Conference Handbook
Basic Timetable
The generic timetable for organizing the conference, from which a specific one can be built.
- T-38 liaise with ACL Exec for general parameters of time and place
- T-37 Finalize CFB document
- T-36 Issue Call for Bids
- T-30 Deadline for draft bids
- T-28 Give feedback to bidders about now
- T-26 Deadline for final bids
- T-25 accept bid
- T-24 announce site at business meeting of ACL conference; site visit to happen during coming months; select a General Chair (see criteria-for-general-chair)
- T-18 sign contracts
- T-16 identify all key organizers; establish email aliases; provide access to conference organizing website
To do...
[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.
Other Handbook Pages
- Conference acronym
- Policy on joint conferences
- actions and duties of the Exec in overseeing the conference
- call for conference bids
- 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 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
- conference proceedings
- student workshop proceedings
- 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 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