Guidelines on Funds Available to Conference Organizers

Reimbursement to Invited Speakers, Minitutorial Speakers, and Organizing Committee Chair(s) is contingent on the approval of grant support for SIAM Conferences. If support is not received, the reimbursement is contingent on the approval of registration fees high enough to cover the expected expenses of these groups.

Funds Available for Conference Distribution

Reimbursement of Expenses for Conference Chairs

The Chair of the Organizing Committee (and Co-Chair) is waived of the conference registration fee. The reimbursement of the Chair of Organizing Committee (and Co-Chair) as a group is determined by the average number of paid attendees at the prior two meetings.

Number of Paid Attendees & Amount

• Less than 200: $1500
• 201 - 400: $2000
• 401 - 600: $3000
• 601 or more: $3500

An expense report form will be placed in the co-chair conference registration packets if it has been arranged prior to the meeting to use these funds.

Organizer Fund

Chair of the Organizing Committee (and Co-Chair) may use this fund at their discretion to support conference-related activities. The Chair should advise the SIAM office as to how the fund will be used four months prior to the meeting. The amount of the fund is determined by estimated conference attendance which for purposes of this policy is defined as the average attendance from previous two conferences.

Conference Support Fund

The primary purpose of this fund is to provide partial financial support for travel and local expenses to post doctorates, hardship cases, and other conference participants who may not otherwise be able to attend the conference. Conference registration fees are not considered reimbursable expenses for the purpose of this fund. The amount of the fund is determined by estimated conference attendance which, for purposes of this policy, is defined as the average attendance from previous two conferences.

Organizing Committee Registration Costs

The Organizing Committee will receive complimentary registration for a specific number of members based on expected paid attendance. The policy for ACM-SIAM Symposium on Discrete Algorithms (SODA) and meetings associated with SODA, is that members of the Organizing Committee are offered a reduced registration rate. Organizing Committee members pay their own travel, room, and board expenses.

Invited Speakers

SIAM will reimburse up to $1,500 per speaker traveling within North America, or $2,500 for speakers traveling outside of North America, subject to travel reimbursement guidelines (see Guidelines for Reimbursement of Travel Expenses). If the expenses of an Invited Speaker are expected to exceed these allotted amounts, the Invited Speaker must submit an Additional Reimbursement Request Form to the SIAM Conference Director for approval no later than six weeks before the workshop.

Minitutorial Speakers

SIAM will provide up to $500 per speaker of a minitutorial for travel expenses, not to exceed $1500 per minitutorial (in the case of three speakers, that’s $500 per speaker), plus free conference registration for the speakers.

Procedure for Reimbursement of an Invited or Minitutorial Speaker

Prior to the conference, all confirmed speakers will receive the Guidelines for Reimbursement. An expense report will be included in the conference registration packets. Expense reports must be submitted for reimbursement within 30 days of the conference to be eligible for reimbursement.

Minisymposium Organizers and Speakers - No Reimbursement

SIAM does not reimburse expenses for minisymposium organizers or minisymposium speakers. The minisymposium organizers and minisymposium speakers are expected to pay the appropriate registration rate. If they do not pre-register they will have to register onsite at the higher rate. It is best to clarify this policy when invitations to participate are issued.

Contributed Session Speakers - No Reimbursement

SIAM does not reimburse expenses for contributed session speakers. The speakers are expected to pay the appropriate registration rate. If they do not pre-register they will have to register onsite at the higher rate.

Poster Session Presenters - No Reimbursement

SIAM does not reimburse expenses for poster presenters. The presenters are expected to pay the appropriate registration rate. If they do not pre-register they will have to register onsite at the higher rate.

Funds Available for Workshop Distribution

The guidelines for Workshops described below also apply to meetings associated with the ACM-SIAM Symposium on Discrete Algorithms (SODA).

Reimbursement of Expenses for Workshop Chairs

For workshop Co-Chairs, registration is waived. A total of $1500 is available for reimbursement of travel expenses for the co-chairs(s), as a group. An Expense Report Form will be placed in the Co-Chair’s registration packets.

Invited Speakers

SIAM will reimburse up to $1,500 per speaker traveling within North America, or $2,500 for speakers traveling outside of North America, subject to travel reimbursement guidelines (see Guidelines for Reimbursement of Travel Expenses). If the expenses of an Invited Speakers are expected to exceed these allotted amounts, the Invited Speaker must submit an Additional Reimbursement Request Form to the SIAM Conference Director for approval no later than six weeks before the workshop.

Procedure for Reimbursement

Prior to the workshop, all confirmed Invited Speakers will receive the guidelines for Reimbursement and an Additional Reimbursement Request Form.

An Expense Report Form will also be placed in workshop registration packets. Expense reports must be submitted for reimbursement within 30 days of the workshop.

No other funds are available for Workshops.

For distribution of funds for workshops at the SIAM International Conference on Data Mining, see the Reimbursement Policy for the SIAM Conference on Data Mining.