Difference between revisions of "Conference Handbook"

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*[[financing exhibits]]
*[[financing exhibits]]
*[[general (conference) chair duties]]
*[[general (conference) chair duties]]
*[[local arrangements chair duties]]
*[[local arrangements chair duties]]
*[[arranging the meeting rooms]]
*[[arranging the meeting rooms]]
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*[[workshop proceedings]]  missing from old handbook
*[[workshop proceedings]]  missing from old handbook
*[[preparation of proceedings]]
*[[preparation of proceedings]]
*[[publicity chair duties]]
*[[publicity chair duties]]
*[[sponsorship chair duties]]
*[[sponsorship chair duties]]
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*[[sample letter to panelists]]
*[[sample letter to panelists]]
*[[student workshop paper call]]
*[[student workshop paper call]]
*[[student workshop proceedings]]
*[[student travel funding]]
*[[student travel funding]]
*[[useful checklist of things to do (from a past student chair)]]
*[[useful checklist of things to do (from a past student chair)]]
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*[[tutorial teacher payment policy]]
*[[tutorial teacher payment policy]]
*[[tutorial teacher instructions]]
*[[tutorial teacher instructions]]
*[[tutorial notes]]
*[[Overview page including policies]]
*[[Overview page including policies]]
*[[workshop chair duties]]
*[[workshop chair duties]]

Revision as of 16:25, 2 July 2007

Basic Timetable

The generic timetable for organizing the conference, from which a specific one can be built.

T-20 months

[ACL VP] Issue Call for Bids

  • liaise with ACL Exec for general parameters of time and place
  • contact likely candidates for local chair about responding to the bid

T-17 months

[ACL Exec] Accept preliminary call and select main candidates

Bids will identify many key positions (local chair, sponsorship chair, etc.) and make suggestions for general chair.

T-16 months

[ACL Exec and principal bidder] Accept bid

  • identify all key organizers
  • establish email aliases
  • provide access to conference organizing website

[ACL Exec] General Chair (see criteria-for-general-chair)

[ACL Exec] Program Chairs

[ACL Exec] Student Workshop chair

[Bidder] Local Arrangements Chair

[Bidder] Tutorial Chair (and) Workshop Chair

[Bidder] Exhibits Coordinator

[Bidder] Demo Chair

[Bidder] Sponsorship Chair

[Bidder] Publicity Chair, possibly

T-13 months:

[General and local chair] Finalize location and dates (see local-arrangements-chair)

  • finalize exact dates (confirm with ACL Exec)
  • sign contract(s) with venue (for meetings and accommodations)
  • pay any deposits due (contact ACL Exec)

[Local Chair] Finalize Local Arrangements Committee

assemble 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)
  • collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)

[General and sponsorship chairs] (see sponsorship-chair) Create Sponsorship Committee

  • estimate budget needs (see 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 (see publicity-chair)

[General and local chairs; webmaster] Establish website

  • include general conference announcement
  • include preliminary local info
  • include stubs for calls for papers, etc.

T-12 months

[General and local chairs; Priscilla] Create and disseminate Call for Participation

  • 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.)

[General, program, local, and publicity chairs] Create and disseminate Call for Papers

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):
  • 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

[Sponsorship committee] 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

[Program chairs] 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.

[Tutorial, workshop, student, demo, and program chairs] Solicit tutorials, workshops, and demos

  • create Calls for Bids and papers (see workshop-calls-for-bids)
  • issue them (website, publications, email, etc.)

T-9 months

[Tutorial, workshop, program chairs] 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 Priscilla for registration form

[Workshop and student chairs] Issue 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 Priscilla for registration form

[Exhibits chair] Locate and sign up exhibitors

  • approach CL corporation exhibitors
  • approach book publisher exhibitors (unless this is done by Priscilla?)
  • sign them up

T-8 months

[Program and sponsorship chair] Update financial picture

  • update budget
  • project financial needs and make plans to meet them

T-7 months

[Program chairs] Accept and distribute submitted papers

  • create review form and reviewer instructions
  • accept submitted papers
  • assign to reviewers
  • send out for review

[Program, workshop, sponsorship chairs] 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

[Local chair] Confirm venues

  • confirm arrangements with meeting venue: rooms, spaces, lunches, etc.
  • confirm arrangements with accommodation venue: rooms

[Local chair] 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

[Sponsorship committee] Apply for corporate funding

  • approach/confirm companies for grants and donations

T-6 months:

[Workshop and student chairs] Process workshop submissions

  • accept submissions
  • review them
  • send accept/reject letters

[Demo chair] Call for demos

  • create and issue Call for Demos

[Program chairs] 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

[General chair] Update website

  • contact all chairs to collect their info for the website
  • liaise with Priscilla for registration form

[Priscilla, general, program, and local chairs] Create and issue registration form

  • create form, with input from all relevant people
  • send out by email and hardcopy
  • post on web

[Local Chair] 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

T-5 months

[Program chairs] 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

[General, program, workshop, tutorial, exhibits chairs] Collect Proceedings descriptions

  • collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings
  • provide them to webmaster and general and program chairs

[Exhibits chair] 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

[Demo chair] 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

[Program and sponsorship chairs] Update financial picture

  • update budget
  • project needs
  • seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys

[Local chair] Confirm local events

  • confirm meeting venue: rooms, spaces, lunches, etc.
  • confirm accommodations
  • confirm social events: banquet, reception, entertainment, outings, etc.

[Program, tutorial, workshop, demo, student, exhibits chairs] Confirm invitees

  • confirm attendance of invited speakers and panelists
  • confirm attendance of paper and demo presenters
  • confirm tutorials and workshops
  • confirm exhibitors

[Exhibits chair] Finalize exhibit spaces=

  • finalize payments of all exhibitors
  • complete design of exhibition space(s)
  • complete arrangements with pipe and drape rentals, etc.

[Local chair] Set up demo AV equipment

  • determine AV requirements of demo and paper presenters and other speakers
  • link up with venue

[Publicity chair and Priscilla]

  • send out registration form again
  • contact local authorities, as relevant

[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] 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

[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

T-2 month

[Program chairs] Assign session chairs

  • send out instructions to session chairs and speakers about time and place, as well as time management for the talks

[Local chair] Finalize on-site admin

  • assemble team of assistants for registration, gophering, 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

[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.)

T-1 month

[General and publicity chairs] Perform local outreach

  • start local advertising
  • contact press, TV, etc.

[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

[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.

Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.

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