% revision history
%
% 20221117 DS: Suggestions for making conferences more queer-friendly
% 20191110 JB: Added program chair(s) to the list of people who can receive a waiver
% 20190823 CC: Updates for workshops, consolidated changes
% 20190821 CC: Included updates on Crypto by Tal Rabin and Muthu V.
% 20190520 CC: Updates from EC18 BoD meeting
% 20190326 Added sponsorship tracking policy by Joppe Bos
% 20180620 CC: Finalized update for code of conduct (dated to April 18)
% 20170820 DS: Sponsors, registration system, methods of payment,
%   student waivers, stipends, integration into IACR membership, registration
%   confirmation, badges, list of attendees
% 20170818 CC: Proceedings, area conferences, RWC, newsletter => news
% 20151130 CC: Proceedings - discourage USB sticks, encourage online
% 20150816 BAL: Updates for non-discriminatory reg fee policy
% 20140922 CC: Updates for terms of reference
% 20140903 NPS: Update re parallel sessions, CRI fund
% 20140424 NPS updates
% 20130712 mccurley: section on videos
% 20110607 CC: changed financial text triggered by Greg
% 20110511 CC: harmonization with program chair guidelines, typographical edits
% 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}
\usepackage{fancyhdr}
\usepackage{graphicx}
\usepackage{url}
\topmargin=-5mm
\evensidemargin=0cm
\oddsidemargin=0cm
\textwidth=16cm
\textheight=22cm
\addtolength{\headheight}{1.6pt}
\newcommand{\cancel}[1]{}
\newcommand{\mymark}{$^*$}

\newcommand{\lastupdate}{17 November 2022}

\lhead{\sc IACR Guidelines for General Chairs}
\rhead{\sc \lastupdate}

\title{\bf IACR Guidelines for General Chairs}
\author{\mbox{}}

\date{\lastupdate
 \footnote{The most recent version of this document
    can be obtained from \protect\url{https://www.iacr.org/docs/}}}

\begin{document}
\maketitle

\thispagestyle{empty}
\pagenumbering{roman}

\noindent Dear General Chair,
\vspace*{4mm}
\par\noindent
The purpose of this document is to help you smoothly run a successful
conference, and help in managing the IACR finances and membership. These
guidelines have evolved over decades 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.  Such
rules can usually be recognized by the imperative ``must.''

The IACR Board of Directors (``the Board'') and possibly the respective
Steering Committee are your partners for organizing the conference.
Agreeing to be General Chair of an IACR-sponsored event implies that you
will accept these rules and follow the guidelines.  If you feel that you
are unable or unwilling to do so, or if you desire modifications be made
from these guidelines, please contact the Board or the Steering Committee
beforehand.

This document is intended for the General Chairs of the three IACR
general conferences (Asiacrypt, Crypto, and Eurocrypt) and all IACR-sponsored
area conferences (CHES, FSE, PKC, and TCC).  The separate \emph{Guidelines 
for the Real World Cryptography Symposium} document addresses the organization 
of RWC.

This document will continue to evolve.  Please send your feedback and
suggestions for improvements to the Secretary or to any other member of the
Board.

Above all, we hope you find your job fun and rewarding.  These 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 Board and preceding Chairs.  We are all
interested in furthering the goals of the Association, and you should feel
free to call on us.

\begin{flushright}\it
Tom Berson (1986),
Kevin McCurley  (1990, 2004, 2017),
Paul Van Oorschot (1995),
Birgit Pfitzmann (1997), %!B
Bart Preneel (2002, 2007), %!BP
Christian Cachin (2005, 2008, 2011, 2014, 2017, 2019),
Helena Handschuh (2006), 
Arjen Lenstra (2006),
Nigel Smart (2014),
Douglas Stebila (2017, 2022),
Tal Rabin (2018),
Muthu Venkitasubramaniam (2019),
Joppe Bos (2019).
\end{flushright}

\pagebreak
\tableofcontents

\pagebreak
\pagestyle{fancy}
\pagenumbering{arabic}


%Note
%\section{Every word is Capitalized in any \section heading in this document.}
%\subsection{Only the first word is Capitalized in any \subsection and smaller heading in this document.}


\section{Organizing an IACR Conference}

At the time of this writing IACR sponsors three general conferences
(Asiacrypt, Eurocrypt, and Crypto), as well as four area conferences (CHES,
FSE, PKC, and TCC), and one symposium (RWC).  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 Board.  Prescreening of proposals for Asiacrypt is handled by the
Asiacrypt Steering Committee but final approval is made by the Board.  The
area conferences are handled similarly: a Steering Committee for each event
series prepares a proposal and final approval is made by the Board.
There are separate guidelines for Steering Committees describing this
process.

