Exec To Do List

1. Change guidelines to say that the newest member will join the cc for the next conference (e.g., person after Hwee Tou, that is Lori Levin should be on 2011cc) (DRAGO?)
2. Decide whether to encourage bids from organizations not affiliated with universities (cf Puerto Rico's recent bid, EMNLP in Hawaii)
3. For local bids - check if VAT has to be paid, don't confuse ACL office staff with local staff, don't hire a huge local staff, justify any rebudgetings, go to the treasurer if going over budget)
4. Keep w/s attendance figures on wiki
5. line up all conference chairs by end of previous summer
6. ?? authorize the sponsorship cmte to design a procedure to hire sponsorship chairs who would get commissions
7. follow up on last two years' membership proposals - possible get more proposals
8. request less detail of preliminary site bids
9. Kam Fai: discuss conference liability
10. Graeme: auditing ACL
11. Ido: involve dancing
12. Ask authors to update their reference lists at the time of publication.
13. very few submissions in IR/speech
14. determine cost for "facebook" application (Robert)
15. Drago: consider its relationship with AAN: http://belobog.si.umich.edu/clair/anthology/index.cgi
16. post papers online as soon as they are ready (and not on the first day of the conference) (CONF CHAIR)
17. Check insurance of European accounts (Graeme, with Mike Rosner)
18. explore idea of streaming video of conference talks integrated with Portal (Robert, Steven)
19. Drago send update on results of last round of ACL member initiatives so we can decide whether to do it again at ACL-2009 [Drago]
20. authentication issue re publisher discount page to resolve [Drago, Bonnie, Priscilla, ...]
21. revise the estimated ratio between full and discounted tickets for the banquet based on data from recent conferences [Priscilla]
22. send info about ACL bid process to EACL and NAACL in case they want to revise their processes [Ido]
23. write up concerns about divergence between ACL and NAACL approach to posters [Drago]
24. issue of replacement of elected officers who step down to be resolved offline [Ido]
25. Action: issue of declaring single nominee elected; procedures could go into SIG constitution template -- resolve offline [Ido]
26. Finalize the discussion about the algorithm for the 3-pack sponsorship
27. A resolution was approved to allocate $10K for student travel per conference. The budget template to be modified accordingly.
28. A resolution was passed to thank Min Yen Kan for his work on the ACL Anthology. Thank Min.
29. Steven is liaising with Softconf about the integration of the ACLPUB software into START, to streamline the publication process.
30. General conference todo items:

- continuity of the conference logo design (on everything) - post signage that anticipates questions - monitor for announcements and daily schedules - make the source for the conference handbook publicly available - print the conference handbook only after all session and room information is available - Jan suggested that a central repository for handbook information should be made available to avoid duplication - Everyone should be careful when dealing with sensitive data. - It was suggested that the conference reviewing software should be linked directly with the Anthology. - It was also suggested to use the conference reviewing software to assign presentation slots at the conference. - Make all latex style files available. - Don’t start at 8:30 AM - Try and come up with better attendance estimates - There should be a backup plan for submission sites. - Standardize the workshops’s schedules. - Hold a survey to determine the optimal duration of EMNLP (e.g., 2 or 3 days). - There should be a workshop coordinator for each conference, not just for the entire year. - the percentages of accepted papers and posters should be given collectively (in concert with the understanding that posters are more than just second-tier papers).