Difference between revisions of "Conference Handbook"

From Admin Wiki
Jump to navigation Jump to search
(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...)
 
 
(66 intermediate revisions by 15 users not shown)
Line 1: Line 1:
−
== Basic Timetable ==
+
''This handbook provides information on how to organize the ACL conference.''
  
−
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)
+
== Policies and Guidelines ==
  
−
CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair
+
*[[Conference acronym]]
  
−
=== Year -3 ===
+
* '''Policy'''
 +
**[[Policy on registering domain names for conferences]]
 +
**[[Policy on joint conferences]]
 +
**[[ACL Conference Conflict-of-interest policy]]
 +
**[[Double Submission Policy for Conferences]]
  
−
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"
+
* '''Guidelines'''
−
! Months Out !! Who !! Activity !! Notes
+
** [[ACL Guidelines on Remote Conference Presentation]]
−
|-
+
** [[Invited speakers, and their reimbursements]]
−
| 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 ===
+
* '''Schedule'''
 +
**[[Conference planning schedule]]
 +
**[[Typical schedule]]
  
−
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"
+
* '''ACL Executive Committee'''
−
! Months Out !! Who !! Activity !! Notes
+
**[[Actions and duties of the Exec in overseeing the conference]]
−
|-
+
**[[Meetings held by Exec at conferences]]
−
| 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.
 
−
|}
 
  
 +
* '''Conference Bid'''
 +
**[[Call for conference bids]]
 +
**[[Bid Guidelines]]
  
−
===T-12? months===
+
* '''Chairs'''
 +
**[[Selecting a General Chair]]
 +
**[[Selecting a Program Co-Chair]]
 +
**[[Guidelines and policies]]
 +
**[[Chairs and Sub-chairs for Conferences]]
 +
**[https://aclweb.org/aclwiki/Conference_Chairs A list of conference chairs and conference locations]
  
−
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation
+
* '''Tutorials'''
 +
**[[Past tutorials]] (since 2016)
 +
**[[Tutorial chair handbook]]
 +
**[[Tutorial teacher payment policy]]
 +
**[[Tutorial teacher instructions]]
 +
**[[Tutorial notes]]
  
−
<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.)
+
* '''Workshops'''
 +
**[[Workshop-proceedings]]
 +
**[[Workshops at Conferences]]
 +
**[[ACL Policy on Workshop Support and Sponsorship]]
 +
**[[Types of ACL Workshops]]
 +
**[[ACL General Policies on Workshops]]
 +
**[[ACL Policies on Conference Workshops]]
 +
**[[ACL Policies on SIG Workshops]]
  
−
<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]])
+
* '''Student Sessions & Student Fund'''
 +
**[[%2A%2A%2A_student_session_policies|student session policies]]
 +
**[[Student travel funding]]
 +
**[[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]
  
−
<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
+
* '''Repository'''
 +
**[[Overview of repository organization]]
 +
**[[Instructions on how to access the repository]]
  
−
===T-13? to T-4 months===
+
* '''Others'''
−
<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)
+
**[[Financing exhibits]]
 +
**[[Invited speakers]]
 +
**[[Satellite Events]]
  
−
===T-11? months===
+
== Duties of Conference Chairs ==
−
<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.)
+
*[[General (conference) chair duties]]
−
 
+
*[[Local arrangements chair duties]]
−
===T-9 months===
+
**[[arranging the meeting rooms]]
−
<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
+
**[[arranging the poster presentations]]
−
 
+
**[[arranging the accommodations]]
−
<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
+
**[[arranging the food]]
−
 
+
**[[arranging the food|arranging the social events]]
−
<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
+
**[[arranging local support, registration, etc.]]
−
 
+
**[[webmaster]]
−
===T-8 months===
+
*[[Program chair duties]]
−
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture: update budget; project financial needs and make plans to meet them
+
**[http://www.cs.jhu.edu/~jason/advice/how-to-chair-a-conference.html  How to be a program chair]
−
 
+
**[[ACL 2017 materials]] (START email templates / Google Spreadsheets)
−
===T-7 months===
+
*[[Publications chair duties]]
−
<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
+
*[[Handbook chair duties]]
−
 
