Conference Handbook

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

[ACL VP] liaise with ACL Exec for general parameters of time and place

[ACL VP] create call (see calls-for-conference-bids)

[ACL VP] contact likely candidates for local chair about responding to the bid

T-17 months

[ACL Exec] Accept preliminary call and select main candidates

[ACL Exec] 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

[ACL Exec and principal bidder] identify all key organizers
[ACL Exec and principal bidder] establish email aliases
[ACL Exec and principal bidder] provide access to conference organizing website

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

[ACL Exec] Program Chairs (see Program chair duties)

[ACL Exec] Student Workshop chair (see Workshop chair duties)

[Bidder] Local Arrangements Chair (see Local arrangements chair duties)

[Bidder] Tutorial Chair (and) Workshop Chair (see Tutorial chair duties and Workshop chair duties)

[Bidder] Exhibits Coordinator (see Exhibits chair duties)

[Bidder] Demo Chair (see Demo chair duties)

[Bidder] Sponsorship Chair (see Sponsorship chair duties)

[Bidder] Publicity Chair, possibly (see Publicity chair duties)

T-13 months:

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

[General and local chair] finalize exact dates (confirm with ACL Exec)
[General and local chair] sign contract(s) with venue (for meetings and accommodations)
[General and local chair] pay any deposits due (contact ACL Exec)

[Local Chair] Finalize Local Arrangements Committee

[Local Chair] assemble Local Arrangements Committee

[Local Chair] one or two people who would be able to take over in case something happens to the local chair
[Local Chair] one or two admin-level people
[Local Chair] someone dedicated to audiovisual (AV) and space management
[Local Chair] (possibly) webmaster (see webmaster)
[Local Chair] collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)

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

[General and sponsorship chairs] estimate budget needs (see Example budgets)
[General and sponsorship chairs] assemble committee, mainly corporate insiders of likely sponsors
[General and sponsorship chairs] approach corporations to get placed on budget for next year

[General, program, local, and publicity chairs] Create and issue initial conference announcement

[General, program, local, and publicity chairs] include theme, general outlines, location and dates, pointers to details, organizer contact info
[General, program, local, and publicity chairs] publicize widely (see Publicity chair duties)

[General and local chairs; webmaster] Establish website

[General and local chairs; webmaster] include general conference announcement
[General and local chairs; webmaster] include preliminary local info
[General and local chairs; webmaster] include stubs for calls for papers, etc.

T-12 months

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

[General and local chairs; Priscilla] set approx. registration deadlines and costs
[General and local chairs; Priscilla] design conference logo for program, posters, etc.
[General and local chairs; Priscilla] create call for participation
[General and local chairs; Priscilla] design posters and fliers with Call for Participation
[General and local chairs; Priscilla] print and distribute them (web, email, hardcopy, posters, etc.)

[General, program, local, and publicity chairs] Create and disseminate Call for Papers (see Sample conference paper calls)

[General, program, local, and publicity chairs] create Call for Papers:

[General, program, local, and publicity chairs] determine general conference theme(s)
[General, program, local, and publicity chairs] if possible, identify some invited speakers
[General, program, local, and publicity chairs] set dates of submission, notification, and final copies (T-7 / T-5 / T-3)
[General, program, local, and publicity chairs] set format requirements for papers
[General, program, local, and publicity chairs] distribute Call for Papers (see publicity chair):
[General, program, local, and publicity chairs] on Web / newsgroups / mailing lists
[General, program, local, and publicity chairs] provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.
[General, program, local, and publicity chairs] provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities

T-13 to T-4 months

[Sponsorship committee] Apply for funding

[Sponsorship committee] create and submit grant proposals to AAAI, NSF, etc.
[Sponsorship committee] 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

[Program chairs] determine program committee structure and review process
[Program chairs] establish major topic areas and likely submission distribution
[Program chairs] invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.
[Program chairs] ensure proportional representation of gender, seniority, origin, etc.

