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| − | ==Basic Timetable==
| + | Please see http://aclweb.org/adminwiki/index.php?title=Conference_Handbook |
| − | | + | |
| − | The generic timetable for organizing the conference, from which a specific one can be built.
| + | |
| − | | + | |
| − | ===T-20 months===
| + | |
| − | <nowiki>[ACL VP]</nowiki> Issue Call for Bids
| + | |
| − | | + | |
| − | * liaise with ACL Exec for general parameters of time and place
| + | |
| − | | + | |
| − | * create call (see [[Call_for_conference_bids|calls-for-conference-bids]])
| + | |
| − | | + | |
| − | * contact likely candidates for local chair about responding to the bid
| + | |
| − | | + | |
| − | ===T-17 months===
| + | |
| − | | + | |
| − | <nowiki>[ACL Exec]</nowiki> Accept preliminary call and select main candidates
| + | |
| − | | + | |
| − | Bids will identify many key positions (local chair, sponsorship
| + | |
| − | chair, etc.) and make suggestions for general chair.
| + | |
| − | | + | |
| − | ===T-16 months===
| + | |
| − | <nowiki>[ACL Exec and principal bidder]</nowiki> Accept bid
| + | |
| − | | + | |
| − | * identify all key organizers
| + | |
| − | * establish email aliases
| + | |
| − | * provide access to conference organizing website
| + | |
| − | | + | |
| − | <nowiki>[ACL Exec]</nowiki> General Chair (see [[Selecting the general chair|criteria-for-general-chair]])
| + | |
| − | | + | |
| − | <nowiki>[ACL Exec]</nowiki> Program Chairs
| + | |
| − | | + | |
| − | <nowiki>[ACL Exec]</nowiki> Student Workshop chair
| + | |
| − | | + | |
| − | <nowiki>[Bidder]</nowiki> Local Arrangements Chair
| + | |
| − | | + | |
| − | <nowiki>[Bidder]</nowiki> Tutorial Chair (and) Workshop Chair
| + | |
| − | | + | |
| − | <nowiki>[Bidder]</nowiki> Exhibits Coordinator
| + | |
| − | | + | |
| − | <nowiki>[Bidder]</nowiki> Demo Chair
| + | |
| − | | + | |
| − | <nowiki>[Bidder]</nowiki> Sponsorship Chair
| + | |
| − | | + | |
| − | <nowiki>[Bidder]</nowiki> Publicity Chair, possibly
| + | |
| − | | + | |
| − | ===T-13 months: ===
| + | |
| − | | + | |
| − | <nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])
| + | |
| − | * finalize exact dates (confirm with ACL Exec)
| + | |
| − | * sign contract(s) with venue (for meetings and accommodations)
| + | |
| − | * pay any deposits due (contact ACL Exec)
| + | |
| − | | + | |
| − | <nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee
| + | |
| − | | + | |
| − | assemble Local Arrangements Committee
| + | |
| − | * one or two people who would be able to take over in case something happens to the local chair
| + | |
| − | * one or two admin-level people
| + | |
| − | * someone dedicated to audiovisual (AV) and space management
| + | |
| − | * (possibly) webmaster (see [[webmaster]])
| + | |
| − | * collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)
| + | |
| − | | + | |
| − | <nowiki>[General and sponsorship chairs]</nowiki> (see sponsorship-chair) Create Sponsorship Committee
| + | |
| − | * estimate budget needs (see budgets)
| + | |
| − | * assemble committee, mainly corporate insiders of likely sponsors
| + | |
| − | * approach corporations to get placed on budget for next year
| + | |
| − | | + | |
| − | <nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement
| + | |
| − | | + | |
| − | * include theme, general outlines, location and dates, pointers to details, organizer contact info
| + | |
| − | * publicize widely (see publicity-chair)
| + | |
| − | | + | |
| − | <nowiki>[General and local chairs; webmaster]</nowiki> Establish website
| + | |
| − | | + | |
| − | * include general conference announcement
| + | |
| − | * include preliminary local info
| + | |
| − | * include stubs for calls for papers, etc.
