Conference Handbook

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== Basic Timetable ==
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Please see http://aclweb.org/adminwiki/index.php?title=Conference_Handbook
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The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)
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CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair
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=== Year -3 ===
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{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"
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! Months Out !! Who !! Activity !! Notes
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|-
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| 38 || CC || constitute committee, liaise with ACL Exec for general parameters of time and place || add future VC-elect as soon as s/he is elected
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|-
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| 37 || CC || Finalize CFB document ||
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|-
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| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||
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|-
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| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions
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| 30 || CC || Add newest exec members to CC || these people began their role in January and will serve to the end of the year in which the planned conference takes place
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|-
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| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!
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|-
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| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates
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| 26 || LC || Deadline for final bids
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| 25 || CC || notify bidders and exec++ of result; set up basic conference website including venue and dates || should be at least a month ahead of this year's main conference
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|}
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=== Year -2 ===
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{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"
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! Months Out !! Who !! Activity !! Notes
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|-
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| 24 || CC || announce site at business meeting of ACL conference; announce on ACL mailing list and ACL website; site visit to happen during coming months; select a General Chair (see [[Selecting the general chair|criteria-for-general-chair]]); Local chair to prepare workplan cf (see [[Local arrangements chair duties (Conference Handbook) | Local arrangements chair duties]]) || establish web presence
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|-
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|    || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])
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|-
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| 18 || LC || finalize location and dates, sign contracts by now for meetings and accommodations, pay any deposits (involves ACL Office)
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|    || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])
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|-
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|    || GC? || select Publications Chair ([[Publications chair duties (Conference Handbook) | duties]]), Tutorial Chair ([[Tutorial chair duties (Conference Handbook) | duties]]),  Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]]), Demo Chair ([[Demo chair duties (Conference Handbook) | duties]])
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|-
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|    || LC? || select Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases
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|-
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| 15 || LC || identify 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]])
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|-
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|    || LC || collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)
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|-
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|    || GC/SC || Create Sponsorship Committee ([[Sponsorship chair duties (Conference Handbook) | duties]]), estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]]), assemble committee, mainly corporate insiders of likely sponsors, approach corporations to get placed on budget for next year
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|    || * || General, program, local, and publicity chairs create and issue initial conference announcement; include theme, general outlines, location and dates, pointers to details, organizer contact info; publicize widely ([[Publicity chair duties (Conference Handbook)| duties]])
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|-
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||  || GC/LC/Webmaster || Establish website; include general conference announcement; preliminary local info; stubs for calls for papers, etc.
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|}
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===T-12? months===
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<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation
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* <nowiki>[General and local chairs; Priscilla]</nowiki> 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.)
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<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and disseminate Call for Papers (see [[Sample conference paper calls (Conference Handbook) | Sample conference paper calls]])
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<nowiki>[General, program, local, and publicity chairs]</nowiki> 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
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===T-13? to T-4 months===
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<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)
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===T-11? months===
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<nowiki>[Program chairs]</nowiki> Assemble program committee
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* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process
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* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution
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* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.
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* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.
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<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos
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* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> create Calls for Bids and papers (see  [[Tutorial calls for proposals (Conference Handbook) | Sample Tutorial calls for proposals]], [[Recent ACL calls for workshop proposals (Conference Handbook) | Sample Calls for Workshop Proposals]], and  [[Sample workshop calls for papers]])
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* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)
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===T-9 months===
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<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops
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* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)
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* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)
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* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling
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* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.
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* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages
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* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form
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<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])
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* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling
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* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.
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* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications
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* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)
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* <nowiki>[Workshop and student chairs]</nowiki> update webpages
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* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form
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<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors
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* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors
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* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)
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* <nowiki>[Exhibits chair]</nowiki> sign them up
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===T-8 months===
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<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture
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* <nowiki>[Program and sponsorship chair]</nowiki> update budget
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* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them
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===T-7 months===
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<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers
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* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions
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* <nowiki>[Program chairs]</nowiki> accept submitted papers
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* <nowiki>[Program chairs]</nowiki> assign to reviewers
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* <nowiki>[Program chairs]</nowiki> send out for review
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<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.
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* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels
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* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers
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* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities
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* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages
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<nowiki>[Local chair]</nowiki> Confirm venues
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* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.
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* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms
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<nowiki>[Local chair]</nowiki> Arrange conference social program
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* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers
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* <nowiki>[Local chair]</nowiki> arrange reception
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* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.
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* <nowiki>[Local chair]</nowiki> plan outing, for open evening?
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* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?
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* <nowiki>[Local chair]</nowiki> update webpages
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* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form
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===T-7 to T-5 months===
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<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding
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* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations
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===T-6 months: ===
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<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions
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* <nowiki>[Workshop and student chairs]</nowiki> accept submissions
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* <nowiki>[Workshop and student chairs]</nowiki> review them
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* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters
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<nowiki>[Demo chair]</nowiki> Call for demos
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* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])
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<nowiki>[Program chairs]</nowiki> Find Proceedings printers
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* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes
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* <nowiki>[Demo chair]</nowiki> select printer and binder
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* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs
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<nowiki>[General chair]</nowiki> Update website
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* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website
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* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form
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<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form
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* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people
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* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy
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* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web
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<nowiki>[Local Chair]</nowiki> Plan registration process
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* <nowiki>[Local Chair]</nowiki> report to ACL Exec:
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* <nowiki>[Local Chair]</nowiki> update on conference registration
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* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings
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* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.
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* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos
