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Leadership Position - ACM EAAMO '25

We are pleased to invite applications for volunteer leadership positions supporting the organization of the ACM Conference on Equity and Access in Algorithms, Mechanisms, and Optimization (ACM EAAMO ‘25). This is an exciting opportunity to contribute to a vibrant and interdisciplinary global community committed to advancing equity through research and practice.

Location: University of Pittsburgh, Pittsburgh, PA, USA
Conference Dates: November 5-7, 2025
Application Form: Link
(We are accepting responses until July 5, 2025)

Why Volunteer?

  • Complimentary registration (in-person or virtual depending on the funds available).
  • Join a welcoming and interdisciplinary community.
  • Develop practical experience in event organization and communications.
  • Expand your network of researchers and practitioners.
  • Contribute to an inclusive, impactful event.

For every volunteer leadership position you will receive mentorship and advice from previous leaders, who are all researchers. We are currently recruiting for the following positions:

Registration and Travel Grant Chair

Registration and Travel Grant Chair #

Description: This role involves managing the registration process and coordinating travel grant logistics with the ACM and general chair.

Key Responsibilities:

  • Set up and manage the registration platform (cvent). Communicate with ACM representatives.
  • Export registration information in format required by other chairs.
  • Respond to participant inquiries.
  • Handle the travel grants application and selection process.
  • Collaborate with other chairs on attendee support.
  • Coordinate with ACM for reimbursement processes.
  • Communicate with other chairs.

Report to: EAAMO Director of Operations (Sandro Radovanović) and EAAMO Director of Finance (Ana-Andreea Stoica)

Expectations:

  • Be responsive to participant inquiries (particularly Aug-Nov).
  • Ensure smooth onboarding and communication with grantees.
  • Uphold equity in registration and grant disbursement processes.
  • Expected workload: up to 8 hours per week.

Timeline:

  • July-August: Set up registration system.
  • August: Travel grant application open; process starts.
  • September: Finalize grantee list; prepare reimbursement process.
  • October-November: Finalize registrations, support attendees.
  • Post-Conference: Close out reimbursements, report summary.
Social Chair

Social Chair #

Description: Lead the planning and execution of social events that foster community during the conference.

Note: Due to social events having to be done in-person, Pittsburgh-based (graduate) students are preferred.

Key Responsibilities:

  • Organize inclusive and accessible in-person gatherings.
  • Coordinate with local venues and vendors.
  • Work with local volunteers to ensure smooth logistics.
  • Communicate with other chairs.
  • Expected workload: up to 8 hours per week.

Report to: General Chairs (Michael Hamilton, Sera Linardi)

Expectations:

  • Prioritize accessibility and inclusivity in event planning.
  • Help with the poster session and doctoral consortium.
  • Manage vendors and timelines proactively.

Timeline:

  • August-September: Begin identifying potential activities.
  • September: Finalize contracts and volunteer needs.
  • October: Confirm all logistics.
  • November (During Event): Execute social events.
Proceedings Chair

Proceedings Chair #

Description: Oversee the preparation and submission of the conference proceedings for publication.

Key Responsibilities:

  • Collect final versions of accepted papers on ACM submission platform.
  • Ensure formatting compliance with ACM requirements.
  • Manage timelines for proceedings production.
  • Liaise with authors and PC chairs.
  • Expected workload: up to 5 hours per week.

Report to: Program Chairs (Elizabeth Bondi-Kelly, Nikhil Garg, Andrew Goodman-Bacon). Getting help from Edwin Lock.

Expectations:

  • Maintain clear communication with authors and PC chairs.
  • Strictly adhere to ACM publication deadlines.

Timeline:

  • July-August: Receive final paper list.
  • September: Coordinate collection and formatting.
  • October: Finalize proceedings and submit to ACM.
  • Post-Conference: Verify online availability.
Junior Treasurer

Junior Treasurer #

Description: Support the financial operations of the conference.

Key Responsibilities:

  • Track expenditures and revenues.
  • Assist with reimbursement and vendor payment processes.
  • Help prepare financial reports and documentation.
  • Communicate with the general chair and other chairs.
  • Expected workload: up to 8 hours per week.

Report to: EAAMO Director of Finances (Ana-Andreea Stoica)

Expectations:

  • Be detail-oriented and proactive in tracking expenses.
  • Work within ACM’s financial guidelines.

Timeline:

  • Ongoing (June-Nov): Financial tracking.
  • Post-Conference: Assist with closing budget and reports.
Poster Session Organizers

Poster Session Organizers #

Description: Plan and manage the poster sessions, with a focus on interdisciplinary and local engagement.

Note: Due to the logistics needed to organize poster sessions, Pittsburgh-based (graduate) students are preferred. Since there are already CS-based poster chairs, non-CS (graduate) students are preferred.

Key Responsibilities:

  • Coordinate poster submissions and scheduling.
  • Manage logistics for setup and display.
  • Ensure accessibility and support for presenters.
  • Communicate with the program chairs and other chairs.

Working with: Poster Chairs (Paula Rodriguez Diaz, Santiago Cortes Gomez)

Expectations:

  • Promote poster diversity (topic, institution, discipline).
  • Ensure sessions are welcoming and accessible.
  • Expected workload: up to 5 hours per week.

Timeline:

  • July/August: Open poster call and organize reviews.
  • September: Finalize poster list and logistics.
  • November: Onsite session execution and support.
Social Media Chair

Social Media Chair #

Description: Outreach and communications to promote EAAMO ’25 through digital channels.

Key Responsibilities:

  • Advertise the conference and call for papers via mailing lists and Slack channels.
  • Create and manage posts on social media (e.g., X/Twitter, LinkedIn).
  • Promote key announcements such as registration, program details, speakers, and awards.
  • Collaborate with other chairs to ensure consistent and timely messaging.

Report to: EAAMO Director for Communication (Rhea Tibrewala)

Expectations:

  • Maintain a consistent and professional tone.
  • Be timely and creative with announcements.
  • Expected workload: up to 5 hours per week. More during the conference.

Timeline:

  • June-July: Build communication calendar.
  • August-October: Promote registrations, speakers, and programs.
  • November: Live updates and highlights.
General Volunteers

General Volunteers #

Description: Support a variety of tasks related to the success of the conference.

Note: Pittsburgh-based (graduate) students are preferred.

Responsibilities:

  • Assist with onsite logistics (registration, transitions, setup).
  • Provide speaker and attendee support.
  • Help coordinate hybrid and technical operations.

Report to: General Chairs (Michael Hamilton, Sera Linardi)

Expectations:

  • Be reliable and present during conference days.
  • Support the welcoming and inclusive tone of EAAMO.
  • Expected workload: up to 4 hours per day during the conference. Some workload is expected prior to the conference as well.

Timeline:

  • October: Task assignments.
  • November 5–7: Conference support.
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