@@ Line 1: / Line 1: @@
-== Basic Timetable ==
+Please see http://aclweb.org/adminwiki/index.php?title=Conference_Handbook
-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
-|-
-| 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
-|-
-| 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
-* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)
-* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)
-* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling
-* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.
-* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages
-* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form
-<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])
-* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling
-* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.
-* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications
-* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)
-* <nowiki>[Workshop and student chairs]</nowiki> update webpages
-* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form
-<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors
-* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors
-* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)
-* <nowiki>[Exhibits chair]</nowiki> sign them up
-===T-8 months===
-<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture
-* <nowiki>[Program and sponsorship chair]</nowiki> update budget
-* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them
-===T-7 months===
-<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers
-* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions
-* <nowiki>[Program chairs]</nowiki> accept submitted papers
-* <nowiki>[Program chairs]</nowiki> assign to reviewers
-* <nowiki>[Program chairs]</nowiki> send out for review
-<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.
-* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels
-* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers
-* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities
-* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages
-<nowiki>[Local chair]</nowiki> Confirm venues
-* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.
-* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms
-<nowiki>[Local chair]</nowiki> Arrange conference social program
-* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers
-* <nowiki>[Local chair]</nowiki> arrange reception
-* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.
-* <nowiki>[Local chair]</nowiki> plan outing, for open evening?
-* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?
-* <nowiki>[Local chair]</nowiki> update webpages
-* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form
-===T-7 to T-5 months===
-<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding
-* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations
-===T-6 months: ===
-<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions
-* <nowiki>[Workshop and student chairs]</nowiki> accept submissions
-* <nowiki>[Workshop and student chairs]</nowiki> review them
-* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters
-<nowiki>[Demo chair]</nowiki> Call for demos
-* <nowiki>[Demo chair]</nowiki> 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
-* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes
-* <nowiki>[Demo chair]</nowiki> select printer and binder
-* <nowiki>[Demo chair]</nowiki> 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
-* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website
-* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form
-<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form
-* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people
-* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy
-* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web
-<nowiki>[Local Chair]</nowiki> Plan registration process
-* <nowiki>[Local Chair]</nowiki> report to ACL Exec:
-* <nowiki>[Local Chair]</nowiki> update on conference registration
-* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings
-* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.
-* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos
-===T-5 months===
-<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program
-* <nowiki>[Program chairs]</nowiki> accept reviews
-* <nowiki>[Program chairs]</nowiki> decide on paper selection
-* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair
-* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews
-* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute
-* <nowiki>[Program chairs]</nowiki> update webpages
-===T-4 months===
-<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions
-* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings
-* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs
-<nowiki>[Exhibits chair]</nowiki> Set up exhibit
-* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.
-* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed
-* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs
-* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees
-<nowiki>[Demo chair]</nowiki> Arrange demos
-* <nowiki>[Demo chair]</nowiki> select demos
-* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs
-* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs
-* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings
-* <nowiki>[Demo chair]</nowiki> update webpages
-===T-3 months===
-<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture
-* <nowiki>[Program and sponsorship chairs]</nowiki> update budget
-* <nowiki>[Program and sponsorship chairs]</nowiki> project needs
-* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys
-<nowiki>[Local chair]</nowiki> Confirm local events
-* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.
-* <nowiki>[Local chair]</nowiki> confirm accommodations
-* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.
-<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees
-* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists
-* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters
-* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops
-* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors
-<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=
-* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors
-* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)
-* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.
-<nowiki>[Local chair]</nowiki> Set up demo AV equipment
-* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers
-* <nowiki>[Local chair]</nowiki> link up with venue
-<nowiki>[Publicity chair and Priscilla]</nowiki>
-* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again
-* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant
-<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings
-* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers
-* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):
-* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.
-* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)
-* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers
-* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders
-* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed
-<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material
-* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)
-* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters
-* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings
-===T-2 month===
-<nowiki>[Program chairs]</nowiki> Assign session chairs
-* <nowiki>[Program chairs]</nowiki> 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
-* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.
-<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material
-* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package
-* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies
-<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update
-* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status
-* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> 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
-* <nowiki>[General and publicity chairs]</nowiki> start local advertising
-* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.
-<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material
-* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)
-* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials
-<nowiki>[Local chair]</nowiki> Finalize demo AV equipment
-* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers
-<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update
-* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status
-<nowiki>[Local chair]</nowiki> Finalize registration package
-* <nowiki>[Local chair]</nowiki> 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==
-* [[Conference acronym]]
-*[[Policy on joint conferences]]
-*[[actions and duties of the Exec in overseeing the conference]]
-*[[call for conference bids]]
-*[[Bid Guidelines]]
-*[[policy on speaker reimbursement]]
-*[[policy on tutorial teacher payment]]
-*[[selecting the general chair]]
-*[[ACL policy on involvement of Exec members in conferences]]
-*[[meetings held by Exec at conferences]]
-*[[example budgets]]
-*[[Demo chair duties]]
-*[[exhibits chair duties]]
-*[[financing exhibits]]
-*[[general (conference) chair duties]]
-*[[local arrangements chair duties]]
-*[[arranging the meeting rooms]]
-*[[arranging the accommodations]]
-*[[arranging the food]]
-*[[arranging the food|arranging the social events]]
-*[[arranging local support, registration, etc.]]
-*[[webmaster]]
-*[[program chair duties]]
-*[[guidelines and policies]]
-*[[typical schedule]]
-*[[sample conference paper calls]]
-*[[paper style files]]
-*[[camera ready instructions]]
-*[[invited speakers]]
-*[[publications chair duties]]
-*[[tutorial notes]]
-*[[workshop proceedings]]  missing from old handbook
-*[[preparation of proceedings]]
-*[[publicity chair duties]]
-*[[sponsorship chair duties]]
-*[[student chair duties]]
-*[[faculty advisor duties]]
-*[[*** student session policies]]
-*[[sample letter to panelists]]
-*[[student workshop paper call]]
-*[[student travel funding]]
-*[[useful checklist of things to do (from a past student chair)]]
-*[[tutorial chair duties]]
-*[[tutorial calls for proposals]]
-*[[tutorial teacher payment policy]]
-*[[tutorial teacher instructions]]
-*[[Overview page including policies]]
-*[[workshop chair duties]]
-* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]
-* [[Johanna_moore|Johanna Moore document]]
-* [[Conflict-of-interest_policy]]
-* [[Acl_2004_camera]]
-* [[Acl_2005_camera]]
-* [[Overview_of_repository_organization]]
-* [[Instructions_on_how_to_access_the_repository]]
-* [[Student_travel_funding]]
-* [[Student_workshop_paper_call]]
-* [[Student_workshop_proceedings]]
-* [[CFP_for_student_session_at_ACL-05]]
-* [[ACL_General_Policies_on_Workshops]]
-* [[ACL_Policies_on_Conference_Workshops]]
-* [[ACL_Policies_on_SIG_Workshops]]
-* [[Overview_page_including_policies]]
-* [[Recent_ACL_calls_for_workshop_proposals]]
-* [[Sample_workshop_calls_for_papers]]
-* [[Workshop-proceedings]]
-* [[Sample Calls for Demos & Posters]]
-* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]
-[[Category:Conference Handbook]]

Difference between revisions of "Conference Handbook"

Latest revision as of 18:14, 24 November 2008

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