The following meeting rooms are needed for ACL
Exact space requirements and uses should be
with the General and Program Chairs.
1 room seating at least 750 people for plenary
for the conference days
ACL has parallel sessions. Thus 2-3
additional rooms are needed for the main conference days, each seating
approximately 250 people.
3—4 smaller rooms (between 15 and 40) for the
the tutorials (usually prior to main conference)
- approximately 10-12 smaller rooms for workshops,
on the day before the tutorials and/or the day(s) after the
conference. Although most workshop rooms need only accommodate
40-60 people, a few will need to be much larger (approximately 100+
1 or 2 smaller rooms (about 15 people, with a
style table) for the ACL Exec and other (breakout) meetings, on the day
before and during the conference
registration space outside main conference
a phone line, a printer, and internet access if possible; locakable
or close to a lockable space
1 large exhibit space with power, lockable,
possible with one or more internet lines
Projection equipment should not distort display
Screen should not be too narrow, too high, or
Appropriate pointers (laser pointers for very
Backup equipment should be available
Technicians knowledgeable about equipment should
Microphones, for the speaker and for
For computer projectors, some easy means of
from one speaker to the next
Time cards in each meeting room for session
checked at the start of every day
The person responsible for AV should confirm
needs with each the General Chair, the Program Chair, the Tutorials
the Student Chair, the Workshop Chair, and the systems demonstrators.
Signage and Bulletin Boards
Signs direction attendees to all important
(registration, email room, meeting rooms, exhibit halls, buses, dorms,
etc.) should be posted as appropriate
Signs should be made for each session of the
and for each workshop and tutorial. These signs should be displayed
outside the appropriate rooms.
Sets of time cards showing 10, 5,
and STOP in large letters should be made and placed at the
of each meeting room and each workshop room. The presence of these
should be checked every morning before sessions start.
If desired, one or more large banners naming the
can be made and placed in prominent places in the main auditorium and
registration. These banners may contain also the logos of the principal
A bulletin board for attendee messages, with
paper and writing and posting materials, must be provided near the
A notice board for official announcements
birds of a feather meetings, etc.) must also be provided near
A board where job advertisements can be posted
also be provided.
The exhibit space must be locakable. It should
to the conference meeting rooms and refreshment area.
The Exhibits Chair will work with the Local
Committee to coordinate the setup (with pipe and drape stands, etc.),
influx of exhibitors (with demo needs, internet and phone access,
etc., and the teardown.
System Demo Space
If system demos are held, the Local Organizers
coordinate display needs with the demo-ers well in advance. Having two
projectors per room would facilitate handover from one demo to the next.
An email room should be provided, and it should
to the main conference and be clearly signposted. Instructions for
a room monitor or someone in charge should be prominently displayed.
It is important to make sure that the internet provider
allows access to SSH, VPN, etc. in addition to HTTP.