Difference between revisions of "Conference Handbook"

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(New page: == Basic Timetable == The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference) CC = Coordinating Committee; LC = Lo...)
 
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== Basic Timetable ==
 
 
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)
 
 
CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair
 
 
=== Year -3 ===
 
 
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"
 
! Months Out !! Who !! Activity !! Notes
 
|-
 
| 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; identify related professional societies who may be planning a conference during the same period, e.g. SIGIR, AAAI
 
|-
 
| 37 || CC || Finalize CFB document ||
 
|-
 
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||
 
|-
 
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions
 
|-
 
| 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
 
|-
 
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!
 
|-
 
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates
 
|-
 
| 26 || LC || Deadline for final bids || liaise with other professional societies about final dates
 
|-
 
| 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
 
|}
 
 
=== Year -2 ===
 
 
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"
 
! Months Out !! Who !! Activity !! Notes
 
|-
 
| 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
 
|-
 
|    || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])
 
|-
 
| 18 || LC || finalize location and dates, sign contracts by now for meetings and accommodations, pay any deposits (involves ACL Office)
 
|-
 
|    || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])
 
|-
 
|    || 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]])
 
|-
 
|    || LC? || select Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases
 
|-
 
| 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]])
 
|-
 
|    || LC || collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)
 
|-
 
|    || 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
 
|-
 
|    || * || 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]])
 
|-
 
||  || GC/LC/Webmaster || Establish website; include general conference announcement; preliminary local info; stubs for calls for papers, etc.
 
|}
 
 
 
===T-12? months===
 
 
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation
 
 
<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.)
 
 
<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]])
 
 
<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
 
 
===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 [[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]]); 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 ACL Office for registration form
 
 
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample 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 ACL Office 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 ACL Office?); 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 (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])
 
 
<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. By this stage [[Volunteer co-ordinator]] should be on board and up to speed.
 
 
===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==
 
==Other Handbook Pages==
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*[[Overview page including policies]]
 
*[[Overview page including policies]]
 
*[[workshop chair duties]]
 
*[[workshop chair duties]]
 +
* [[Conference planning schedule]]
 
* [[ACL policy on who can hold major programmatic positions at ACL conferences]]
 
* [[ACL policy on who can hold major programmatic positions at ACL conferences]]
 
* [[Johanna moore|Johanna Moore document]]
 
* [[Johanna moore|Johanna Moore document]]

Revision as of 23:59, 17 November 2008

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