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 general conference and more than one year in advance
for hosting an area conference.  A proposal usually includes the proposed
venue, dates, a General Chair, and the name of other organizers, and is
typically 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 an area conference, 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 the conference. The timing is typical
for general conferences (Asiacrypt, Crypto, Eurocrypt). For area
conferences, 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 (Section~\ref{sec:proposal}:~Proposal and
  Section~\ref{sec:budget}:~Budget).  For area conferences, 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 at the Board.  For
  Asiacrypt, present your proposal to the Asiacrypt Steering Committee; its
  meetings are typically held on one of the first evenings of Asiacrypt; if
  your proposal is successful, you should present it subsequently to the
  Board.  The Board typically meets on the day before Eurocrypt and Crypto.
  For area conferences: 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 (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 for the year of your
  conference and the year before.  Attend the Board meetings.

\item[T--13] Coordinate with the Program (Co-)Chair(s) about the budget
  requirements (specifically for program committee meeting and invited
  speakers).

  Select a local organizing committee (Section~\ref{ssec:orgcomm}).

  Refine the budget (Section~\ref{sec:budget}) and approach
  potential sponsors for your event (Section~\ref{sec:sponsors}).

\item[T--11.5] Inquire into obtaining conference insurance
  (Section~\ref{ssec:insurance}).  For Crypto, sign the mandatory
  conference insurance with UCSB.

\item[T--12] Attend the previous event; if you are General Chair
  of a general conference you should participate in the 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 to open the conference website (see section~\ref{sec:publ}).
  The Program Chair selects the program committee and prepares the wording
  of the Call for Papers, and this becomes the first content on the website
  for the conference.

\item[T--6] Finalize the budget, set a registration fee, and send the
  detailed budget to President and Treasurer for immediate review and final
  approval (Section~\ref{sec:budget}).  You must have an approved budget
  before registration can be opened.

  Consider that it should be possible to register early at a reduced fee
  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 (Section~\ref{ssec:account}).

\item[T--5] Prepare the registration details and open registration.  You
  must use 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 events are entitled to become
  members of IACR, you have to ensure your attendee information is recorded
  in the membership database automatically
  (Section~\ref{sec:registration}).

\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). There is now
  a tool to make this easier; see \url{https://www.iacr.org/tools}.

  For general conferences, allow time in the schedule for the IACR
  Membership meeting; typically this meeting is held immediately after the
  end of the technical sessions and before an evening dinner.  There is
  also an IACR Award Ceremony, for recognizing IACR Fellows and celebrating
  other achievements, which should be scheduled at general conferences.
  Consult with the President about times for these meetings.

\item[T--3] Work with the Program Chair to coordinate any text appearing in
  the proceedings.

\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, and badges (Section~\ref{sec:minor}).

  Announce the conference on the conference website, to the IACR
  membership by email, and open the registration.  
  Be prepared to send Letters of
  Invitation (Section~\ref{ssec:invitation}).

\item[T--2] Monitor registrations through the IACR web interface to intercept
  fraudulent registrations (Section~\ref{ssec:fraud}).

\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}.

  Shortly before 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\ \ \ ] The conference takes place; see Section~\ref{sec:conference}.

\item[T+1] Coordinate with the Membership Secretary to reconcile
  the attendee list, last minute registrations, refunds, etc. Process reimbursements for students for travel. 

\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 an area conference. Unlike Crypto, these events
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.  For
  general conferences, it must also be able to accommodate parallel
  sessions.  As of 2019 there have typically been 400--600 attendees at
  Eurocrypt and Crypto (detailed statistics are available from the Board of
  Directors area on the IACR website).  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(s) used for
  presentations should have at least one large raised screen.  Space for
  coffee breaks and lunches should be available nearby.  Consider using a
  local university for meeting rooms.

  Consider any transportation problems between lodgings and meeting
  places.

\item[Lodging:] Indicate lodging options 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
photos and some promotional information in 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).  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 area conferences).  Information about religious
holidays is available from
\url{https://www.interfaithcalendar.org/index.htm},
\url{https://www.earthcalendar.net/}, and
\url{https://www.rochester.edu/diversity/calendar.html}.

