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</style></head><body><div>Hi John,</div><div>We have received a proposal for conference accommodations from the Clarion Congress Hotel Prague, via our local chair (Jalil Boukhobza, CCed). It is addressed to Customer: Association for Computing Machinery (per the details below), and lists our local chair as the Contact Person. Beyond that, all the information looks reasonable and complete (food, coffee, AV rental, room reservation, and prices for attendees in the hotel blocked rooms). Is there anything else we need to be aware of before accepting the proposal (e.g. do you need to review it, do we need to wait for TMRF approval, etc)? Thanks for your time and assistance.</div><div>-Travis Janssen and Mai Zheng</div><div> HotStorage'26 General Chairs</div><div><br></div><div>On Tue, Apr 28, 2026, at 11:16 AM, John Otero via Hotstorage-generalchairs wrote:</div><blockquote type="cite" id="qt" style="overflow-wrap:break-word;"><div class="qt-WordSection1"><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">Hi Mai, and all –</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">I am sorry, I did not receive the email from Jalil on April 2<sup>nd</sup>. I check my junk mail weekly in case something slips into it and I don’t recall seeing this email.
I could have missed it.</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">The contract should be addressed to:</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">Association from Computing Machinery</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">1601 Broadway, 10<sup>th</sup> Floor</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">New York, NY 10019</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">Fed Tax ID # 13-1921358</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">ACM does not currently have / registered for VAT in Prague. Typically, once ACM determine the VAT obligation and what is needed our tax account will set up a VAT number if
needed.</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><div><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">All the best,</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">John</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">John Otero, Program Coordinator, Site Selection</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">Email: <a href="mailto:otero@hq.acm.org"><span style="color:rgb(70, 120, 134);">otero@hq.acm.org</span></a></span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">Phone: 212.626.0612</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">Association for Computing Machinery</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">1601 Broadway, 10<sup>th</sup> Floor</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">New York, NY 10019</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"><a href="https://www.acm.org/special-interest-groups/volunteer-resources/conference-planning/table-of-contents"><span style="color:rgb(70, 120, 134);">Conference Planning Guide</span></a></span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"><a href="https://cms.acm.org/cms_conference_RFP_status.cfm"><span style="color:rgb(70, 120, 134);">Request for Proposal and Contract updates</span></a></span></span></p></div><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><div><div style="border-right-width:medium;border-right-style:none;border-right-color:currentcolor;border-bottom-width:medium;border-bottom-style:none;border-bottom-color:currentcolor;border-left-width:medium;border-left-style:none;border-left-color:currentcolor;border-image-outset:0;border-image-repeat:stretch;border-image-slice:100%;border-image-source:none;border-image-width:1;border-top-width:1pt;border-top-style:solid;border-top-color:rgb(225, 225, 225);padding-top:3pt;padding-right:0in;padding-bottom:0in;padding-left:0in;"><p class="qt-MsoNormal"><b><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">From:</span></span></b><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> Zheng, Mai [E CPE] <mai@iastate.edu> <br> <b>Sent:</b> Tuesday, April 28, 2026 12:08 PM<br> <b>To:</b> John Otero <otero@hq.acm.org><br> <b>Cc:</b> travis.janssen@ibm.com; Jalil BOUKHOBZA <jalil.boukhobza@ensta.fr>; generalchairs26@hotstorage.org; localchair26@hotstorage.org<br> <b>Subject:</b> Re: Have Already Submitted PAF - HotStorage '26: 18th ACM Workshop on Hot Topics in Storage and File Systems</span></span></p></div></div><p class="qt-MsoNormal"> </p><div><p class="qt-MsoNormal"><span style="color:black;">Dear John,</span></p></div><div><p class="qt-MsoNormal"><span style="color:black;"> </span></p></div><div><p class="qt-MsoNormal"><span style="color:black;">Thank you for serving as the ACM contact for HotStorage’26! I’m sharing some background information to facilitate the collaboration:</span></p></div><div><p class="qt-MsoNormal"><span style="color:black;"> </span></p></div><div><p class="qt-MsoNormal"><span style="color:black;">As you may know, HotStorage’26 is co-located with ACM SOSP’26, so the site and hotel selection have been determined by the ACM SOSP team. ACM SOSP has also negotiated and arranged conference rooms for all regular
1-day workshops on Sept 29. </span></p></div><div><p class="qt-MsoNormal"><span style="color:black;"> </span></p></div><div><p class="qt-MsoNormal"><span style="color:black;">HotStorage’26 is a little special among all SOSP workshops in that it’s 1.5-days: 1st half day on Sept 28, and 2nd full day on Sept 29. ACM SOSP has arranged the conference room for HotStorage on Sept 29 (Zodiac
room) as part of their workshop plan. We are responsible for arranging the conference room for HotStorage on Sept 28. </span></p></div><div><p class="qt-MsoNormal"><span style="color:black;"> </span></p></div><p style="margin-top:0in;margin-right:0in;margin-bottom:0in;margin-left:0in;"><span style="color:black;">We are in the process of negotiating with the hotel for the Sept 28 arrangement, and our local chair Jalil (cc’ed) has been working on it. He sent an email to you asking about the billing information etc (attached
below). It seems the following information is needed:</span></p><p style="margin-top:0in;margin-right:0in;margin-bottom:0in;margin-left:0in;"><i><span style="color:black;">"</span></i><i><span style="color:black;"><span class="size" style="font-size:11pt;"> they (hotel) have requested the complete billing information of the funding organization, including the address, Tax ID number, and VAT number.</span></span></i></p><div><p class="qt-MsoNormal"><i><span style="color:black;">" </span></i><span style="color:black;"></span></p></div><div><p class="qt-MsoNormal"><span style="color:black;"> </span></p></div><div><p class="qt-MsoNormal"><span style="color:black;">Could you please help answer the questions? Thanks again for your help, and please let us know if you have any other questions/suggestions! </span></p></div><div><p class="qt-MsoNormal"><span style="color:black;"> </span></p></div><div><p class="qt-MsoNormal"><span style="color:black;">Thanks,</span></p></div><div><p class="qt-MsoNormal"><span style="color:black;">Mai</span></p></div><div style="margin-left:30pt;margin-right:30pt;"><p class="qt-MsoNormal"><i>=======copy of Jalil’s email to John</i></p></div><div style="border-right-width:medium;border-right-style:none;border-bottom-width:medium;border-bottom-style:none;border-left-width:medium;border-left-style:none;border-image-outset:0;border-image-repeat:stretch;border-image-slice:100%;border-image-source:none;border-image-width:1;border-top-width:1pt;border-top-style:solid;padding-top:3pt;padding-right:0in;padding-bottom:0in;padding-left:0in;margin-left:30pt;margin-right:30pt;border-top-color:currentcolor;border-right-color:currentcolor;border-bottom-color:currentcolor;border-left-color:currentcolor;"><p class="qt-MsoNormal" style="margin-bottom:12pt;"><b><i><span style="color:black;">From: </span></i></b><i><span style="color:black;">Jalil BOUKHOBZA <<a href="mailto:jalil.boukhobza@ensta.fr">jalil.boukhobza@ensta.fr</a>><br> <b>Date: </b>Thursday, April 2, 2026 at 3:50</span></i><i><span style="color:black;"><span class="font" style="font-family:"Arial", sans-serif;"> </span></span></i><i><span style="color:black;">PM<br> <b>To: </b><a href="mailto:otero@hq.acm.org">otero@hq.acm.org</a> <<a href="mailto:otero@hq.acm.org">otero@hq.acm.org</a>><br> <b>Cc: </b>Zheng, Mai [E CPE] <<a