Difference between revisions of "2010Q3 Reports: Local Arrangements Chair"

Revision as of 06:30, 15 June 2010

Local Arrangements Chair (Joakim Nivre)

The Local Arrangements Committee, together with Academic Conferences at Uppsala University, has been working for two years on the preparations for the 48th ACL Conference in Uppsala, July 11--16, 2010. We have reached all the milestones listed in the ACL Conference Handbook and carried out a number of additional tasks in collaboration with the General Chair, the Coordinating Committee, and all the various committees associated with the conference (see http://acl2010.org/committees.html). Here is a list of the most important tasks performed by the Local Arrangements Committee or its Chair:

Design conference logo, print and distribute posters and fliers
Design, set up and maintain conference web site, including both conference information and other practical information (travel info, visas, etc.)
Appoint Exhibits Chair (Jörg Tiedemann), Publicity Chairs (Koenraad de Smedt, Beáta Megyesi) and Local Sponsorship Chairs (Mats Wirén, Hercules Dalianis)
Set up email addresses for all major functions (general@acl2010.org, program@acl2010.org, local@acl2010.org, etc.) [May 20, 2009; continually updated]
Book and confirm conference venue
Book and confirm catering for conference (lunches, coffee breaks, exec meeting, etc.)
Book accommodations and provide online service to participants on the website
Arrange conference social program: reception, banquet
Plan on-site process, staff needs
Make a detailed budget for local costs (and income)
Plan registration process and provide link to ACL:s online registration website
Compile and distribut newsletters (1--6)
Organize conference bags
Liaise with sponsorship chairs for corporate logos to appear on the conference website, on banners/rollups and powerpoints, on conference bags, on covers of proceedings, and in conference handbook
Work out allocation of rooms, poster boards, etc. for all conference sessions, workshops, tutorials, etc.
Organize spaces for exhibits and demonstrations
Arrange the printing of tutorial notes and the production of digital proceedings on USB drives
Determine AV requirements for conference and associated events and book necessary equipment
Confirm capacity of wireless internet and electricity in all rooms
Organize signage on conference site
Select student volunteers and set up schedule for their work during the conference
Produce the conference handbook, including practical information, conference schedule and abstracts
Collect all material for conference bags (proceedings, sponsorship material, local maps, etc.
Work out detailed day-by-day schedule for entire local committee and volunteers
Perform local outreach, local advertising, contact press, TV, etc.

There are currently no outstanding problems to report from the Local Arrangements Committee.