Try to avoid conflicts between FSE 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.
For general conferences, it is advised to select a workshop chair,
who will oversee the organization of workshops and affiliated events
(see Section~\ref{sec:workshops}).
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 (1-2 pages for an
area conference, 3-6 for a general conference) and a budget using the
current \emph{IACR conference budget planner}, available at
\url{https://www.iacr.org/docs/}.

Section~\ref{sec:budget} explains how to make and present a budget and
Section~\ref{ssec:regfee} describes how to set 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, 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, website, 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}
%
{\em For Asiacrypt and Eurocrypt your proposal should \textbf{not}
  contain a program chair.\/}
%
For the area conferences: if your proposal
suggests a program chair, indicate clearly whether you are willing to
organize the event 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 all
other events).  You should be prepared to present your proposal in person.


\section{Finances}

\subsection{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.
Your must use the IACR \emph{conference budget planner} available at
\url{https://www.iacr.org/docs/}.  

\emph{You must use the current
  version of this spreadsheet for the formal proposal (without editing the
  formulas!); this makes it a lot easier for the Board 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    & Credit card/bank fees   & Conference facility         \\
Sponsors            & Social event            & Audio-visual equipment      \\
Springer sponsorship& 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}.


\subsection{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
website, and in the printed program.  Use your own judgment for how
much presence you want to grant them.

Springer 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).

For Springer specifically, IACR and Springer have agreed that Springer may
set up a conference booth for no extra charge, but that the delegates of
Springer register at the regular rate (though they typically will not
attend all events).  Furthermore, for conferences with proceedings
published in LNCS, Springer pays a sponsorship towards the conference
budget.  Ask the treasurer for the amount.

It is advised to be careful and realistic if you include money from
sponsors in your tentative budget.
You should coordinate with the Treasurer on how to receive sponsorship funds.  
The online registration system must be used to create and issue invoices to sponsors and to receive sponsorship payments by credit card, should the sponsor want to pay that way.
The online registration system must be used to track all sponsorship payments even
if they are made locally. See for more information Section~\ref{ssec:track_sponsor}.


\section{Workshops and Affiliated Events}
\label{sec:workshops}

From about 2017 onward, IACR general conferences have featured
\emph{workshops} and other co-located events, also called \emph{affiliated
  events}.  Such events are typically 1--2 days long, dedicated to a
particular topic, co-located with a conference, handled by your
organization, and included in your budget.  These are also events of the
IACR and organized under your oversight as General Chair.  You are advised
to appoint a \emph{Workshop Chair}, who will be responsible for their
selection and organization.

In order to ensure broad participation, issue a \emph{Call for Workshops}
and solicit proposals for affiliated events early enough.  The selection of
workshops should be guided by their proposed topics and may be constrained
by the space available locally.  You and the workshop chair are jointly
responsible for ensuring that the scope of the affiliated events is aligned
with the interests of the IACR.
You should also seek the feedback of the program chair on the selection
of workshops.
Examples for sample texts calling for workshop submissions are available
from the IACR website.

Workshops generally increase the attendance at the main conference
considerably and serve as a venue for featuring recent developments and
work of current interest.  As part of the main conference, you organize the
venue, catering, logistics, and registration for workshops.  For each
workshop or affiliated event, a chair should be named at the time when the
event is confirmed.  The chair is then responsible for all further aspects
of a workshop, such as the program, website, and so on.


\section{Publicity}
\label{sec:publ}

IACR operates a website at \url{https://www.iacr.org/}, mailing lists, news
feeds in multiple social media systems, and several other communication
channels.  The integrated communication system is called \emph{IACR News}
and appears at \url{https://www.iacr.org/news/}. There are several twitter handles that can be used as well. 

To open the conference website, get credentials from the IACR webmaster.
Enter as much information regarding dates, venue, travel, accommodation,
visa information (eg, visa request form). Coordinate with the Program Chair
to finalize and publish the Call for Papers.


\subsection{Conference website}

The primary forum for communicating to the membership is the IACR
website, the IACR News, and your conference website. The first
step is to list your conference in the IACR calendar of events
(members like to know dates well in advance).
To do this you just need to enter some data on a web form at
\url{https://www.iacr.org/events/submit.html}.