| + | |
| − | | + | |
| − | ===T-12 months===
| + | |
| − | | + | |
| − | <nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation
| + | |
| − | | + | |
| − | * set approx. registration deadlines and costs
| + | |
| − | * design conference logo for program, posters, etc.
| + | |
| − | * create call for participation
| + | |
| − | * design posters and fliers with Call for Participation
| + | |
| − | * print and distribute them (web, email, hardcopy, posters, etc.)
| + | |
| − | | + | |
| − | <nowiki>[General, program, local, and publicity chairs]</nowiki> Create and disseminate Call for Papers
| + | |
| − | | + | |
| − | create Call for Papers:
| + | |
| − | * determine general conference theme(s)
| + | |
| − | * if possible, identify some invited speakers
| + | |
| − | * set dates of submission, notification, and final copies (T-7 / T-5 / T-3)
| + | |
| − | * set format requirements for papers
| + | |
| − | * distribute Call for Papers (see [[publicity chair duties|publicity chair]]):
| + | |
| − | * on Web / newsgroups / mailing lists
| + | |
| − | * provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.
| + | |
| − | * provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities
| + | |
| − | | + | |
| − | ===T-13 to T-4 months===
| + | |
| − | <nowiki>[Sponsorship committee]</nowiki> Apply for funding
| + | |
| − | | + | |
| − | * create and submit grant proposals to AAAI, NSF, etc.
| + | |
| − | * contact companies for donations to sponsor reception, banquet, etc. (Initial contact T-13, while budgets are still being set for the next year; maintain intermittent contact; then final requests at T-3)
| + | |
| − | | + | |
| − | ===T-11 months===
| + | |
| − | <nowiki>[Program chairs]</nowiki> Assemble program committee
| + | |
| − | | + | |
| − | * determine program committee structure and review process
| + | |
| − | * establish major topic areas and likely submission distribution
| + | |
| − | * invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.
| + | |
| − | * ensure proportional representation of gender, seniority, origin, etc.
| + | |
| − | | + | |
| − | <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos
| + | |
| − | * create Calls for Bids and papers (see workshop-calls-for-bids)
| + | |
| − | * issue them (website, publications, email, etc.)
| + | |
| − | | + | |
| − | ===T-9 months===
| + | |
| − | <nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops
| + | |
| − | | + | |
| − | * select tutorials, taking into account coverage and recent past tutorials (contact Exec)
| + | |
| − | * select workshops (contact Exec; see ACL-policy-worksp-support)
| + | |
| − | * liaise with local chair for space needs and scheduling
| + | |
| − | * issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.
| + | |
| − | * update webpages
| + | |
| − | * liaise with Priscilla for registration form
| + | |
| − | | + | |
| − | <nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers
| + | |
| − | | + | |
| − | * liaise with local chair for space needs and scheduling
| + | |
| − | * liaise with general chair about printed material, agenda/time management, payments, fees, etc.
| + | |
| − | * liaise with sponsorship chair for funding applications
| + | |
| − | * create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)
| + | |
| − | * update webpages
| + | |
| − | * liaise with Priscilla for registration form
| + | |
| − | | + | |
| − | <nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors
| + | |
| − | | + | |
| − | * approach CL corporation exhibitors
| + | |
| − | * approach book publisher exhibitors (unless this is done by Priscilla?)
| + | |
| − | * sign them up
| + | |
| − | | + | |
| − | ===T-8 months===
| + | |
| − | <nowiki>[Program and sponsorship chair]</nowiki> Update financial picture
| + | |
| − | | + | |
| − | * update budget
| + | |
| − | * project financial needs and make plans to meet them
| + | |
| − | | + | |
| − | ===T-7 months===
| + | |
| − | <nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers
| + | |
| − | | + | |
| − | * create review form and reviewer instructions
| + | |
| − | * accept submitted papers
| + | |
| − | * assign to reviewers
| + | |
| − | * send out for review
| + | |
| − | | + | |
| − | <nowiki>[Program, workshop, sponsorship chairs] </nowiki>Finalize invited speakers, panelists, etc.