href="mailto:mai@iastate.edu">mai@iastate.edu</a>>, Travis Janssen <<a href="mailto:tjanssen@fastmail.com">tjanssen@fastmail.com</a>>, <a href="mailto:Bingzhe.Li@UTDallas.edu">Bingzhe.Li@UTDallas.edu</a> <<a href="mailto:Bingzhe.Li@UTDallas.edu">Bingzhe.Li@UTDallas.edu</a>>, Jalil BOUKHOBZA <<a href="mailto:jalil.boukhobza@ensta.fr">jalil.boukhobza@ensta.fr</a>><br> <b>Subject: </b>request for information for a quotation, conference ID: 2026-624245</span></i><span style="color:black;"></span></p></div><p style="margin-right:30pt;margin-bottom:0in;margin-left:30pt;"><i><span style="color:black;"><span class="size" style="font-size:11pt;">Dear colleagues,</span></span></i></p><p style="margin-right:30pt;margin-bottom:0in;margin-left:30pt;"><i><span style="color:black;"><span class="size" style="font-size:11pt;">I am contacting you on behalf of the organizing committee of the ACM HotStorage workshop, which will be co-located with SOSP in Prague (Conference ID: 2026-624245).</span></span></i></p><p style="margin-right:30pt;margin-bottom:0in;margin-left:30pt;"><i><span style="color:black;"><span class="size" style="font-size:11pt;"> </span></span></i></p><p style="margin-right:30pt;margin-bottom:0in;margin-left:30pt;"><i><span style="color:black;"><span class="size" style="font-size:11pt;">We are currently in contact with the local hotel and need to obtain a quotation. To proceed, they have requested the complete billing information of the funding organization, including the address, Tax ID number,
and VAT number.</span></span></i></p><p style="margin-right:30pt;margin-bottom:0in;margin-left:30pt;"><i><span style="color:black;"><span class="size" style="font-size:11pt;"> </span></span></i></p><p style="margin-right:30pt;margin-bottom:0in;margin-left:30pt;"><i><span style="color:black;"><span class="size" style="font-size:11pt;">Could you please provide this information so that we can move forward with the conference room reservation?</span></span></i></p><p style="margin-right:30pt;margin-bottom:0in;margin-left:30pt;"><i><span style="color:black;"><span class="size" style="font-size:11pt;">Thank you very much for your assistance.</span></span></i></p><p style="margin-right:30pt;margin-bottom:0in;margin-left:30pt;"><i><span style="color:black;"><span class="size" style="font-size:11pt;">Best regards,</span></span></i></p><p style="margin-right:30pt;margin-bottom:0in;margin-left:30pt;"><i><span style="color:black;"><span class="size" style="font-size:11pt;">Kind regards</span></span></i></p><p style="margin-right:30pt;margin-bottom:0in;margin-left:30pt;"><i><span class="size" style="font-size:11pt;">Jalil (local chair) on behalf of the organizing committee of Hotstorage</span></i></p><p style="margin-right:30pt;margin-bottom:0in;margin-left:30pt;"><i><span style="color:black;"><span class="size" style="font-size:11pt;"> ==========</span></span></i></p><p style="margin-top:0in;margin-right:0in;margin-bottom:0in;margin-left:0in;"><span style="color:black;"><span class="size" style="font-size:11pt;"> </span></span></p><p style="margin-top:0in;margin-right:0in;margin-bottom:0in;margin-left:0in;"><span style="color:black;"><span class="size" style="font-size:11pt;"> </span></span> </p><div id="qt-ms-outlook-mobile-signature"><p class="qt-MsoNormal" style=""> </p></div><div id="qt-mail-editor-reference-message-container"><div style="border-right-width:medium;border-right-style:none;border-bottom-width:medium;border-bottom-style:none;border-left-width:medium;border-left-style:none;border-image-outset:0;border-image-repeat:stretch;border-image-slice:100%;border-image-source:none;border-image-width:1;border-top-width:1pt;border-top-style:solid;padding-top:3pt;padding-right:0in;padding-bottom:0in;padding-left:0in;border-top-color:currentcolor;border-right-color:currentcolor;border-bottom-color:currentcolor;border-left-color:currentcolor;"><p class="qt-MsoNormal" style="margin-bottom:12pt;"><b><span style="color:black;">From: </span></b><span style="color:black;">John Otero <<a href="mailto:otero@hq.acm.org">otero@hq.acm.org</a>><br> <b>Date: </b>Wednesday, April 8, 2026 at 1:22</span><span style="color:black;"><span class="font" style="font-family:"Arial", sans-serif;"> </span></span><span