Bid Guidelines - Revision history

YusukeMiyao at 02:35, 4 July 2022

YusukeMiyao — Mon, 04 Jul 2022 02:35:42 GMT

← Older revision		Revision as of 02:35, 4 July 2022
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	This page provides guidelines for preparing a bid for hosting the ACL conference. The guidelines link to two additional spreadsheets, explained further below: a detailed site-specific expenses spreadsheet to be filled as part of the submission, synchronized with the bid document; a task-list spreadsheet, which details many of the tasks involved in hosting the conference and suggests several options for delegating a varying amount of the work to the ACL office and/or to a professional conference organizer.		This page provides guidelines for preparing a bid for hosting the ACL conference. The guidelines link to two additional spreadsheets, explained further below: a detailed site-specific expenses spreadsheet to be filled as part of the submission, synchronized with the bid document; a task-list spreadsheet, which details many of the tasks involved in hosting the conference and suggests several options for delegating a varying amount of the work to the ACL office (acl at aclweb.org) and/or to a professional conference organizer.

	== Preliminary and Final Bids ==		== Preliminary and Final Bids ==

YusukeMiyao at 02:15, 4 July 2022

YusukeMiyao — Mon, 04 Jul 2022 02:15:31 GMT

← Older revision		Revision as of 02:15, 4 July 2022
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	; Professional Conference Organizer		; Professional Conference Organizer
	: It is typically advisable to involve a Professional Conference Organizer (PCO) for the local organization, while the amount of work delegated to the PCO might vary. Where geographically appropriate, ~~Priscilla Rasmussen, from~~ the ACL office, might take responsibility for typical tasks of a PCO~~, as coordinated directly with her~~.		: It is typically advisable to involve a Professional Conference Organizer (PCO) for the local organization, while the amount of work delegated to the PCO might vary. Where geographically appropriate, the ACL office might take responsibility for typical tasks of a PCO.
	: Specify (roughly) the intended split of tasks between the local organizers, a PCO and/or the ACL office (see the Task List Spreadsheet section below for detail).		: Specify (roughly) the intended split of tasks between the local organizers, a PCO and/or the ACL office (see the Task List Spreadsheet section below for detail).
	: Identify the organization that will be responsible for such tasks as local arrangements, including venues, catering, accommodation, the social program, and finances. What is the scale of their operation? List major scientific meetings organized recently by the PCO and their size.		: Identify the organization that will be responsible for such tasks as local arrangements, including venues, catering, accommodation, the social program, and finances. What is the scale of their operation? List major scientific meetings organized recently by the PCO and their size.
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	* Equipment-related costs should include security arrangements, if relevant.		* Equipment-related costs should include security arrangements, if relevant.

	If you find any problems or bugs in the spreadsheet, please notify ~~Graeme Hirst, gh AT cs.toronto.edu~~.		If you find any problems or bugs in the spreadsheet, please notify David Yarowsky (ACL Treasurer).

	== Task List Spreadsheet ==		== Task List Spreadsheet ==

	As mentioned above, the organizers may choose to delegate a varying amount of the organization work to a Professional Conference Organizer (PCO) and/or to the ACL Office ~~(Priscilla Rasmussen)~~. As auxiliary information for your task planning, we supply a task list spreadsheet ([[file:Tasklist.xlsx]]). The spreadsheet lists many of the organization tasks and specifies three prototypical models for sharing the organization load. Option A represents the maximum amount of work for the local organizers, while Option C is the least amount of work. B is in between. Please indicate, in the PCO section of the BID, which of these three models captures best your preferred model and include relevant explanation as needed. The precise details of who does what will be further discussed with promising bidders, you are not committing to specific tasks at this point.		As mentioned above, the organizers may choose to delegate a varying amount of the organization work to a Professional Conference Organizer (PCO) and/or to the ACL Office. As auxiliary information for your task planning, we supply a task list spreadsheet ([[file:Tasklist.xlsx]]). The spreadsheet lists many of the organization tasks and specifies three prototypical models for sharing the organization load. Option A represents the maximum amount of work for the local organizers, while Option C is the least amount of work. B is in between. Please indicate, in the PCO section of the BID, which of these three models captures best your preferred model and include relevant explanation as needed. The precise details of who does what will be further discussed with promising bidders, you are not committing to specific tasks at this point.