+
*[[Publicity chair duties]]
−
<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
+
*[[Sponsorship chair duties]]
−
 
+
*[[Student chair duties]]
−
<nowiki>[Local chair]</nowiki> Confirm venues: confirm arrangements with meeting venue: rooms, spaces, lunches, etc; confirm arrangements with accommodation venue: rooms
+
**[[Useful checklist of things to do (from a past student chair)]]
−
 
+
*[[Faculty advisor duties]]
−
<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
+
*[[Tutorial chair duties]]
−
 
+
*[[Workshop chair duties]]
−
===T-7 to T-5 months===
+
*[[Demo chair duties]]
−
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding: approach/confirm companies for grants and donations
+
*[[Webmaster duties]]
−
 
+
*[[Exhibits chair duties]]
−
===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
+
== Post-conference Breakfast ==
  
−
<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
+
* [[Post-conference Breakfast (ACL2018)]]
  
−
<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
+
== Supplementary Documents from Chapters & SIGs ==
  
−
===T-2 month===
+
*[[Student Volunteer Coordinator Duties (EMNLP-2017)]]
  
−
<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
+
== Reference Documents ==
 +
*[[2017 sponsorship booklet]]
 +
*[[2016 NAACL HLT Program Chairs Report]]
  
−
<nowiki>[Local chair]</nowiki> Finalize on-site admin: assemble team of assistants for registration, gophering, etc.
+
== Sample Documents ==
  
−
<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==
 
−
 
−
* [[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]]
 
*[[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]]
 
−
*[http://www.cs.jhu.edu/~jason/advice/how-to-chair-a-conference.html| How to be a program chair]
 
−
*[[program chair duties]]
 
−
*[[guidelines and policies]]
 
−
*[[typical schedule]]
 
 
*[[sample conference paper calls]]
 
*[[sample conference paper calls]]
 
*[[paper style files]]
 
*[[paper style files]]
 
*[[camera ready instructions]]
 
*[[camera ready instructions]]
−
*[[invited speakers]]
+
*[[tutorial calls for proposals]]
−
*[[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]]
 
*[[sample letter to panelists]]
 
*[[student workshop paper call]]
 
*[[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 2004 camera]]
 
* [[Acl 2005 camera]]
 
* [[Acl 2005 camera]]
−
* [[Overview of repository organization]]
 
−
* [[Instructions on how to access the repository]]
 
−
* [[Student travel funding]]
 
 
* [[Student workshop paper call]]
 
* [[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]]
 
* [[Recent ACL calls for workshop proposals]]
 
* [[Sample workshop calls for papers]]
 
* [[Sample workshop calls for papers]]
 
* [[Workshop-proceedings]]
 
* [[Workshop-proceedings]]
 
* [[Sample Calls for Demos & Posters]]
 
* [[Sample Calls for Demos & Posters]]
−
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]
+
* [[ACL 2007 Call for Demos and Posters]]
 +
* [[ACL-07 Call For Workshop Proposals]]
 +
* [[ACL-10 Workshop Instructions]]
 +
* [[ACL-07 Call for Tutorial Proposals]]
 +
* [[CFP for student session at ACL-07]]
 +
* [[CFP for student session at ACL-05]]
 +
* [[Sample invitation letter]]
 +
 
 +
== Miscellany ==
  
 +
* [[Handbook old]]
 +
* [[Johanna moore|Johanna Moore document (Guidelines for ACL Program Committee)]]
 +
* [[Software for producing conference schedules from ACLPUB output]]
 +
* [[Best Paper Award Selection - ACL-05]]
 +
* [[Instructions for Authors for Camera-Ready Final Versions of ACL-04 Main Conference Papers]]
 +
* [[Copyright - 2004]]
 +
* [[Policy for ACL conferences held jointly with local Chapters]]
  
 
[[Category:Conference Handbook]]
 
[[Category:Conference Handbook]]

Latest revision as of 22:44, 11 January 2021

This handbook provides information on how to organize the ACL conference.

Policies and Guidelines

Duties of Conference Chairs

Post-conference Breakfast

Supplementary Documents from Chapters & SIGs

Reference Documents

Sample Documents

Miscellany

Retrieved from "https://www.aclweb.org/adminwiki/index.php?title=Conference_Handbook&oldid=74059"