https://www.aclweb.org/adminwiki/index.php?title=ACL-10_Workshop_Instructions&feed=atom&action=historyACL-10 Workshop Instructions - Revision history2024-03-29T15:28:01ZRevision history for this page on the wikiMediaWiki 1.35.2https://www.aclweb.org/adminwiki/index.php?title=ACL-10_Workshop_Instructions&diff=666&oldid=prevStevenBird: New page: <pre> Dear X, First of all, congratulations again on submitting a successful workshop proposal to ACL 2010. Below we provide some more information about the conditions for organizing an ...2009-12-04T05:36:09Z<p>New page: <pre> Dear X, First of all, congratulations again on submitting a successful workshop proposal to ACL 2010. Below we provide some more information about the conditions for organizing an ...</p>
<p><b>New page</b></p><div><pre><br />
<br />
Dear X,<br />
<br />
First of all, congratulations again on submitting a successful workshop proposal to ACL 2010.<br />
Below we provide some more information about the conditions for organizing an ACL workshop. <br />
Please study this information carefully and let us know if anything is unclear. In order to<br />
have a smooth workshop session at ACL 2010, it is important that we all work together and<br />
try to solve any practical problems that may arise as early as possible. Many of your initial <br />
questions may be answered by referring to the ACL Workshop Policies at:<br />
http://www.aclweb.org/archive/policies/current/Workshops/Overview-workshop.html<br />
<br />
<br />
Best regards,<br />
<br />
Pushpak Bhattacharyya and David Weir<br />
Workshop Co-Chairs ACL 2010<br />
<br />
Jan Hajic<br />
General Chair ACL 2010<br />
<br />
--------------------<br />
Financial conditions<br />
--------------------<br />
<br />
Every workshop is entitled to a lecture room with standard equipment and to free refreshments <br />
for their participants during two coffee breaks, one in the morning and one in the afternoon. <br />
Every workshop is also entitled to one (1) free registration for an invited speaker. Please <br />
note that the registration is only for the workshop itself, not the main conference, and that <br />
you must inform Priscilla Rasmussen who should get the free registration. <br />
<br />
Any other expenses, such as additional free registrations, travel and accommodation for <br />
additional invited speakers, or catering for a lunch or reception, have to be covered by the<br />
workshop organizers themselves, either by securing sponsorship for the workshop or through<br />
the shadow account of an ACL SIG. In both cases, you must get approval from Priscilla <br />
Rasmussen before you can contact the local organizers regarding the practical arrangements.<br />
<br />
All questions regarding the financial conditions should be directed to Priscilla Rasmussen<br />
(email).<br />
<br />
------------------<br />
Local arrangements<br />
------------------<br />
<br />
Every workshop will be allocated a lecture room appropriate in size for the number of <br />
registered participants. All rooms will be equipped with laptop, screen and beamer. Larger<br />
rooms will also be equipped with microphones and speakers. If you need any other equipment,<br />
you must contact the local organizers to find out what the possibilities are and whether <br />
any additional costs are involved. <br />
<br />
Note that the standard arrangement does not provide space for a poster session. If you <br />
want to have a poster session as part of your workshop, you must therefore contact the<br />
local organizers and let them know how many posters you need and at what time. The <br />
conference venue has good space for poster sessions, so we should be able to accommodate<br />
all requests, provided that we get them at least two months before the conference.<br />
<br />
Some workshops may already have been instructed by the workshop chairs that they need<br />
to share a room with another workshop and must therefore have a poster session during<br />
one morning or afternoon. Even if this is the case, you need to inform the local <br />
organizers of the time of this session and of the number of posters needed.<br />
<br />
Break refreshments will be served during the morning and afternoon breaks. If you want<br />
additional catering for a lunch or a reception, you must first contact Priscilla <br />
Rasmussen about the finances (see above) and then contact the local organizers to have<br />
the catering arranged. Such requests must be made at least two months before the <br />
conference.<br />
<br />
The preliminary schedule for both workshop days (both Thursday, July 15 and Friday, <br />
July 16) is as follows:<br />
<br />
09:00-10:30 Session<br />
10:30-11:00 Morning break<br />
11:00-12:30 Session<br />
12:30-14:00 Lunch break<br />
14:00-15:30 Session<br />
15:30-16:00 Afternoon break<br />
16:00-17:30 Session<br />
<br />
There is some flexibility in this schedule, especially concerning start and end times,<br />
but the morning and afternoon breaks must be 10:30-11:00 and 15:30-16:00 for logistic<br />
reasons.<br />
<br />
While each workshop has been allocated a maximum duration, we would only expect workshop <br />
organizers to make use the full duration if this is justified by the quality and number of <br />
submissions that are attracted.<br />
<br />
All questions regarding the local arrangements should be directed to X<br />
(email) and Y (email), who are the workshop<br />