	The expenses items under the administration section, and particularly Conference Management Fees, should correspond to the cost of work planned for a PCO and/or the ACL office. Please discuss directly with the ACL office the plans and costs.		The expenses items under the administration section, and particularly Conference Management Fees, should correspond to the cost of work planned for a PCO and/or the ACL office. Please discuss directly with the ACL office the plans and costs.

YusukeMiyao at 01:48, 1 July 2022

YusukeMiyao — Fri, 01 Jul 2022 01:48:54 GMT

← Older revision		Revision as of 01:48, 1 July 2022
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	; Conference		; Conference
	: Describe the main auditorium, theatres for ~~four~~ parallel sessions, spaces for tutorials and workshops, and an option for meeting rooms on-demand. Describe capacity, seating style, A/V facilities, sloping vs level floor, availability of (fold-out) tables in theatres, ceiling height (especially in the smaller workshop and tutorial rooms).		: Describe the main auditorium, theatres for 6-7 parallel sessions, spaces for tutorials and workshops, large exhibit area or ballroom for posters/demos/exhibits/coffee breaks, and an option for meeting rooms on-demand. Describe capacity, seating style, A/V facilities, sloping vs level floor, availability of (fold-out) tables in theatres, ceiling height (especially in the smaller workshop and tutorial rooms).
	: Workshops - capacity for 2 two-day workshops, and 8 one-day workshops (6 per each day)		: Workshops - capacity for 3 two-day workshops, and 20-26 one-day workshops (13-16 per each day)
	: Tutorials - ~~six is typically the optimal number, but proposers should desirably be prepared for up to~~ eight ~~(4 rooms~~, ~~for~~ morning and afternoon ~~tutorials~~).		: Tutorials - eight tutorials, half in the morning and half in the afternoon (4 rooms)
	: Dates for which the venues have been booked.		: Dates for which the venues have been booked.

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	; Food and Social Program		; Food and Social Program
	: Describe plans for breaks (2 per day, mid-morning and mid-afternoon), student lunch (can be off-site; for at least 100-150 students), welcome reception (for about 50-60% of expected attendance), and ~~banquet~~ (typically 40-50% of expected attendance). Provide a preliminary plan of the types/quantities of foods per participant to be provided at each of these events, matching their cost in the site-specific expenses spreadsheet~~. ACL encourages a tradition of some form of dancing for participants at the banquet~~.		: Describe plans for breaks (2 per day, mid-morning and mid-afternoon), student lunch (can be off-site; for at least 100-150 students), welcome reception (for about 50-60% of expected attendance), and social event (typically 40-50% of expected attendance). Provide a preliminary plan of the types/quantities of foods per participant to be provided at each of these events, matching their cost in the site-specific expenses spreadsheet.

	; Estimated Costs Summary		; Estimated Costs Summary
	: Provide a one-page summary of the site-specific expenses spreadsheet (see below), specifying approximate total cost for each component of the conference (main conference, tutorials, workshops, ~~banquet~~, overheads) and the VAT situation (or similar taxes – see comment in expenses spreadsheet). Please give figures in both local currency and US dollars, and specify the exchange rate. Include any further relevant explanations for your expenses spreadsheet.		: Provide a one-page summary of the site-specific expenses spreadsheet (see below), specifying approximate total cost for each component of the conference (main conference, tutorials, workshops, social program, overheads) and the VAT situation (or similar taxes – see comment in expenses spreadsheet). Please give figures in both local currency and US dollars, and specify the exchange rate. Include any further relevant explanations for your expenses spreadsheet.