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 == Local Arrangements Chair (Joakim Nivre) ==
-The Local Arrangements Committee has met all the milestones listed in the Conference Handbook:
+The Local Arrangements Committee, together with Academic Conferences at Uppsala University, has been working for two years on the preparations for the 48th ACL Conference in Uppsala, July 11--16, 2010. We have reached all the milestones listed in the ACL Conference Handbook and carried out a number of additional tasks in collaboration with the General Chair, the Coordinating Committee, and all the various committees associated with the conference (see http://acl2010.org/committees.html). Here is a list of the most important tasks performed by the Local Arrangements Committee or its Chair:
-* Finalize location and dates, sign contracts meetings and accommodations [T-18]
-* Select Exhibits Chair (Jörg Tiedemann) and Publicity Chairs (Koenraad de Smedt, Beáta Megyesi) [T-18]
-* Identify Local Arrangements Committee [T-15]
-* Make contact with ACL Sponsorship Committee, identify Local Sponsorship Chairs (Mats Wirén, Hercules Dalianis) to serve on this committee [T-15; delayed to T-10 because of delay with international sponsorship committee]
-* Collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.) [T-15; completed at T-24]
-* Establish website [T-15]
-* Set approximate registration deadlines and costs [T-12]
-* Design conference logo for program, posters; print and distribute posters and fliers [T-12; completed T-14 to enable distribution at 2009 conferences]
-* Confirm venues: confirm arrangements with meeting venue: rooms, spaces, lunches, etc; confirm arrangements with accommodation venue: rooms [T-7]
-* Arrange conference social program: confirm arrangements with banquet and other social event providers; arrange reception; arrange banquet [T-7]
-* Plan registration process [T-6]
-* Plan on-site process, staff needs, etc. [T-6; completed T-5]
-* Organize conference bag or other gimicks [T-6; basically completed T-5 although bag design is still in progress]
-* Liaise with Sponsorship Chairs for corporate logos [T-6; started already at T-10]
-* Appoint Student Volunteer Coordinator (Mattias Nilsson) [T-6; completed T-10]
-* Set up exhibits [T-4]
-* Confirm meeting venue: rooms, spaces, lunches, etc. [T-3]
-* Confirm accommodations [T-3]
-* Confirm social events: banquet, reception, entertainment, outings, etc. [T-3]
-[Local chair] Set up demo AV equipment: determine AV requirements of demo and paper presenters and other speakers; link up with venue
+* Design conference logo, print and distribute posters and fliers
-[Tutorial, workshop, and student chairs] Create tutorial and workshop material: arrange for printing of tutorial and workshop materials (see workshop proceedings format); collect material from presenters; create books/proceedings
+* Design, set up and maintain conference web site, including both conference information and other practical information (travel info, visas, etc.)
-[edit]
+* Appoint Exhibits Chair (Jörg Tiedemann), Publicity Chairs (Koenraad de Smedt, Beáta Megyesi) and Local Sponsorship Chairs (Mats Wirén, Hercules Dalianis)
-T-2
+* Set up email addresses for all major functions (general@acl2010.org, program@acl2010.org, local@acl2010.org, etc.) [May 20, 2009; continually updated]
-[Local chair] Finalize on-site admin: assemble team of assistants for registration, gophering, etc.
+* Book and confirm conference venue
+* Book and confirm catering for conference (lunches, coffee breaks, exec meeting, etc.)
-[General, program, tutorial, workshop, student, exhibit, local chairs] Create conference registration material: create program to be included in conference registration package; gather all other material, incl. freebies
+* Book accommodations and provide online service to participants on the website
+* Arrange conference social program: reception, banquet
-[Priscilla, local, and sponsorship chairs] 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.)
+* Plan on-site process, staff needs
-[edit]
+* Make a detailed budget for local costs (and income)
-T-1
+* Plan registration process and provide link to ACL:s online registration website
-[General and publicity chairs] Perform local outreach: start local advertising; contact press, TV, etc.
+* Compile and distribut newsletters (1--6)
+* Organize conference bags
-[Program, tutorial, workshop, student, exhibit, demo chairs] Finalize all Proceedings and tutorial material: collect and check proceedings (papers, students and other workshops, demos, etc.); collect and check final tutorial materials
+* Liaise with sponsorship chairs for corporate logos to appear on the conference website, on banners/rollups and powerpoints, on conference bags, on covers of proceedings, and in conference handbook
+* Work out allocation of rooms, poster boards, etc. for all conference sessions, workshops, tutorials, etc.
+* Organize spaces for exhibits and demonstrations
+* Arrange the printing of tutorial notes and the production of digital proceedings on USB drives
+* Determine AV requirements for conference and associated events and book necessary equipment
+* Confirm capacity of wireless internet and electricity in all rooms
+* Organize signage on conference site
+* Select student volunteers and set up schedule for their work during the conference
+* Produce the conference handbook, including practical information, conference schedule and abstracts
+* Collect all material for conference bags (proceedings, sponsorship material, local maps, etc.
+* Work out detailed day-by-day schedule for entire local committee and volunteers
+* Perform local outreach, local advertising, contact press, TV, etc.
-[Local chair] Finalize demo AV equipment: finalize AV requirements of demo-ers
-[Priscilla, local and sponsorship chairs] Give registration update: update ACL Exec on conference registration, hotel and dorm bookings, financial status
-[Local chair] Finalize registration package: assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.
-In addition, we have completed the following tasks:
-* Set up email addresses for all major functions (general@acl2010.org, program@acl2010.org, local@acl2010.org, etc.) [May 20, 2009; continually updated]
-* Made a detailed room allocation for main conference, tutorials, workshops and other meetings [November 6, 2009; revised December 16, 2009]
-* Made a detailed budget for local costs [November 10, 2009; continually updated]
-* Issued two Newsletters [January 15, 2010; February 19, 2010]
-* Issued a Call for Exhibits [January 19, 2010]
-* Confirmed capacity of wireless internet and electricity [January 29, 2010]
-* Set up a web page for accommodation booking [February 11, 2010]
-* Made a detailed plan for the Conference Handbook (reusing the design from ACL-IJCNLP 2009) [February 19, 2010]
 There are currently no outstanding problems to report from the Local Arrangements Committee.

Difference between revisions of "2010Q3 Reports: Local Arrangements Chair"

Revision as of 06:30, 15 June 2010

Local Arrangements Chair (Joakim Nivre)

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