liaisons in the local arrangements committee.<br />
<br />
-------<br />
Website<br />
-------<br />
<br />
Each workshop needs to set up its own website. As soon as you have done this, please<br />
send the URL to local@acl2010.org, so that a link can be put on the workshop page on<br />
the main conference website at http://acl2010.org.<br />
<br />
-----------<br />
Submissions<br />
-----------<br />
<br />
We have created a START V2 submission and review site for your workshop. You will be<br />
receiving an email about this very soon.<br />
<br />
Note also that ACL 2010 provides a mentoring service, which is open to authors not<br />
only for the main conference but also for workshops, so you may want to advertise<br />
this service in your call for papers. Questions about the mentoring service can be<br />
sent to mentoring@acl20XY.org.<br />
<br />
-----------<br />
Proceedings<br />
-----------<br />
<br />
Each workshop has to compile its own proceedings (including a subdirectory of the <br />
CD-ROM image containing individual pdf papers, their index files and bibdata), then <br />
send the compiled CD-ROM image (including the compiled full version of the proceedings) <br />
to the Publication Chairs to produce the CD-ROM proceedings. (There will be no printed<br />
hardcopy proceedings at ACL 2010.)<br />
<br />
If you have a separate publication chair or book chair who is responsible for compiling <br />
the proceedings, please forward this message to the person responsible, and inform the <br />
Publication Chairs of the right person to contact in the future.<br />
<br />
Compiling the proceedings simply means re-sorting the pdf files by your program <br />
schedule, adding page numbers, citation stamps, creating the TOC, and author index, <br />
and including your organizational information and prefaces from your chairs to<br />
the proceedings, ..., etc. <br />
<br />
For details on what should be compiled into the proceedings and some sample online <br />
proceedings (coling-acl06 & acl-08), please find the extended outline for the major <br />
working items of the publication committee, which is available online at:<br />
<br />
http://nlp.csie.ncnu.edu.tw/~shin/acl-ijcnlp2009/publication/howto/Working.Items.txt.<br />
<br />
This online document and its references were produced for the recent ACL-IJCNLP 2009 <br />
conference (Singapore). While some details may be changed for the ACL 2010 <br />
conference, it provides typical working items for proceedings publication.<br />
<br />
The Publication Chairs will post the most updated changes online, and will have a <br />
similar Working Items for ACL 2010 soon. Contact the Publication Chairs if you have <br />
any early questions. <br />
<br />
In particular, you should pay special attention to the sections related to "workshop" <br />
program committee/chairs and the "book chair". (A book chair is a person responsible <br />
for compiling the proceedings, if the workshop/program chairs do not take this <br />
responsibility.)<br />
<br />
Most of the publication work can be automated if you use the ACLPUB package,<br />
which is a set of Perl scripts and some LaTex templates, running under unix/linux. <br />
If you are not familiar with the package, you should try to run it on some test data <br />
from the START submission system as early as possible to avoid unexpected compilation<br />
problems earlier.<br />
<br />
** ACL is working with the team who developed the START conference<br />
management system to integrate the ACLPUB publication tools into<br />
the START system. Therefore, ACL-2010 is likely to use the integrated<br />
system for producing the conference proceedings. However, since the integration may<br />
not be finished in time, it would be safer if you know how to use ACLPUB to produce <br />
the proceedings.<br />
<br />
You can do most of the compilation tasks using the ACLPUB package. But you also need <br />
to do some manual editing work on the provided templates to include the newest workshop <br />
specific information for your workshop.<br />
<br />
A few quick steps are available in the above URL as well. It also point you to a more <br />
complete document set of the ACLPUB, which is included in the ACLPUB package itself.<br />
<br />
Using other tools (such as Acrobat) to compile the proceedings is possible but not <br />
really recommended in terms of consistent style for all proceedings of the conference. <br />
According to our previous experience, this approach also needs more human effort. <br />
So it is not really recommended.<br />
<br />
The authors also need to sign the copyright transfer form in order for their work <br />
to be included to the proceedings. In ACL-IJCNLP-2009, the main conference adopted <br />
an e-signature practice, which is also used in some recent conferences.<br />
We may use the same practice for ACL-2010 to simplify the copyright<br />
transfer process.<br />
<br />
An e-copy of the copyright transfer form will be installed on the final submission <br />
page; the authors can transfer their copyright by typing their names in the signature <br />
field of the e-form. No hardcopy copyright transfer form will be collected under this <br />
practice.<br />
<br />
All questions regarding the workshop publications should be directed to the ACL 2010<br />
Publications Chairs, X and Y (publications@acl20XY.org).<br />
</pre></div>StevenBird