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

[Tutorial, workshop, student, demo, and program chairs] create Calls for Bids and papers (see Sample Tutorial calls for proposals, Sample Calls for Workshop Proposals, and Sample workshop calls for papers)
[Tutorial, workshop, student, demo, and program chairs] issue them (website, publications, email, etc.)

T-9 months

[Tutorial, workshop, program chairs] Select tutorials and workshops

[Tutorial, workshop, program chairs] select tutorials, taking into account coverage and recent past tutorials (contact Exec)
[Tutorial, workshop, program chairs] select workshops (contact Exec; see ACL-policy-worksp-support)
[Tutorial, workshop, program chairs] liaise with local chair for space needs and scheduling
[Tutorial, workshop, program chairs] issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.
[Tutorial, workshop, program chairs] update webpages
[Tutorial, workshop, program chairs] liaise with Priscilla for registration form

[Workshop and student chairs] Issue workshop calls for papers (see Sample workshop calls for papers)

[Workshop and student chairs] liaise with local chair for space needs and scheduling
[Workshop and student chairs] liaise with general chair about printed material, agenda/time management, payments, fees, etc.
[Workshop and student chairs] liaise with sponsorship chair for funding applications
[Workshop and student chairs] create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)
[Workshop and student chairs] update webpages
[Workshop and student chairs] liaise with Priscilla for registration form

[Exhibits chair] Locate and sign up exhibitors

[Exhibits chair] approach CL corporation exhibitors
[Exhibits chair] approach book publisher exhibitors (unless this is done by Priscilla?)
[Exhibits chair] sign them up

T-8 months

[Program and sponsorship chair] Update financial picture

[Program and sponsorship chair] update budget
[Program and sponsorship chair] project financial needs and make plans to meet them

T-7 months

[Program chairs] Accept and distribute submitted papers

[Program chairs] create review form and reviewer instructions
[Program chairs] accept submitted papers
[Program chairs] assign to reviewers
[Program chairs] send out for review

[Program, workshop, sponsorship chairs] Finalize invited speakers, panelists, etc.

[Program, workshop, sponsorship chairs] create basic plan of speakers and panels
[Program, workshop, sponsorship chairs] invite speakers
[Program, workshop, sponsorship chairs] reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities
[Program, workshop, sponsorship chairs] update webpages

[Local chair] Confirm venues

[Local chair] confirm arrangements with meeting venue: rooms, spaces, lunches, etc.
[Local chair] confirm arrangements with accommodation venue: rooms

[Local chair] Arrange conference social program

[Local chair] confirm arrangements with banquet and other social event providers
[Local chair] arrange reception
[Local chair] arrange banquet: location, cost, transport, etc.
[Local chair] plan outing, for open evening?
[Local chair] plan anything special? Spouses’ events? Outings?
[Local chair] update webpages
[Local chair] liaise with Priscilla for registration form

T-7 to T-5 months

[Sponsorship committee] Apply for corporate funding

[Sponsorship committee] approach/confirm companies for grants and donations

T-6 months:

[Workshop and student chairs] Process workshop submissions

[Workshop and student chairs] accept submissions
[Workshop and student chairs] review them
[Workshop and student chairs] send accept/reject letters

[Demo chair] Call for demos

[Demo chair] create and issue Call for Demos (see Sample Calls for Demos & Posters)

[Program chairs] Find Proceedings printers

[Demo chair] specify proceedings format and ask for quotes
[Demo chair] select printer and binder
[Demo chair] 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

[General chair] contact all chairs to collect their info for the website
[General chair] liaise with Priscilla for registration form

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

[Priscilla, general, program, and local chairs] create form, with input from all relevant people
[Priscilla, general, program, and local chairs] send out by email and hardcopy
[Priscilla, general, program, and local chairs] post on web

[Local Chair] Plan registration process

[Local Chair] report to ACL Exec:
[Local Chair] update on conference registration
[Local Chair] update on venue (meeting and accommodation)bookings
[Local Chair] plan on-site process, staff needs, etc.
[Local Chair] organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos

T-5 months

[Program chairs] Process reviewed papers and create program

[Program chairs] accept reviews
[Program chairs] decide on paper selection
[Program chairs] create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair
[Program chairs] send out accept and reject letters with reviews
[Program chairs] update conference announcement and redistribute
[Program chairs] update webpages

T-4 months

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

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

[Exhibits chair] Set up exhibit

[Exhibits chair] locate exhibit company for pipe-and-drape stands, signage, etc.
[Exhibits chair] buy insurance, if needed
[Exhibits chair] liaise with exhibitors, local committee, and venue about display needs
[Exhibits chair] work with program and sponsorship chairs on exhibitor fees

[Demo chair] Arrange demos

[Demo chair] select demos
[Demo chair] work with selected demo-ers for AV needs
[Demo chair] liaise with local chair for AV needs
[Demo chair] liaise with program chairs for scheduling and proceedings
[Demo chair] update webpages

T-3 months

[Program and sponsorship chairs] Update financial picture

[Program and sponsorship chairs] update budget
[Program and sponsorship chairs] project needs
[Program and sponsorship chairs] seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys

[Local chair] Confirm local events

[Local chair] confirm meeting venue: rooms, spaces, lunches, etc.
[Local chair] confirm accommodations
[Local chair] confirm social events: banquet, reception, entertainment, outings, etc.

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

[Program, tutorial, workshop, demo, student, exhibits chairs] confirm attendance of invited speakers and panelists
[Program, tutorial, workshop, demo, student, exhibits chairs] confirm attendance of paper and demo presenters
[Program, tutorial, workshop, demo, student, exhibits chairs] confirm tutorials and workshops
[Program, tutorial, workshop, demo, student, exhibits chairs] confirm exhibitors

[Exhibits chair] Finalize exhibit spaces=

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

[Local chair] Set up demo AV equipment

[Local chair] determine AV requirements of demo and paper presenters and other speakers
[Local chair] link up with venue

[Publicity chair and Priscilla]

[Publicity chair and Priscilla] send out registration form again
[Publicity chair and Priscilla] contact local authorities, as relevant

[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] Receive final papers and create Proceedings

[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] accept final camera-ready papers
[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] create Proceedings (main volume and any accompanying ones):
[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] front matter: title page, ToC, foreword(s), list of authors, etc.
[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] body (xerox page numbers onto submitted final papers)
[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] covers
[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] send to printers and binders
[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] update webpages as needed

[Tutorial, workshop, and student chairs] Create tutorial and workshop material

[Tutorial, workshop, and student chairs] arrange for printing of tutorial and workshop materials (see workshop proceedings format)
[Tutorial, workshop, and student chairs] collect material from presenters
[Tutorial, workshop, and student chairs] create books/proceedings

T-2 month

[Program chairs] Assign session chairs

[Program 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

[Local chair] assemble team of assistants for registration, gophering, etc.

[General, program, tutorial, workshop, student, exhibit, local chairs] Create conference registration material

[General, program, tutorial, workshop, student, exhibit, local chairs] create program to be included in conference registration package
[General, program, tutorial, workshop, student, exhibit, local chairs] gather all other material, incl. freebies

[Priscilla, local, and sponsorship chairs] Give registration update

[Priscilla, local, and sponsorship chairs] update ACL Exec on conference registration, venue and accommodation bookings, financial status
[Priscilla, local, and sponsorship chairs] 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

[General and publicity chairs] start local advertising
[General and publicity chairs] contact press, TV, etc.

[Program, tutorial, workshop, student, exhibit, demo chairs] Finalize all Proceedings and tutorial material

[Program, tutorial, workshop, student, exhibit, demo chairs] collect and check proceedings (papers, students and other workshops, demos, etc.)
[Program, tutorial, workshop, student, exhibit, demo chairs] collect and check final tutorial materials

[Local chair] Finalize demo AV equipment

[Local chair] finalize AV requirements of demo-ers

[Priscilla, local and sponsorship chairs] Give registration update

[Priscilla, local and sponsorship chairs] update ACL Exec on conference registration, hotel and dorm bookings, financial status

[Local chair] Finalize registration package

[Local chair] 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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