| + | |
| − | | + | |
| − | * create basic plan of speakers and panels
| + | |
| − | * invite speakers
| + | |
| − | * reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities
| + | |
| − | * update webpages
| + | |
| − | | + | |
| − | <nowiki>[Local chair]</nowiki> Confirm venues
| + | |
| − | * confirm arrangements with meeting venue: rooms, spaces, lunches, etc.
| + | |
| − | * confirm arrangements with accommodation venue: rooms
| + | |
| − | | + | |
| − | <nowiki>[Local chair]</nowiki> Arrange conference social program
| + | |
| − | | + | |
| − | * confirm arrangements with banquet and other social event providers
| + | |
| − | * arrange reception
| + | |
| − | * arrange banquet: location, cost, transport, etc.
| + | |
| − | * plan outing, for open evening?
| + | |
| − | * plan anything special? Spouses’ events? Outings?
| + | |
| − | * update webpages
| + | |
| − | * liaise with Priscilla for registration form
| + | |
| − | | + | |
| − | ===T-7 to T-5 months===
| + | |
| − | <nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding
| + | |
| − | * approach/confirm companies for grants and donations
| + | |
| − | | + | |
| − | ===T-6 months: ===
| + | |
| − | <nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions
| + | |
| − | | + | |
| − | * accept submissions
| + | |
| − | * review them
| + | |
| − | * send accept/reject letters
| + | |
| − | | + | |
| − | <nowiki>[Demo chair]</nowiki> Call for demos
| + | |
| − | * create and issue Call for Demos
| + | |
| − | | + | |
| − | <nowiki>[Program chairs]</nowiki> Find Proceedings printers
| + | |
| − | * specify proceedings format and ask for quotes
| + | |
| − | * select printer and binder
| + | |
| − | * plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs
| + | |
| − | | + | |
| − | <nowiki>[General chair]</nowiki> Update website
| + | |
| − | * contact all chairs to collect their info for the website
| + | |
| − | * liaise with Priscilla for registration form
| + | |
| − | | + | |
| − | <nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form
| + | |
| − | | + | |
| − | * create form, with input from all relevant people
| + | |
| − | * send out by email and hardcopy
| + | |
| − | * post on web
| + | |
| − | | + | |
| − | <nowiki>[Local Chair]</nowiki> Plan registration process
| + | |
| − | * report to ACL Exec:
| + | |
| − | * update on conference registration
| + | |
| − | * update on venue (meeting and accommodation)bookings
| + | |
| − | * plan on-site process, staff needs, etc.
| + | |
| − | * organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos
| + | |
| − | | + | |
| − | ===T-5 months===
| + | |
| − | <nowiki>[Program chairs]</nowiki> Process reviewed papers and create program
| + | |
| − | * accept reviews
| + | |
| − | * decide on paper selection
| + | |
| − | * create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair
| + | |
| − | * send out accept and reject letters with reviews
| + | |
| − | * update conference announcement and redistribute
| + | |
| − | * update webpages
| + | |
| − | | + | |
| − | ===T-4 months===
| + | |
| − | <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions
| + | |
| − | * collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings
| + | |
| − | * provide them to webmaster and general and program chairs
| + | |
| − | | + | |
| − | <nowiki>[Exhibits chair]</nowiki> Set up exhibit
| + | |
| − | * locate exhibit company for pipe-and-drape stands, signage, etc.
| + | |
| − | * buy insurance, if needed
| + | |
| − | * liaise with exhibitors, local committee, and venue about display needs
| + | |
| − | * work with program and sponsorship chairs on exhibitor fees
| + | |
| − | | + | |
| − | <nowiki>[Demo chair]</nowiki> Arrange demos
| + | |
| − | | + | |
| − | * select demos
| + | |
| − | * work with selected demo-ers for AV needs
| + | |
| − | * liaise with local chair for AV needs
| + | |
| − | * liaise with program chairs for scheduling and proceedings
| + | |
| − | * update webpages
| + | |
| − | | + | |
| − | ===T-3 months===
| + | |
| − | <nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture
| + | |
| − | * update budget
| + | |
| − | * project needs
| + | |
| − | * seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys
| + | |
| − | | + | |
| − | <nowiki>[Local chair]</nowiki> Confirm local events
| + | |
| − | | + | |
| − | * confirm meeting venue: rooms, spaces, lunches, etc.