You should host the conference website at the IACR server.  Contact the IACR
Webmaster {\tt webmaster at iacr.org}
for obtaining an account on the IACR server. Starting in 2017 there are
dedicated URLs such as \url{https://asiacrypt.iacr.org/} for use by
the conference of that year. You should
also ask for email alias of the form {\tt crypto20xx at iacr dot org}
(for example) or other mailing aliases and lists for your conference.

As of 2017, all conference websites should be mobile-friendly, because
many people will view the site from phones. IACR has contracted for a
mobile-friendly template that should make it easy to build your
website. Once you have an account on the IACR machine, you can follow the
instructions located at
\url{https://github.com/IACR/conference-template}. The first page
that you will need to construct is the call for papers, which requires
the program chair to set submission guidelines and select a
committee. There are two data files for this setup that may be
constructed at \url{https://www.iacr.org/cryptodb/pc}.

Once your basic website is set up, make sure that it is linked from the
calendar of events and publicize the Call for Papers.
Contact the IACR Webmaster for sending announcements to IACR News.

At the present time, Asiacrypt, Crypto, Eurocrypt, CHES, PKC, FSE, 
TCC, and RWC are all official IACR meetings, any communication regarding these
meetings should clearly state that the meeting is sponsored by IACR by
including the phrase ``sponsored by the International Association for
Cryptologic Research.''  In addition, you should include the IACR logo
(available from the IACR website).  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{Announcements} 

Using the conference registration system you can send announcements by
email to all IACR members.  You should typically do this for announcing the
opening of the registration and related deadlines.  Try to limit the number
of email announcements sent to all members to two for each conference.

Note that IACR members can opt out from receiving announcements, so
your email announcements are not guaranteed to reach the whole membership.


\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 website, 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{https://www.iacr.org/events/}
\item[IEEE Cipher --]
  \url{http://www.ieee-security.org/cipher.html}
% No longer available.
% \item[IEEE Computer Society --]
%  \url{http://www.computer.org/conferences/calendar.htm}
% They appear not to list non-IEEE events.
% \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}


\section{Registration}
\label{sec:registration}

\subsection{Conference registration system}

IACR maintains its membership database integrated with website and its
online registration system.  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 website so that a proper attendance list and
%accounting can be maintained.  The online system handles a number of
The Membership Secretary will give you access to the registration system
and be your contact for handling registrations.

The system 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, logging who has ordered printed
proceedings, preparing badges, exporting a spreadsheet format, on-site
registration, and receipts for payments.  It also authorizes attendees and
IACR members to access IACR's publications hosted by Springer.
% It
% may soon incorporate other features such as requests for letters of
% invitation.

Contact the Membership Secretary to get access and to use the system.  Once
your final budget has been approved, which should be at the latest three
months prior to the conference, 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.  If the
conference will require additional options, such as co-located workshops,
you should contact the Membership Secretary well in advance in case any
custom programming is required.


\subsection{Fraud}
\label{ssec:fraud}

There have often been some fraudulent attempts at registration.  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 USD~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.  A sample letter of invitation is provided in the Board of
Directors area of the website.

Remember that you are providing a service to our members and promoting
our society and that it is the intention that our events 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 event, then you should try
to get more information about their background (ask them for a vita,
reference to their home page,
evidence of qualification, a reference letter, or their interest to attend
the conference).  Use your own judgment.  If you are not sure,
double-check with the immigration authorities of the event's host
country, ask members of the Board, or get help from IACR members 
from the respective country.


\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 USD~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.
The only alternative form of payment is currently through a wire
transfer directly to IACR.
%  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: the 
  The Treasurer can give you details of the bank
  account to accept wire transfers. These should be discouraged,
  because it is expensive at both ends, and often difficult to
  reconcile the wire transfer to the person being paid for. Sometimes
  transfers will have fees deducted in transit, and any shortfall will
  still be recorded as a balance due in the registration system.
  However some government employees in some countries can only pay
  this way.  Once the Treasurer confirms that the payment has arrived,
  account for it in the registration system.
%\end{itemize}

In some countries (e.g., France) an invoice is required before
payment can be made.  The conference registration system provides
invoices prior to payment.


\subsection{Registration fee}
\label{ssec:regfee}

It is the IACR's policy that registration fees for all IACR and
ICW-IACR events be
non-discriminatory except potentially for the specific cases mentioned
below of single-day attendance, participants of lesser financial
means, joint ventures/co-located events, student rates, early
discounts/late fees, and local students from economically challenged
areas (see Section~\ref{ssec:stipends}, Stipends).  In particular, you must not set
registration fees that discriminate based on whether the attendee is
from ``academia'' or ``industry''.  All attendees, no matter where
employed (or by whom) are equally welcome at all IACR events.

