Welcome!
Welcome to the ACS Regional Meetings Resource Portal. This portal is setup to provide the latest resources, regional meetings contacts, and calendar to regional meeting organizers. Resources can be downloaded by clicking on the name of the document. If you have any questions about the information in the portal please email the Office of Events, Meetings & Expositions (EME) at Regional_Meetings@acs.org
Regional Meeting Planning Resources
OVERVIEW OF PLANNING A REGIONAL MEETING
AGREEMENTS
The documents below will get you started with understanding the tasks involved with planning a regional meeting. This is the best place to start if you are thinking about hosting a regional meeting.
Documents:
Overview Timeline of Planning a Regional Meeting & Committee Structure (updated Feb 2024)
2026 Regional Meeting Organizer Meeting Presentation Deck
The documents below are the agreements that should be entered in to between regional meeting organizers, region boards, and ACS staff. The MOU is a template - it is not required in this format. The MMA is required to be executed in order for ACS staff to begin work on a regional meeting.
Documents:
Memo of Understanding (MOU) Recommended Template (coming soon)
Meeting Management Agreement (MMA) (coming soon)
MMA Sample (coming soon)
Videos:
Memo of Understanding (MOU)
Meeting Management Agreement (MMA) - February 2025
Memo of Understanding (MOU)
Meeting Management Agreement (MMA)
PLANNING TIMELINE
BUDGET
The timeline document below outlines all tasks related to planning a regional meeting and lists which group is responsible. This tool is used throughout the regional meeting planning process to ensure that all tasks are completed for the meeting.
Documents:
Detailed Regional Meeting Planning Timeline Template
The budget document below is a template to assist with setting up and tracking a budget for a regional meeting. It lists all typical revenue and expenses for a regional meeting.
Documents:
Budget Template
Video:
Financial Management
Budget - February 2025
PROGRAMMING & ABSTRACT MANAGEMENT
REGISTRATION
The documents below are to be used during the programming and abstract management portion of planning a regional meeting. These include templates for organizers to complete as well as links to trainings for symposia organizers.
Documents:
Regional Symposium Organizer Handout (updated Feb 2024)
Call for Papers Template (updated Feb 2024)
C&EN Call for Papers Article Template (updated Feb 2024)
Video:
Abstract Management
Abstract System & Timeline - February 2025
Program Chair Resources:
Program Chair Timeline & Tips
The documents below are used to setup registration for regional meetings. They outline the specifics needed from organizers so staff is able to setup and manage registration.
Documents:
Registration Form Details Sample (updated Feb 2024)
Registration Review Edits Form Sample (updated Feb 2024)
Registration Website Sample (screen shot of previous meeting)
Registration Form Sample (screen shot of previous meeting)
Video
Registration - February 2025
MARKETING
EXHIBITS & SPONSORSHIPS
The documents below are related to ACS staff marketing of a regional meeting. They include a marketing dates document as well as templates and other resources used throughout the marketing process.
Documents:
Key Dates (updated Feb 2024)
Adobe Analytics Installation Instructions (updated Feb 2023)
Facebook Request Form (updated Feb 2024)
Email Template Sample (updated Feb 2024)
Graphic Design Services Packages & Pricing (updated Feb 2024)
Video:
Publicity & Marketing
Branding & Marketing - February 2025
Sales/fundraising is not supported by ACS staff, below are samples optional samples for regional meeting organizers to use.
Documents:
Sponsorship Prospectus Template
Sponsorship Levels Sample
Exhibitor Application Template
Exhibitor Invitation Letter Sample
REPORTING
AWARDS
The below two reporting templates are used for each regional meeting.
Documents:
Meeting Final Report Template
Meeting Final Financial Report Template (completed by ACS staff, updated Feb 2024)
There are several awards that are included in various regional meetings. The below are the awards packets to be used for these awards.
Documents:
P3 Award Nomination Packet
E. Ann Nalley Award Nomination Packet
DivCHED High School Teaching Award Information
Stan Israel Award
James Bryant Conant Award in High School Chemistry Teaching
(open July 1 - November 1)
ACS DIVISION & PROGRAM REQUESTS
GRANTS & PROGRAMMING FUNDING
ACS staff departments offer additional support to regional meetings (beyond the Meetings department). Below is information and forms related to this support and programming.
Documents:
ACS Workshop Request Form (updated Feb 2026)
ACS Science Outreach Conference Programming Request Form (updated Feb 2025)
ACS Science Outreach Conference Programming Information (updated Feb 2024)
Video
ACS Services
Below are documents related to different program funding available to regional meetings.
Documents:
ACS Governance Reception Information ($2500 in funding)
Board Member Request Form
NeXus Regional Meeting Grant Information
NeXus Grant Application
Potential Grants for Regional Meetings
Video:
Fundraising - February 2025
CONTACT LISTS AND ACS REGION MAP
Regional Meeting Organizers are encouraged to contact ACS Divisions and Local Sections for cross-programming. Below are links to a contact list of ACS Division leaders and a map of ACS Regions and Local Sections.