	== Setting ==		== Setting ==
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	Most items in the spreadsheet are self-explained or include explanatory comments. Here are some additional guidelines:		Most items in the spreadsheet are self-explained or include explanatory comments. Here are some additional guidelines:

	* Some expenses will have both a constant component and a per-person component, and each line of the spreadsheet includes both components. For example, the ~~banquet~~ might have a base cost for the venue rental plus a per-person cost as well. In most cases, however, only one component will be non-zero.		* Some expenses will have both a constant component and a per-person component, and each line of the spreadsheet includes both components. For example, the social event might have a base cost for the venue rental plus a per-person cost as well. In most cases, however, only one component will be non-zero.
	* Complete the spreadsheet in your local currency, and provide a multiplicative conversion factor for USD in the appropriate cell,along with the date on which the exchange rate was valid.		* Complete the spreadsheet in your local currency, and provide a multiplicative conversion factor for USD in the appropriate cell, along with the date on which the exchange rate was valid.
	* The spreadsheet total costs are computed using both conservative (lower-bound) assumptions for the size of the conference and optimistic (upper-bound) assumptions, as specified in the first lines of the spreadsheet. However, when considering venue and accommodation capacities, only upper-bound assumptions should be made, as specified in the relevant spreadsheet lines (there might be some flexibility here according to actual conditions, e.g., possibly not all rooms for parallel sessions will reach the maximal session capacity).		* The spreadsheet total costs are computed using both conservative (lower-bound) assumptions for the size of the conference and optimistic (upper-bound) assumptions, as specified in the first lines of the spreadsheet. However, when considering venue and accommodation capacities, only upper-bound assumptions should be made, as specified in the relevant spreadsheet lines (there might be some flexibility here according to actual conditions, e.g., possibly not all rooms for parallel sessions will reach the maximal session capacity).
	* With respect to overall ~~banquet~~ cost, the ~~banquet~~ ticket price should typically not exceed USD 75. Beyond that attendance drops off, which pushes the per-person cost even higher because of constants such as venue rental, risking a serious loss.		* With respect to overall cost for the social event, the ticket price should typically not exceed USD 75. Beyond that attendance drops off, which pushes the per-person cost even higher because of constants such as venue rental, risking a serious loss.
	* Equipment-related costs should include security arrangements, if relevant.		* Equipment-related costs should include security arrangements, if relevant.

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	As mentioned above, the organizers may choose to delegate a varying amount of the organization work to a Professional Conference Organizer (PCO) and/or to the ACL Office (Priscilla Rasmussen). As auxiliary information for your task planning, we supply a task list spreadsheet ([[file:Tasklist.xlsx]]). The spreadsheet lists many of the organization tasks and specifies three prototypical models for sharing the organization load. Option A represents the maximum amount of work for the local organizers, while Option C is the least amount of work. B is in between. Please indicate, in the PCO section of the BID, which of these three models captures best your preferred model and include relevant explanation as needed. The precise details of who does what will be further discussed with promising bidders, you are not committing to specific tasks at this point.		As mentioned above, the organizers may choose to delegate a varying amount of the organization work to a Professional Conference Organizer (PCO) and/or to the ACL Office (Priscilla Rasmussen). As auxiliary information for your task planning, we supply a task list spreadsheet ([[file:Tasklist.xlsx]]). The spreadsheet lists many of the organization tasks and specifies three prototypical models for sharing the organization load. Option A represents the maximum amount of work for the local organizers, while Option C is the least amount of work. B is in between. Please indicate, in the PCO section of the BID, which of these three models captures best your preferred model and include relevant explanation as needed. The precise details of who does what will be further discussed with promising bidders, you are not committing to specific tasks at this point.

	The expenses items under the administration section, and particularly Conference Management Fees, should correspond to the cost of work planned for a PCO and/or ~~Priscilla~~. Please discuss directly with ~~Priscilla~~ the plans and costs ~~for her roles~~.		The expenses items under the administration section, and particularly Conference Management Fees, should correspond to the cost of work planned for a PCO and/or the ACL office. Please discuss directly with the ACL office the plans and costs.

	== Additional Information ==		== Additional Information ==

BarbaraDiEugenio: /* Site-Specific Expenses Spreadsheet */

BarbaraDiEugenio — Tue, 08 Dec 2020 01:12:19 GMT

Site-Specific Expenses Spreadsheet

← Older revision		Revision as of 01:12, 8 December 2020
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	* Equipment-related costs should include security arrangements, if relevant.		* Equipment-related costs should include security arrangements, if relevant.