\paragraph{Workshops and affiliated events.}
Decide on a registration fee for workshops and affiliated events.
Workshops are typically charged a fee that is proportional to the number of
attended workshop days.  Ensure that one may attend a workshop also if one
does not register for the main conference (such attendees are not charged
to IACR membership fee and do not become members of the IACR through this).
However, you may encourage attending workshops and conference together by
setting the fee structure accordingly.

\paragraph{Single-day attendance.}
You should decide on a policy for people who ask about a reduced
registration fee for attending only a single day (or a fixed
subset of the event).  You are not required to offer a single-day
registration rate.

\paragraph{Lesser financial means.}
You may choose to set lower registration fees for selected
categories of participants of lesser financial resources.  This is not
typically done, but if you choose to do so you must offer the lower
rate in a non-discriminatory manner to everyone who meets the income
threshold you set for the reduced rate.
% but this is not typically done.
%Note the IACR has a special policy regarding student fees (see below).

\paragraph{Joint ventures/co-located events.}
If your event is co-located with another IACR or ICW-IACR event,
you may want to
offer a discount to attendees registered for both events.
Registration discounts for joint ventures are permitted subject to the
mutual discretion of the General Chairs of the co-located events.  If
offered, all General Chairs for the co-located events must mutually
agree on the amount of the joint registration discounts offered and
how those discounts will be divided among the participating events.

\paragraph{Student rates.}
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 is 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).

It has been a policy since 2007 that students who
present their own paper at an IACR general conference do not have to pay the
registration fee. 
In 2015 this was extended to the IACR area conferences.
You should refer to this as the \emph{Cryptography Research Fund for Students}.
Further sponsorship you obtain may enable you to extend this offer
to non-speaking students.  See also Section~\ref{ssec:stipends}.  The online 
conference registration system provides a mechanism for issuing waivers to student speakers.  Use the administration system to enter the names and email addresses of those who are to receive waivers; the system will email a token code to the recipient, who should then enter this in the registration form.  The amount of the waiver for student speakers should in general include the IACR fee as well.  You can decide whether to waive the late fee as well if they register late.  

\paragraph{Registration waivers.}
The budget prepared by you as General Chair and finalized in agreement with
the Treasurer and the President (Section 4) defines the ``free attendees'' at
your conference, for whom you waive the registration fee. It is important
to be transparent about free registrations because they affect the
budget. The question who benefits from such waivers may vary depending on
the tradition of the conference and the respective Steering Committee.

Typically free registrations can be given to the general chair(s),
program chair(s), (student) supporters of the organising committee, invited speakers,
sponsors, and others. If you offer free registrations in return for
sponsorship income, you should ensure that the net balance is positive.

Members of the Board of Directors should not benefit from registration
waivers in their capacity of being a Board member.  For questions consult
with the Steering Committee Chair, Treasurer, and President.

\paragraph{Registration deadline and late fee.}
The registration information should include the deadline for early (or
``regular'') registration, with recommended wording something like:
``Late registrations will be accepted if space is available (however,
there are \emph{no} guarantees that space will be available)''.  It is
recommended that a late fee (USD~100--150) 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 enforce the late fee 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 together with the registration
information.  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.  Some may wish to become IACR members nonetheless.
One policy might be to refund these people the paid amount
less a handling fee and the IACR membership fee.  
In the past, the policy has been to set a date
up until which full refunds are granted (typically, this was set to
the same as the deadline for early registration).  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 meals (say USD~150).  

\paragraph{Historical data.}
For your information, the regular registration fees for past Asiacrypt,
Crypto, and Eurocrypt conferences are shown here.  The numbers are in
2005-inflation-adjusted USD.  (Keep in mind extreme differences in the
exchange rate between the USD and global currencies over time!)
\begin{center}
  \includegraphics[width=0.8\textwidth]{genchair-regfees}
\end{center}

% % ; 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}{|ccc|} \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\$ \\ 
% 2008        &  530\$       & 100\$ \\
% 2009        &  498\$       & 100\$ \\
% 2010        &  778\$       & 100\$ \\
% 2011        &  570\$       & 110\$ \\
% 2012        &  570\$       & 120\$ \\
% 2013        &  590\$       & 110\$ \\
% 2014        &  680\$       & 130\$ \\
%  \\
% \hline
% \end{tabular}
% \end{center}


\subsection{Stipends}
\label{ssec:stipends}

Recall Section~\ref{ssec:regfee} that addresses waivers for
student registrations.

