along with the balance from your checking account by T+5 months. If you expect further late-arriving bills, send in your Final Financial Report and the money now, and later simply forward any such bills to IACR for payment. The format you should use for your Final Financial Report is shown below. It should be accompanied by a copy of your checking account register and all of the receipts and documentation you have collected. These will be carefully preserved. \begin{trivlist}\item[] \centerline{\large\bf Format for Final Financial Report}\vspace{.25in} \small\begin{tabular}{rlrl} \bf 3XX & \bf Income Accounts& \bf 4XX &\bf Expense Accounts\\ 311 & seed money received & 411 & seed money returned\\ 321 & registration fees received & 422 & room and board paid\\ 322 & room and board fees received & 431 & publicity\mymark\\ 331 & grants received (provide details)& 432 & organizing committee\mymark\\ 391 & interest income & 433 & meeting facility\mymark\\ 399 & other income (explain) &434 & reception and banquet\mymark\\ & &441 & invited lecturers\mymark (document)\\ & &442 & travel assistance\mymark (document)\\ & &451 & proceedings\mymark\\ & &471 & membership dues paid to IACR\\ & &481 & surplus paid to IACR\\ & &499 & other expenses\mymark (explain)\end{tabular} \end{trivlist} Those categories marked with a \mymark\ require receipts or paid invoices for all expenses in the category. \section{More information} \label{sec:contact} Most information is available on the IACR web site at \url{http://www.iacr.org/}; browse the web site and obtain information about past conferences and workshops. The \emph{Board of Directors area} of the IACR web site holds specific information for the IACR Board of Directors. Ask the President or any other member of the Board on how to access it. The addresses of all members of the IACR Board of Directors can be found at \url{http://www.iacr.org/bod.html}. Emails can be sent to the Board via the email alias \url{bod at iacr dot org}. You should ask the IACR Webmaster to create an email alias of the form {\tt crypto20xx at iacr dot org} (for example). The IACR Webmaster can also set up other mailing aliases and lists for your conference. \appendix \clearpage \section{Important IACR Email Addresses} \label{contacts} The following email addresses may be of use:\vspace{3mm} \begin{tabular}{ll} President & {\tt president at iacr dot org}\\ Vice President & {\tt vicepresident at iacr dot org}\\ Treasurer & {\tt treasurer at iacr dot org}\\ Membership secretary & {\tt iacrmem at iacr dot org}\\ Webmaster & {\tt webmaster at iacr dot org}\\ Newsletter editor & {\tt newsletter at iacr dot org}\\ Secretary & {\tt secretary at iacr dot org}\\ Board of directors & {\tt bod at iacr dot org}\\ Archive & {\tt archive at iacr dot org} \end{tabular} \section{Cost Model for Proceedings} The following is a verbatim quote from Springer-Verlag, included with permission from Springer-Verlag. It should be helpful to estimate the cost of the proceedings. For Crypto and Eurocrypt, 70 free copies of the proceedings are given (as opposed to the 50 mentioned below) in exchange for a presentation desk and a single delegate at the event. The Program Chair may take a limited number of these free copies (say 3) and may reserve a number of free copies for Program Committee members who cannot attend, but the remainder of the 50 (or 50+20) free copies should be provided to you as copies for the participants. Negotiate with Springer-Verlag an ad hoc solution (such as pay per social event attended) if additional delegates attend the event. Shipping cost depends on the country (typically US-\$~2000 for a large conference, but for Russia it was twice as much) and whether the proceedings are shipped to the conference or sent to every attendee individually after the conference (FSE). \begin{verbatim} As to the financial side, no royalties are paid for editing LNCS Proceedings, however a standard number of 50 free copies of the book are given to the editor(s). Additional copies needed for distribution at the meeting or for contributing authors etc. can be bought at a discount of (at least) 45 % off the list price; this discount is increased to 47.5 % or 50 %, etc. if at least 100 copies or at least 200 copies, etc. are bought (respectively). The list price of an LNCS Proceedings volume essentially depends on the number of pages needed, as shown in the LNCS price list appended below. Please note that, besides the costs for the books, the transportation costs also have to be covered and that the list prices might be changed over time. 2004 LNCS/LNAI Price List ********************************************************* LIST PRICES FOR LECTURE NOTES IN COMPUTER SCIENCE (effective: January 29, 2004) NUMBER of PAGES EUR up to 250 42.00 251-300 45.00 301-350 48.00 351-400 52.00 401-450 56.00 451-500 60.00 501-550 64.00 551-600 68.00 601-650 72.00 651-700 76.00 701-750 80.00 751-800 84.00 The page number ranges refer to the total number of pages (i.e. Roman numbered front matter pages plus Arabic page count). This list gives the full EUR list prices. For bulk orders of conference proceedings a discount off these list prices is granted; this discount depends on the number of copies bought. In addition to the cost for books shipped to conferences, the transportation cost has to be covered. The list prices of volumes with more than 800 pages are calculated individually. As a rough approximation, EUR 3.00 are to be added for each additional 50 pages needed beyond 800 pages; there are (slight) reductions for high printrun titles or multiple-volume proceedings. \end{verbatim} \clearpage \section{General Chair Terms of Reference} {\large \begin{description} \item[Role:] General Chair of ............ 20.. \item[Reporting to:] IACR Board \hspace{5mm} and ....... Steering Committee \item[Purpose:]$ $ The IACR's purpose is to further research in cryptology and related fields. It does this in many ways, but primarily through the organising of conferences and workshops and the publication of papers in proceedings and the Journal of Cryptology. The purpose of the role of General Chair of is to organize a high quality event. \item[Responsibilities:]$ $ \begin{itemize} \item The IACR shall take the financial risk for the event. \item The General Chair shall \begin{itemize} \addtolength{\itemsep}{1mm} \item Follow the IACR rules for General Chairs as specified in the IACR Rules and Guidelines for General Chairs (\url{http://www.iacr.org/docs/genchair.pdf}). \item Consult with Steering Committee (Asiacrypt and workshops) and Program Chair for all relevant aspects of the organization of the event. \item Seek approval of the budget by IACR president and Treasurer (Template available from: \url{http://www.iacr.org/docs/}). \item Make registration information and visa information available on the event website in a timely fashion. \item Use the IACR on-line registration and payment system; all participants should be entered in the IACR registration system. \item Assist participants with invitation letters. \item Distribute list of participants (including contact information) in paper form at the event (except for those participants who have indicated that they do not want to appear on this list). \item Protect the privacy of IACR members. \item Safeguard the tax exempt status of the IACR. \item Send a financial report to the Treasurer after the event (Template available from: \url{http://www.iacr.org/docs/}). \item Archive all financially relevant documents and receipts or ship them to the Treasurer. \item Send a conference report to the IACR Newsletter. \end{itemize} \end{itemize} \end{description} Agreed by \\[3mm] General Chair \hfill the IACR president \hfill the ........... Steering Committee Chair } \end{document}