	If you find any problems or bugs in the spreadsheet, please notify ~~the ACL Treasurer,~~ Graeme Hirst, gh ~~=a=~~ cs.toronto.edu.		If you find any problems or bugs in the spreadsheet, please notify Graeme Hirst, gh AT cs.toronto.edu.

	== Task List Spreadsheet ==		== Task List Spreadsheet ==

ShiqiZhao at 17:02, 31 January 2020

ShiqiZhao — Fri, 31 Jan 2020 17:02:55 GMT

← Older revision		Revision as of 17:02, 31 January 2020
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	== Task List Spreadsheet ==		== Task List Spreadsheet ==

	As mentioned above, the organizers may choose to delegate a varying amount of the organization work to a Professional Conference Organizer (PCO) and/or to the ACL Office (Priscilla Rasmussen). As auxiliary information for your task planning, we supply a task list spreadsheet ([[file:~~tasklist~~]]). The spreadsheet lists many of the organization tasks and specifies three prototypical models for sharing the organization load. Option A represents the maximum amount of work for the local organizers, while Option C is the least amount of work. B is in between. Please indicate, in the PCO section of the BID, which of these three models captures best your preferred model and include relevant explanation as needed. The precise details of who does what will be further discussed with promising bidders, you are not committing to specific tasks at this point.		As mentioned above, the organizers may choose to delegate a varying amount of the organization work to a Professional Conference Organizer (PCO) and/or to the ACL Office (Priscilla Rasmussen). As auxiliary information for your task planning, we supply a task list spreadsheet ([[file:Tasklist.xlsx]]). The spreadsheet lists many of the organization tasks and specifies three prototypical models for sharing the organization load. Option A represents the maximum amount of work for the local organizers, while Option C is the least amount of work. B is in between. Please indicate, in the PCO section of the BID, which of these three models captures best your preferred model and include relevant explanation as needed. The precise details of who does what will be further discussed with promising bidders, you are not committing to specific tasks at this point.

	The expenses items under the administration section, and particularly Conference Management Fees, should correspond to the cost of work planned for a PCO and/or Priscilla. Please discuss directly with Priscilla the plans and costs for her roles.		The expenses items under the administration section, and particularly Conference Management Fees, should correspond to the cost of work planned for a PCO and/or Priscilla. Please discuss directly with Priscilla the plans and costs for her roles.

ShiqiZhao at 01:32, 31 January 2020

ShiqiZhao — Fri, 31 Jan 2020 01:32:43 GMT

← Older revision		Revision as of 01:32, 31 January 2020
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	== Task List Spreadsheet ==		== Task List Spreadsheet ==

	As mentioned above, the organizers may choose to delegate a varying amount of the organization work to a Professional Conference Organizer (PCO) and/or to the ACL Office (Priscilla Rasmussen). As auxiliary information for your task planning, we supply a [~~http~~:~~//www.cs.biu.ac.il/~dagan/ACL-2011/~~tasklist~~.xls Task List spreadsheet~~]. The spreadsheet lists many of the organization tasks and specifies three prototypical models for sharing the organization load. Option A represents the maximum amount of work for the local organizers, while Option C is the least amount of work. B is in between. Please indicate, in the PCO section of the BID, which of these three models captures best your preferred model and include relevant explanation as needed. The precise details of who does what will be further discussed with promising bidders, you are not committing to specific tasks at this point.		As mentioned above, the organizers may choose to delegate a varying amount of the organization work to a Professional Conference Organizer (PCO) and/or to the ACL Office (Priscilla Rasmussen). As auxiliary information for your task planning, we supply a task list spreadsheet ([[file:tasklist]]). The spreadsheet lists many of the organization tasks and specifies three prototypical models for sharing the organization load. Option A represents the maximum amount of work for the local organizers, while Option C is the least amount of work. B is in between. Please indicate, in the PCO section of the BID, which of these three models captures best your preferred model and include relevant explanation as needed. The precise details of who does what will be further discussed with promising bidders, you are not committing to specific tasks at this point.