The General Chair may additionally 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 (via the waivers 
in the online registration system) 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 Board has endorsed a policy (starting 2005) that the general chair
may make a request of the Board for a special grant of USD~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
lodging 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.  {\em No money must be paid to any
  member of the Board or to any person in an official function of the
  IACR, even if services are rendered\/} (Section~\ref{ssec:tax}).


\subsection{Integration into IACR membership}

Since attendance at any IACR event entitles one 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.


\subsection{Registration confirmation}
\label{ssec:confirmation}

The online registration system sends a confirmation and receipt once a 
payment has been received.  For people who pay by a manual method, you 
should record the payment in the online registration system and then 
the system will send a receipt to the registrant.

You should also send informational emails to registrants prior to the 
conference.  The informational email should refer to the conference website 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.

You can send the informational email via the online registration system.

\subsection{Tracking sponsorship payments}
\label{ssec:track_sponsor}

Use the ``Local account'' option to record a sponsorship payment that goes to a local (e.g., university) account. All sponsorship payments must be recorded in the online registration system, even if funds are paid to a local account. If the payment comes in a currency other than US dollars, put the amount on the invoice as the approximate amount in US dollars, and then use the ``Local currency'' field on this form to record the exact amount received.

\section{Major Things to Plan}
\label{sec:major}

\subsection{Lecture hall}

Make sure the lecture hall is large enough to accommodate all
participants.  A high ceiling is recommended.  If you have a choice,
select theater-style seating (chairs only) or conference seating (with
small tables) based on the space available.  If you mix the two forms,
put tables at the \emph{back} of the lecture hall, as this attracts
more laptop users, and keep the front rows free for those without
laptops.

Furthermore the Board requires that a venue for Asiacrypt, Crypto or
Eurocrypt must be able to accommodate have parallel sessions.
%
Some events might also provide a separate ``working room'' in the
coffee-break area, where people can work on their laptops, but see the
slides and listen to the presentation in the background.  This helps
to get distractors out of the main lecture room such that the other
attendees can concentrate on the talks.


\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
(vegan; vegetarian; gluten-free; 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 Rabbi 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 an
event 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.
For Crypto, please coordinate with UCSB Organizers, to secure blocks of rooms in neighboring hotels and UCSB Club. 


\subsection{Proceedings}
\label{ssec:proceedings}

Proceedings at conferences are published by Springer in the LNCS series and
the papers related to the hybrid journal-conferences (currently FSE, CHES)
appear in IACR Transactions. 
Printed LNCS proceedings are only provided to
those delegates who pay an extra charge at registration.  This option
should only be available up to the early-registration deadline, to have
time for ordering and shipping.  For multi-volume LNCS proceedings, only
the option to buy all volumes should be offered and the price to charge
should be checked with the Treasurer.
Making printed proceedings available to registrants is now quite rare: between 2017 and 2020, on only 2 occurrences (out of around 20) were proceedings available.

All attendees have access to the proceedings online, for LNCS in Springer's
digital library via the IACR website and for open-access IACR Transactions
directly on the web.  Since delegates will want to read the proceedings
during the conference it is vital that sufficient network connectivity and
bandwidth are available at the conference facility.  You should work with
the program chairs and the IACR webmaster to ensure proceedings can be
accessed online at the event.
%
Ignore any information that Springer might publish about LNCS pricing or
ordering, as IACR has a direct agreement with Springer.  

% For a number of years, the proceedings files were distributed via USB keys,
% but this is no longer a desired option.

% In exceptional cases the proceedings have not been available online
% in the publisher's library at the time of the event.  In such a case it 
% should be possible to obtain a so-called ``printpdf'' file from Springer
% and distribute this via the conference website.  