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===T-5 months===
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<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program
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* <nowiki>[Program chairs]</nowiki> accept reviews
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* <nowiki>[Program chairs]</nowiki> decide on paper selection
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* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair
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* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews
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* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute
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* <nowiki>[Program chairs]</nowiki> update webpages
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===T-4 months===
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<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions
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* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings
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* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs
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<nowiki>[Exhibits chair]</nowiki> Set up exhibit
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* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.
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* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed
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* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs
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* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees
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<nowiki>[Demo chair]</nowiki> Arrange demos
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* <nowiki>[Demo chair]</nowiki> select demos
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* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs
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* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs
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* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings
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* <nowiki>[Demo chair]</nowiki> update webpages
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===T-3 months===
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<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture
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* <nowiki>[Program and sponsorship chairs]</nowiki> update budget
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* <nowiki>[Program and sponsorship chairs]</nowiki> project needs
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* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys
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<nowiki>[Local chair]</nowiki> Confirm local events
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* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.
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* <nowiki>[Local chair]</nowiki> confirm accommodations
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* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.
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<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees
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* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists
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* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters
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* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops
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* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors
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<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=
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* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors
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* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)
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* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.
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<nowiki>[Local chair]</nowiki> Set up demo AV equipment
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* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers
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* <nowiki>[Local chair]</nowiki> link up with venue
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<nowiki>[Publicity chair and Priscilla]</nowiki>
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* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again
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* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant
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<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings
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* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers
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* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):
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* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.
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* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)
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* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers
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* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders
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* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed
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<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material
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* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)
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* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters
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* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings
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===T-2 month===
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<nowiki>[Program chairs]</nowiki> Assign session chairs
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* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks
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<nowiki>[Local chair]</nowiki> Finalize on-site admin
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* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.
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<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material
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* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package
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* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies
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<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update
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* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status
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* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)
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===T-1 month===
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<nowiki>[General and publicity chairs]</nowiki> Perform local outreach
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* <nowiki>[General and publicity chairs]</nowiki> start local advertising
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* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.
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<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material
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* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)
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* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials
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<nowiki>[Local chair]</nowiki> Finalize demo AV equipment
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+
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* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers
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<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update
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* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status
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<nowiki>[Local chair]</nowiki> Finalize registration package
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* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.
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Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences
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Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.
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==Other Handbook Pages==
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* [[Conference acronym]]
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*[[Policy on joint conferences]]
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*[[actions and duties of the Exec in overseeing the conference]]
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*[[call for conference bids]]
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*[[Bid Guidelines]]
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*[[policy on speaker reimbursement]]
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*[[policy on tutorial teacher payment]]
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*[[selecting the general chair]]
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*[[ACL policy on involvement of Exec members in conferences]]
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*[[meetings held by Exec at conferences]]
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*[[example budgets]]
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*[[Demo chair duties]]
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*[[exhibits chair duties]]
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*[[financing exhibits]]
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*[[general (conference) chair duties]]
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*[[local arrangements chair duties]]
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*[[arranging the meeting rooms]]
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*[[arranging the accommodations]]
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*[[arranging the food]]
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*[[arranging the food|arranging the social events]]
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*[[arranging local support, registration, etc.]]
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*[[webmaster]]
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*[[program chair duties]]
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*[[guidelines and policies]]
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*[[typical schedule]]
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*[[sample conference paper calls]]
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*[[paper style files]]
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*[[camera ready instructions]]
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*[[invited speakers]]
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*[[publications chair duties]]
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*[[tutorial notes]]
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*[[workshop proceedings]]  missing from old handbook
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*[[preparation of proceedings]]
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*[[publicity chair duties]]
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*[[sponsorship chair duties]]
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*[[student chair duties]]
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*[[faculty advisor duties]]
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*[[*** student session policies]]
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*[[sample letter to panelists]]
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−
*[[student workshop paper call]]
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−
*[[student travel funding]]
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−
*[[useful checklist of things to do (from a past student chair)]]
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−
*[[tutorial chair duties]]
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−
*[[tutorial calls for proposals]]
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−
*[[tutorial teacher payment policy]]
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−
*[[tutorial teacher instructions]]
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−
*[[Overview page including policies]]
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−
*[[workshop chair duties]]
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−
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]
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−
* [[Johanna_moore|Johanna Moore document]]
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−
* [[Conflict-of-interest_policy]]
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−
* [[Acl_2004_camera]]
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−
* [[Acl_2005_camera]]
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−
* [[Overview_of_repository_organization]]
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−
* [[Instructions_on_how_to_access_the_repository]]
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−
* [[Student_travel_funding]]
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−
* [[Student_workshop_paper_call]]
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−
* [[Student_workshop_proceedings]]
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−
* [[CFP_for_student_session_at_ACL-05]]
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−
* [[ACL_General_Policies_on_Workshops]]
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−
* [[ACL_Policies_on_Conference_Workshops]]
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−
* [[ACL_Policies_on_SIG_Workshops]]
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−
* [[Overview_page_including_policies]]
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−
* [[Recent_ACL_calls_for_workshop_proposals]]
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−
* [[Sample_workshop_calls_for_papers]]
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−
* [[Workshop-proceedings]]
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−
* [[Sample Calls for Demos & Posters]]
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−
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]
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[[Category:Conference Handbook]]
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Latest revision as of 21:14, 24 November 2008

Please see http://aclweb.org/adminwiki/index.php?title=Conference_Handbook

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