	The expenses items under the administration section, and particularly Conference Management Fees, should correspond to the cost of work planned for a PCO and/or Priscilla. Please discuss directly with Priscilla the plans and costs for her roles.		The expenses items under the administration section, and particularly Conference Management Fees, should correspond to the cost of work planned for a PCO and/or Priscilla. Please discuss directly with Priscilla the plans and costs for her roles.

JoakimNivre at 07:11, 9 December 2015

JoakimNivre — Wed, 09 Dec 2015 07:11:46 GMT

← Older revision		Revision as of 07:11, 9 December 2015
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	== Site-Specific Expenses Spreadsheet ==		== Site-Specific Expenses Spreadsheet ==

	Site-specific expenses should be detailed in a separate [http://ftp.cs.toronto.edu/pub/gh/ACL-conference-bid-template-~~Rev-2014-06-23~~.~~xls~~ Expenses spreadsheet] with which the bid document should be consistent. The spreadsheet includes only items which vary from one venue to another. Costs which are largely fixed across venues (such as proceedings and invited speakers) are omitted, and so are all aspects of income except for local sponsorships. The final budget will be coordinated with the ACL Treasurer and business office.		Site-specific expenses should be detailed in a separate [http://ftp.cs.toronto.edu/pub/gh/ACL-conference-bid-template-CURRENT.xlsx Expenses spreadsheet] with which the bid document should be consistent. The spreadsheet includes only items which vary from one venue to another. Costs which are largely fixed across venues (such as proceedings and invited speakers) are omitted, and so are all aspects of income except for local sponsorships. The final budget will be coordinated with the ACL Treasurer and business office.

	Do not change the spreadsheet in any way, except to populate the yellow and blue cells with your local data. It is important that all bidders submit comparable spreadsheets (as live .xls files, not .pdf). If for some reason you feel that you need to modify the spreadsheet to fit your local conditions, please seek the advice of the Coordinating Committee Chair and the Treasurer before doing so.		Do not change the spreadsheet in any way, except to populate the yellow and blue cells with your local data. It is important that all bidders submit comparable spreadsheets (as live .xls files, not .pdf). If for some reason you feel that you need to modify the spreadsheet to fit your local conditions, please seek the advice of the Coordinating Committee Chair and the Treasurer before doing so.

GraemeHirst: /* Site-Specific Expenses Spreadsheet */

GraemeHirst — Mon, 15 Sep 2014 15:20:07 GMT

Site-Specific Expenses Spreadsheet

← Older revision		Revision as of 15:20, 15 September 2014
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	== Site-Specific Expenses Spreadsheet ==		== Site-Specific Expenses Spreadsheet ==

	Site-specific expenses should be detailed in a separate [http://ftp.cs.toronto.edu/pub/gh/ACL-conference-bid-template-Rev-~~2013~~-07-17.xls Expenses spreadsheet] with which the bid document should be consistent. The spreadsheet includes only items which vary from one venue to another. Costs which are largely fixed across venues (such as proceedings and invited speakers) are omitted, and so are all aspects of income except for local sponsorships. The final budget will be coordinated with the ACL Treasurer and business office.		Site-specific expenses should be detailed in a separate [http://ftp.cs.toronto.edu/pub/gh/ACL-conference-bid-template-Rev-2014-06-23.xls Expenses spreadsheet] with which the bid document should be consistent. The spreadsheet includes only items which vary from one venue to another. Costs which are largely fixed across venues (such as proceedings and invited speakers) are omitted, and so are all aspects of income except for local sponsorships. The final budget will be coordinated with the ACL Treasurer and business office.

	Do not change the spreadsheet in any way, except to populate the yellow and blue cells with your local data. It is important that all bidders submit comparable spreadsheets (as live .xls files, not .pdf). If for some reason you feel that you need to modify the spreadsheet to fit your local conditions, please seek the advice of the Coordinating Committee Chair and the Treasurer before doing so.		Do not change the spreadsheet in any way, except to populate the yellow and blue cells with your local data. It is important that all bidders submit comparable spreadsheets (as live .xls files, not .pdf). If for some reason you feel that you need to modify the spreadsheet to fit your local conditions, please seek the advice of the Coordinating Committee Chair and the Treasurer before doing so.