| + | |
| − | * confirm accommodations
| + | |
| − | * confirm social events: banquet, reception, entertainment, outings, etc.
| + | |
| − | | + | |
| − | <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees
| + | |
| − | | + | |
| − | * confirm attendance of invited speakers and panelists
| + | |
| − | * confirm attendance of paper and demo presenters
| + | |
| − | * confirm tutorials and workshops
| + | |
| − | * confirm exhibitors
| + | |
| − | | + | |
| − | <nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=
| + | |
| − | | + | |
| − | * finalize payments of all exhibitors
| + | |
| − | * complete design of exhibition space(s)
| + | |
| − | * complete arrangements with pipe and drape rentals, etc.
| + | |
| − | | + | |
| − | <nowiki>[Local chair]</nowiki> Set up demo AV equipment
| + | |
| − | | + | |
| − | * determine AV requirements of demo and paper presenters and other speakers
| + | |
| − | * link up with venue
| + | |
| − | | + | |
| − | <nowiki>[Publicity chair and Priscilla]</nowiki>
| + | |
| − | | + | |
| − | * send out registration form again
| + | |
| − | * contact local authorities, as relevant
| + | |
| − | | + | |
| − | <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings
| + | |
| − | | + | |
| − | * accept final camera-ready papers
| + | |
| − | * create Proceedings (main volume and any accompanying ones):
| + | |
| − | * front matter: title page, ToC, foreword(s), list of authors, etc.
| + | |
| − | * body (xerox page numbers onto submitted final papers)
| + | |
| − | * covers
| + | |
| − | * send to printers and binders
| + | |
| − | * update webpages as needed
| + | |
| − | | + | |
| − | <nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material
| + | |
| − | | + | |
| − | * arrange for printing of tutorial and workshop materials (see workshop proceedings format)
| + | |
| − | * collect material from presenters
| + | |
| − | * create books/proceedings
| + | |
| − | | + | |
| − | ===T-2 month=== | + | |
| − | <nowiki>[Program chairs]</nowiki> Assign session chairs
| + | |
| − | | + | |
| − | * send out instructions to session chairs and speakers about time and place, as well as time management for the talks
| + | |
| − | | + | |
| − | <nowiki>[Local chair]</nowiki> Finalize on-site admin
| + | |
| − | | + | |
| − | * assemble team of assistants for registration, gophering, etc.
| + | |
| − | | + | |
| − | <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material
| + | |
| − | | + | |
| − | * create program to be included in conference registration package
| + | |
| − | * gather all other material, incl. freebies
| + | |
| − | | + | |
| − | <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update
| + | |
| − | | + | |
| − | * update ACL Exec on conference registration, venue and accommodation bookings, financial status
| + | |
| − | * update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)
| + | |
| − | | + | |
| − | ===T-1 month===
| + | |
| − | <nowiki>[General and publicity chairs]</nowiki> Perform local outreach
| + | |
| − | | + | |
| − | * start local advertising
| + | |
| − | * contact press, TV, etc.
| + | |
| − | | + | |
| − | <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material
| + | |
| − | | + | |
| − | * collect and check proceedings (papers, students and other workshops, demos, etc.)
| + | |
| − | * collect and check final tutorial materials
| + | |
| − | | + | |
| − | <nowiki>[Local chair]</nowiki> Finalize demo AV equipment
| + | |
| − | | + | |
| − | * finalize AV requirements of demo-ers
| + | |
| − | | + | |
| − | <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update
| + | |
| − | | + | |
| − | * update ACL Exec on conference registration, hotel and dorm bookings, financial status
| + | |
| − | | + | |
| − | <nowiki>[Local chair]</nowiki> Finalize registration package
| + | |
| − | | + | |
| − | * assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.
| + | |
| − | | + | |
| − |
| + | |
| − | Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences
| + | |
| − | Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.