style="color:black;">PM<br> <b>To: </b>Zheng, Mai [E CPE] <<a href="mailto:mai@iastate.edu">mai@iastate.edu</a>>, <a href="mailto:travis.janssen@ibm.com">travis.janssen@ibm.com</a> <<a href="mailto:travis.janssen@ibm.com">travis.janssen@ibm.com</a>><br> <b>Subject: </b>Have Already Submitted PAF - HotStorage '26: 18th ACM Workshop on Hot Topics in Storage and File Systems</span></p></div><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">Dear Mai and Travis,</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">Congratulations on your appointment as Conference Chair for the upcoming HotStorage '26: 18th ACM Workshop on Hot Topics in Storage and File Systems. I wanted to take a moment
to introduce myself as your ACM contact for site selection and hotel negotiations.</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">As Program Coordinator for Site Selection, I’ll be your primary point of contact at ACM for all aspects related to hotel sourcing and contracting. As the legal and financial
sponsor of HotStorage '26, ACM must review, negotiate, and sign all hotel contracts related to the conference. This process not only ensures compliance with ACM’s policies but also allows the conference to benefit from ACM’s strong negotiating position as
the sponsor of more than 195 annual meetings each year.</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">Now that your Preliminary Approval Form (PAF) has been submitted, we can begin the next phase—defining your meeting requirements. These details are essential, as they form
the foundation for the Request for Proposal (RFP) that will be sent to potential host cities and venues. The more accurate the meeting requirements, the more effectively we can identify properties that best fit your conference’s needs.</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">I look forward to working with you on HotStorage '26. Please don’t hesitate to reach out with any questions or if you’d like to discuss the process in more detail.</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">All the best,</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">John</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">John Otero, Program Coordinator, Site Selection</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">Email: <u><span style="color:rgb(70, 120, 134);"><a href="mailto:otero@hq.acm.org"><span style="color:rgb(70, 120, 134);">otero@hq.acm.org</span></a></span></u></span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">Phone: 212.626.0612</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">Association for Computing Machinery</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">1601 Broadway, 10<sup>th</sup> Floor</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;">New York, NY 10019</span></span></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><u><span style="color:rgb(70, 120, 134);"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"><a href="https://www.acm.org/special-interest-groups/volunteer-resources/conference-planning/table-of-contents"><span style="color:rgb(70, 120, 134);">Conference Planning
Guide</span></a></span></span></span></u></p><p class="qt-MsoNormal"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"> </span></span></p><p class="qt-MsoNormal"><u><span style="color:rgb(70, 120, 134);"><span class="font" style="font-family:"Calibri", sans-serif;"><span class="size" style="font-size:11pt;"><a href="https://cms.acm.org/cms_conference_RFP_status.cfm"><span style="color:rgb(70, 120, 134);">Request for Proposal and Contract updates</span></a></span></span></span></u></p><p class="qt-MsoNormal"> </p></div></div><div>-- </div><div>Hotstorage-generalchairs mailing list</div><div><a href="mailto:Hotstorage-generalchairs@fsl.cs.sunysb.edu">Hotstorage-generalchairs@fsl.cs.sunysb.edu</a></div><div><a href="https://linkprotect.cudasvc.com/url?a=https%3a%2f%2flists.fsl.cs.sunysb.edu%2fmailman%2flistinfo%2fhotstorage-generalchairs&c=E,1,TewOYreD8-pGrwRsg0brxHdIAiXVIDvL4yY5zpLIuzyJh5JE4nFcOTbQwv-AUcJu3zGxa-zHc2T2MUWW-RopQ0RThEfNwL8bik-uGdXjXSg,&typo=1">https://lists.fsl.cs.sunysb.edu/mailman/listinfo/hotstorage-generalchairs</a></div><div><br></div></blockquote><div><br></div></body></html>