\subsection{Excursion}
\label{ssec:excursion}

You may want to plan an excursion or other activities on a free 
afternoon (traditionally Tuesday).  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 at least 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 test 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{Videos from talks}
In recent years we have started collecting videos of presentations.
Kevin McCurley maintains a youtube channel \url{https://www.youtube.com/TheIACR}
with videos of talks from IACR conferences, and they are being archived for
future distribution. The general chair is strongly urged to arrange for videos
from talks at the conference. The most important part of planning for this is to
make sure that the video production people produce one video per talk, because
editing the videos after the fact is very time-consuming.  The exact format
is less important, and you can choose from whatever is available at the venue.
In past years we have tried several formats, including
\begin{itemize}
\item A format where a camera man moves between the speaker and the
screen.  See \url{https://www.youtube.com/watch?v=rJIlMPu9ndE}
\item A format where only the slides are shown.  See
\url{https://www.youtube.com/watch?v=8CfJmSGXSTc}
\item A format in which both speaker and slides are shown in a split view.
See \url{https://www.iacr.org/workshops/pkc2010/02_constant_size_ciphertexts_in_threshold_attribute-based_encryption/}
\end{itemize}
Any of these formats are acceptable.

Authors and presenters fill in the \emph{IACR Copyright and Consent Form}
as part of the paper submission process when uploading the final paper
version.  According to this policy the IACR requests the permission to
record all presentations (with possible exceptions).

It's useful to archive the presentation materials from the speakers,
so that they can be made available on the web.  The speakers may decline
to have this distributed, and that is their choice.  Again, permission
is captured by the program chair via the copyright forms.

\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.

\subsection{Code of Conduct}
\label{ssec:CoC}

The IACR has adopted the following \emph{code of conduct} for events sponsored by the IACR.

%%%%%%%%%%%%%
\begin{quote}
The IACR is committed to providing an experience free of harassment and discrimination in its events, respecting the dignity of every participant.

If you experience harassment or discriminatory behavior at an IACR event, we encourage you to reach out to someone who could help. The following are available to you: the Code-of-Conduct Liaison, General Chair(s), any member of the Ethics Committee, the President \textsf{***and others relevant to event***}. 

Participants who violate this code may be sanctioned and/or expelled from the event, at the discretion of the General Chair(s). Serious incidents may be referred to the Ethics Committee for further possible action. Any action will only be taken with the consent of the complaining party \textsf{***subject to applicable laws***}.

If you witness harassment or discriminatory behavior, please consider intervening.

Code-of-Conduct Liaison: \textsf{[add name and email address]}\\
Ethics Committee: \includegraphics[width=2in]{ethics.png} %ethics-committee@iacr.org
(see \url{https://www.iacr.org/committees.html} for who this is).\\
IACR president: \includegraphics[width=1.4in]{president.png} %president@iacr.org
(see \url{https://www.iacr.org/bod.html} for who this is).
\end{quote}
%%%%%%%%%%%

General chairs must include this code of conduct in the description of the event, where the starred sentences above should be substituted with text relevant to each event. Participants will be required, by use of a check-box at registration time, to agree to this code of conduct. If there is some reason that the General Chair wishes to use different wording than above, this requires approval from the Board.

The General Chair of each event must appoint a contact person who will be present at the event itself. This could be the General Chair him/herself.

Posting of the code of conduct should include a clear indication of the names and email addresses of the people to contact, and an indication of whether they are present at the event. If an email alias is used, it must be accompanied by a list of all the people who can access the email sent to that alias.

You should train your volunteers and staff on how to respond to a code of conduct or safety complaint. In general, the volunteer should be instructed to \emph{not} attempt to adjudicate or resolve the issue at hand, nor to confront a belligerent attendee. They should be trained instead to offer  all of the following (a) get the affected individual to a safe space (e.g., the registration desk), then contact the General Chair as quickly as possible (e.g., by cell phone); (b) get the General Chair to come and address the situation, or (c) have the General Chair follow up with the affected person at the next opportunity.


\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 online registration system produces the badges automatically. They have
been set with large fonts; they should not be changed 
and this system must be used to produce badges.  
%It is important
%that as large a font as possible is used to improve readability; the %online registration system dynamically maximizes font sizes.

We would like to provide the option for attendees to present their pronouns, if they wish. We have consulted with some members of our community and received some guidance on how to do so.
\begin{itemize}
\item It's better to not ask for this information at registration, both to avoid permanently archiving it in our database but also because people may make their decision on whether and how to present their gender identity much closer to the event, depending on their comfort and situation once they arrive.
\item We think the best option is to provide people with stickers that they can add to their registration badge, with some common pre-printed options (he/him, she/her, they/them) as well as blank ones for pronouns we haven't pre-printed.
\item Stickers should not be differently coloured for different pronouns to avoid associating colour with gender.
\item One organizer of another event we talked to suggested it's nice if everyone is given a sheet of stickers with all the options; even though that's a bit wasteful in terms of printing stickers, it normalizes the behaviour so people don't have to ask for it.  Alternatively you could have piles of stickers for different pronouns available for pickup at the registration desk.
\item No one should be pressured or obliged to take any stickers or put them on their badge, though it would be nice if organizers and staff were showing leadership by using a sticker if they felt comfortable to do so.
\end{itemize}

If possible, provide differently coloured lanyards (e.g., bright red) so that people who don't want to be photographed can be easily identified.  
This is common practice at IETF meetings, for example.
It benefits anyone who has privacy concerns about being photographed.