| + | |
| − | | + | |
| − | ==Other Handbook Pages==
| + | |
| − | * [[Conference acronym]]
| + | |
| − | *[[Policy on joint conferences]]
| + | |
| − | *[[actions and duties of the Exec in overseeing the conference]]
| + | |
| − | *[[call for conference bids]]
| + | |
| − | *[[policy on speaker reimbursement]]
| + | |
| − | *[[policy on tutorial teacher payment]]
| + | |
| − | *[[selecting the general chair]]
| + | |
| − | *[[ACL policy on involvement of Exec members in conferences]]
| + | |
| − | *[[meetings held by Exec at conferences]]
| + | |
| − | *[[example budgets]]
| + | |
| − | *[[Demo chair duties]]
| + | |
| − | *[[exhibits chair duties]]
| + | |
| − | *[[financing exhibits]]
| + | |
| − | *[[general (conference) chair duties]]
| + | |
| − | | + | |
| − | *[[local arrangements chair duties]]
| + | |
| − | *[[arranging the meeting rooms]]
| + | |
| − | *[[arranging the accommodations]]
| + | |
| − | *[[arranging the food]]
| + | |
| − | *[[arranging the food|arranging the social events]]
| + | |
| − | *[[arranging local support, registration, etc.]]
| + | |
| − | *[[webmaster]]
| + | |
| − | *[[program chair duties]]
| + | |
| − | *[[guidelines and policies]]
| + | |
| − | *[[typical schedule]]
| + | |
| − | *[[sample conference paper calls]]
| + | |
| − | *[[paper style files]]
| + | |
| − | *[[camera ready instructions]]
| + | |
| − | *[[invited speakers]]
| + | |
| − | *[[publications chair duties]]
| + | |
| − | *[[conference proceedings]]
| + | |
| − | *[[student workshop proceedings]]
| + | |
| − | *[[tutorial notes]]
| + | |
| − | *[[workshop proceedings]] missing from old handbook
| + | |
| − | *[[preparation of proceedings]]
| + | |
| − | | + | |
| − | *[[publicity chair duties]]
| + | |
| − | *[[sponsorship chair duties]]
| + | |
| − | *[[student chair duties]]
| + | |
| − | *[[faculty advisor duties]]
| + | |
| − | *[[*** student session policies]]
| + | |
| − | *[[sample letter to panelists]]
| + | |
| − | *[[student workshop paper call]]
| + | |
| − | *[[student workshop proceedings]]
| + | |
| − | *[[student travel funding]]
| + | |
| − | *[[useful checklist of things to do (from a past student chair)]]
| + | |
| − | *[[tutorial chair duties]]
| + | |
| − | *[[tutorial calls for proposals]]
| + | |
| − | *[[tutorial teacher payment policy]]
| + | |
| − | *[[tutorial teacher instructions]]
| + | |
| − | *[[tutorial notes]]
| + | |
| − | *[[Overview page including policies]]
| + | |
| − | *[[workshop chair duties]]
| + | |
| − | * [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]
| + | |
| − | * [[Johanna_moore|Johanna Moore document]]
| + | |
| − | * [[Conflict-of-interest_policy]]
| + | |
| − | * [[Acl_2004_camera]]
| + | |
| − | * [[Acl_2005_camera]]
| + | |
| − | * [[Overview_of_repository_organization]]
| + | |
| − | * [[Instructions_on_how_to_access_the_repository]]
| + | |
| − | * [[Student_travel_funding]]
| + | |
| − | * [[Student_workshop_paper_call]]
| + | |
| − | * [[Student_workshop_proceedings]]
| + | |
| − | * [[CFP_for_student_session_at_ACL-05]]
| + | |
| − | * [[ACL_General_Policies_on_Workshops]]
| + | |
| − | * [[ACL_Policies_on_Conference_Workshops]]
| + | |
| − | * [[ACL_Policies_on_SIG_Workshops]]
| + | |
| − | * [[Overview_page_including_policies]]
| + | |
| − | * [[Recent_ACL_calls_for_workshop_proposals]]
| + | |
| − | * [[Sample_workshop_calls_for_papers]]
| + | |
| − | * [[Workshop-proceedings]]
| + | |
| − | | + | |
| − | | + | |
| − | | + | |
| − | [[Category:Conference Handbook]]
| + | |
