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Dear John,</div>
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Thank you for serving as the ACM contact for HotStorage’26! I’m sharing some background information to facilitate the collaboration:</div>
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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. </div>
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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. </div>
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<p style="direction: ltr; margin-top: 0px; margin-bottom: 0px;"><span style="font-family: Aptos, Arial, Helvetica, sans-serif; font-size: 12pt; color: rgb(0, 0, 0);">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="direction: ltr; margin-top: 0px; margin-bottom: 0px;"><span style="color: rgb(0, 0, 0);"><i>"</i></span><span style="font-family: Aptos, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><i> they (hotel) have requested the complete billing information of
the funding organization, including the address, Tax ID number, and VAT number.</i></span></p>
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<i>" </i></div>
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Could you please help answer the questions? Thanks again for your help, and please let us know if you have any other questions/suggestions! </div>
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Thanks,</div>
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Mai</div>
<div style="direction: ltr; margin-right: 40px; margin-left: 40px;"><span style="font-size: 16px;"><i>=======copy of Jalil</i></span><i>’</i><span style="font-size: 16px;"><i>s email to John</i></span></div>
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<b><i>From: </i></b><i>Jalil BOUKHOBZA <jalil.boukhobza@ensta.fr><br>
</i><b><i>Date: </i></b><i>Thursday, April 2, 2026 at 3:50 PM<br>
</i><b><i>To: </i></b><i>otero@hq.acm.org <otero@hq.acm.org><br>
</i><b><i>Cc: </i></b><i>Zheng, Mai [E CPE] <mai@iastate.edu>, Travis Janssen <tjanssen@fastmail.com>, Bingzhe.Li@UTDallas.edu <Bingzhe.Li@UTDallas.edu>, Jalil BOUKHOBZA <jalil.boukhobza@ensta.fr><br>
</i><b><i>Subject: </i></b><i>request for information for a quotation, conference ID: 2026-624245<br>
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<p style="margin: 0cm 40px;"><span style="font-family: Aptos, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><i>Dear colleagues,</i></span></p>
<p style="margin: 0cm 40px;"><span style="font-family: Aptos, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><i>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).</i></span></p>
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<p style="margin: 0cm 40px;"><span style="font-family: Aptos, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><i>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.</i></span></p>
<p style="margin: 0cm 40px;"><span style="font-family: Aptos, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><i> </i></span></p>
<p style="margin: 0cm 40px;"><span style="font-family: Aptos, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><i>Could you please provide this information so that we can move forward with the conference room reservation?</i></span></p>
<p style="margin: 0cm 40px;"><span style="font-family: Aptos, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><i>Thank you very much for your assistance.</i></span></p>
<p style="margin: 0cm 40px;"><span style="font-family: Aptos, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><i>Best regards,</i></span></p>
<p style="margin: 0cm 40px;"><span style="font-family: Aptos, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><i>Kind regards</i></span></p>
<p style="margin: 0cm 40px;"><span style="font-family: Aptos, sans-serif; font-size: 11pt;"><i>Jalil (local chair) on
</i></span><span style="font-family: Aptos, sans-serif; font-size: 14.666667px;"><i>behalf</i></span><span style="font-family: Aptos, sans-serif; font-size: 11pt;"><i> of the organizing committee of Hotstorage</i></span></p>
<p style="margin: 0cm 40px;"><span style="font-family: Aptos, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><i> ==========</i></span></p>
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<b>From: </b>John Otero <otero@hq.acm.org><br>
<b>Date: </b>Wednesday, April 8, 2026 at 1:22 PM<br>
<b>To: </b>Zheng, Mai [E CPE] <mai@iastate.edu>, travis.janssen@ibm.com <travis.janssen@ibm.com><br>
<b>Subject: </b>Have Already Submitted PAF - HotStorage '26: 18th ACM Workshop on Hot Topics in Storage and File Systems<br>
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<span style="font-family: Calibri, sans-serif; font-size: 11pt;">Dear Mai and Travis,</span></p>
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<span style="font-family: Calibri, sans-serif; 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></p>
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<span style="font-family: Calibri, sans-serif; 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></p>
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<span style="font-family: Calibri, sans-serif; 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></p>
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<span style="font-family: Calibri, sans-serif; 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></p>
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<span style="font-family: Calibri, sans-serif; font-size: 11pt;">All the best,</span></p>
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<span style="font-family: Calibri, sans-serif; font-size: 11pt;">John</span></p>
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<span style="font-family: Calibri, sans-serif; font-size: 11pt;">John Otero, Program Coordinator, Site Selection</span></p>
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<span style="font-family: Calibri, sans-serif; font-size: 11pt;">Email: </span><span style="font-family: Calibri, sans-serif; font-size: 11pt; color: rgb(70, 120, 134);"><u><a href="mailto:otero@hq.acm.org" data-outlook-id="fae66b97-e649-4dd7-95d2-c01715f640b3" style="color: rgb(70, 120, 134); margin-top: 0px; margin-bottom: 0px;">otero@hq.acm.org</a></u></span></p>
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<span style="font-family: Calibri, sans-serif; font-size: 11pt;">Phone: 212.626.0612</span></p>
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<span style="font-family: Calibri, sans-serif; font-size: 11pt;">Association for Computing Machinery</span></p>
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<span style="font-family: Calibri, sans-serif; font-size: 11pt;">1601 Broadway, 10<sup>th</sup> Floor</span></p>
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<span style="font-family: Calibri, sans-serif; font-size: 11pt;">New York, NY 10019</span></p>
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<span style="font-family: Calibri, sans-serif; font-size: 11pt; color: rgb(70, 120, 134);"><u><a href="https://www.acm.org/special-interest-groups/volunteer-resources/conference-planning/table-of-contents" data-outlook-id="928d5616-4689-4e95-89d4-efd482ba8cc8" style="color: rgb(70, 120, 134); margin-top: 0px; margin-bottom: 0px;">Conference
Planning Guide</a></u></span></p>
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<span style="font-family: Calibri, sans-serif; font-size: 11pt;"> </span></p>
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<span style="font-family: Calibri, sans-serif; font-size: 11pt; color: rgb(70, 120, 134);"><u><a href="https://cms.acm.org/cms_conference_RFP_status.cfm" data-outlook-id="29a2f589-4bbf-4fdd-b324-9b876bad7d54" style="color: rgb(70, 120, 134); margin-top: 0px; margin-bottom: 0px;">Request
for Proposal and Contract updates</a></u></span></p>
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