\subsection{List of attendees}
\label{ssec:list}

A list of attendees information can be accessed from the membership website.  The list includes participants which contains name, address, phone, fax, and email
address. The list excludes the list of participants who have explicitly opted out. 


\subsection{Accessibility}

Try to make the conference as accessible as possible for people with disabilities.

\subsection{Support for LGBTQ+ attendees}

In addition to the discussion in Section~\ref{ssec:badges} about pronouns on badges, there are a few additional things we can do to make our events more supportive for LGBTQ+ attendees.

We want to ensure transgender attendees don't have any problems with bathroom access.  It is nice to have available some bathroom options that are in some way non-gendered -- family bathrooms, wheelchair-accessible, or explicitly signed non-gendered.  That may not be possible depending on the venue.  If such options are available, it would be helpful to include them on maps or signage so that transgender attendees can elect to use them without calling attention to it.  If the venue has no options, we can consider creating one by changing one of the traditional restrooms to a non-gendered one just for the conference.

If you are also providing accommodations (e.g., Crypto's on-campus accommodations at UCSB), please liaise with the accommodations provider to try to make gender neutral options available during sign-up.

In some environments, it would also be helpful to provide LGBTQ+ attendees additional information about safety in the host city.
If possible, write to a local LGBTQ+ organization and ask whether there are any safety concerns that conference participants should be aware of, and if yes, making this information available to the participants.

\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}), any final instructions for attendees, a
receipt (if this has not been sent), meal tickets, a map, possibly a
list of restaurants (ideally rated).  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
website 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 USD~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, coordinate the lecture halls with UCSB. 
%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.

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.
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, 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 \emph{No money must be paid to any member of the Board or to any
    person in an official function of the IACR, 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
\item \emph{Do not write checks to yourself} except with prior
  approval from the Treasurer.  It is preferable for the Treasurer to
  write the check to you. Try to avoid needing to do this at all, by
  paying providers directly rather than seeking reimbursement.  It is
  particularly important to provide detailed receipts for every item
  being reimbursed to yourself.
%?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 USD~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,
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 USD~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 USD~50 for regular and USD~25
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.



\clearpage
\appendix

\section{More Information}
\label{app:contacts}

More information is available on the IACR website at
\url{https://www.iacr.org/}; browse the website and obtain information
about past events.  Do not hesitate to contact 
the members of the Board for more information.

The current members of the Board are listed at
\url{https://www.iacr.org/bod.html}. 
You get to the \emph{Board of Directors area} on the website when 
you remove the string \url{.html} from this URL.
Important email addresses:\vspace{3mm}

\noindent
\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}\\
Secretary & {\tt secretary at iacr dot org}\\
Board & {\tt bod at iacr dot org}\\
Archivist & {\tt archive at iacr dot org}
\end{tabular}


% \section{Cost Model for Proceedings}
% \label{app:proceedingscost}

% The Board of Directors area on the IACR website contains details 
% about the pricing model for conference proceedings.
% Recall that these days most delegates for events will not require
% printed proceedings, thus the 50 free copies provided by Springer
% are often more than sufficient for the workshops.
% For Crypto and for Eurocrypt, 70 free copies of the proceedings are
% usually given, constituting of the 50 mentioned by Springer plus 20
% free copies 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 PC
% members who cannot attend, but the remainder of the 50 (or 50+20) free
% copies should be provided to the General Chair as copies for the
% participants.  If additional delegates of Springer attend the event,
% negotiate an ad-hoc solution with Springer (such as pay per social
% event attended)

% Shipping cost depends on the country (typically USD~2000 for a large
% event, but for Russia it was twice as much) and whether the
% proceedings are shipped to the event or sent to every attendee
% individually after the conference (FSE).  For shipping to the event,
% clearance through customs may require attention.


% \clearpage
% \section{General Chair Terms of Reference}
% \label{app:terms}

% {\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}