GraemeHirst at 13:48, 24 July 2013

GraemeHirst — Wed, 24 Jul 2013 13:48:32 GMT

← Older revision		Revision as of 13:48, 24 July 2013
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	== Site-Specific Expenses Spreadsheet ==		== Site-Specific Expenses Spreadsheet ==

	Site-specific expenses should be detailed in a separate [http://ftp.cs.toronto.edu/pub/gh/ACL-conference-bid-template-Rev-2013-03-11.xls Expenses spreadsheet] with which the bid document should be consistent. The spreadsheet includes only items which vary from one venue to another. Costs which are largely fixed across venues (such as proceedings and invited speakers) are omitted, and so are all aspects of income except for local sponsorships. The final budget will be coordinated with the ACL Treasurer and business office.		Site-specific expenses should be detailed in a separate [http://ftp.cs.toronto.edu/pub/gh/ACL-conference-bid-template-Rev-2013-07-17.xls Expenses spreadsheet] with which the bid document should be consistent. The spreadsheet includes only items which vary from one venue to another. Costs which are largely fixed across venues (such as proceedings and invited speakers) are omitted, and so are all aspects of income except for local sponsorships. The final budget will be coordinated with the ACL Treasurer and business office.

	Do not change the spreadsheet in any way, except to populate the yellow and blue cells with your local data. It is important that all bidders submit comparable spreadsheets (as live .xls files, not .pdf). If for some reason you feel that you need to modify the spreadsheet to fit your local conditions, please seek the advice of the Coordinating Committee Chair and the Treasurer before doing so.		Do not change the spreadsheet in any way, except to populate the yellow and blue cells with your local data. It is important that all bidders submit comparable spreadsheets (as live .xls files, not .pdf). If for some reason you feel that you need to modify the spreadsheet to fit your local conditions, please seek the advice of the Coordinating Committee Chair and the Treasurer before doing so.

GerthanNoord: /* Site-Specific Expenses Spreadsheet */

GerthanNoord — Tue, 12 Mar 2013 07:27:34 GMT

Site-Specific Expenses Spreadsheet

← Older revision		Revision as of 07:27, 12 March 2013
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	== Site-Specific Expenses Spreadsheet ==		== Site-Specific Expenses Spreadsheet ==

	Site-specific expenses should be detailed in a separate [http://ftp.cs.toronto.edu/pub/gh/ACL-conference-bid-template-Rev-~~20110807~~.xls Expenses spreadsheet] with which the bid document should be consistent. The spreadsheet includes only items which vary from one venue to another. Costs which are largely fixed across venues (such as proceedings and invited speakers) are omitted, and so are all aspects of income except for local sponsorships. The final budget will be coordinated with the ACL Treasurer and business office.		Site-specific expenses should be detailed in a separate [http://ftp.cs.toronto.edu/pub/gh/ACL-conference-bid-template-Rev-2013-03-11.xls Expenses spreadsheet] with which the bid document should be consistent. The spreadsheet includes only items which vary from one venue to another. Costs which are largely fixed across venues (such as proceedings and invited speakers) are omitted, and so are all aspects of income except for local sponsorships. The final budget will be coordinated with the ACL Treasurer and business office.

	Do not change the spreadsheet in any way, except to populate the yellow and blue cells with your local data. It is important that all bidders submit comparable spreadsheets (as live .xls files, not .pdf). If for some reason you feel that you need to modify the spreadsheet to fit your local conditions, please seek the advice of the Coordinating Committee Chair and the Treasurer before doing so.		Do not change the spreadsheet in any way, except to populate the yellow and blue cells with your local data. It is important that all bidders submit comparable spreadsheets (as live .xls files, not .pdf). If for some reason you feel that you need to modify the spreadsheet to fit your local conditions, please seek the advice of the Coordinating Committee Chair and the Treasurer before doing so.
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	If you find any problems or bugs in the spreadsheet, please notify the ACL Treasurer, Graeme Hirst, gh =a= cs.toronto.edu.		If you find any problems or bugs in the spreadsheet, please notify the ACL Treasurer, Graeme Hirst, gh =a= cs.toronto.edu.


	== Task List Spreadsheet ==		== Task List Spreadsheet ==