ADL-03 local arrangements Report for 2002
ACL 2003 (Kenji Araki)
Preparations for the ACL 2003 in Sapporo
June 23, 2002
Kenji Araki (araki@media.eng.hokudai.ac.jp)

This report describes the status of preparations for ACL 2003. The prices given do not include Japan's 5%
consumption tax. The exchange rate is about 124 yen to the U.S. dollar.

1. ROOMS

We are planning for ACL 2003 to be held at Sapporo Convention Center, which is scheduled to be completed in
December 2002, officially opening on June 1, 2003. This gives us six months between completion and the
conference. We have also reserved conference rooms at Hokkaido University as a fallback.
Rooms reserved at Sapporo Convention Center are as follows:

EPlenary sessions (3 rooms): 3 large conference rooms (capacity: 600, 320, 191) x 3 days
EWorkshops (11 rooms): 3 large conference rooms (capacity: 600, 320, 191) x 2 days;
2 medium-sized conference rooms (capacity: 180 each) x 2 days; 6 small conference rooms (capacity: 80 each) x
2 days
ETutorial (2 rooms): 2 large conference rooms (capacity: 320, 191) x 1 day
EDemonstration & exhibition: 2 medium-sized conference rooms x 6 days
EAnterooms for organizers: 1 small meeting room (capacity: 24) x 6 days
EReception (welcoming cocktail party): 1 large conference room (capacity: 600) x 1 day
EBanquet: 1 large conference room (capacity: 600) x 1 day
Audiovisual equipment (Internet, projectors, OHP) is also available.

2. SCHEDULE

Planned schedule of ACL 2003:
July 7, 2003: 2 tutorial sessions
July 8 - 10, 2003: main conference (3 concurrent sessions)
July 11 - 12, 2003: 11 workshops

We are planning a digital poster session. In this session, presenters will explain their research through posters
and demonstrations. We think the presentations will be very helpful in giving the attendees an understanding of
the research. The schedule of the digital poster session is as follows:
July 9, 2003: 16:00 - 18:00
July 10, 2003: 16:00 - 18:00
Presentations number 15 per session, for a total of 30 presentations.
The details of excursions and social events such as banquets and receptions have not been decided.

3. SPONSORS

The City of Sapporo and the Hokkaido Government have agreed to provide subsidies. Those from the City of Sapporo
total 1,500,000 yen and 200,000 yen from the Hokkaido Government. We are planning to secure 3,000,000 yen from
local companies paying demonstration fees at the exhibition.

4. PUBLICITY

We have made a Website (http://www.ec-inc.co.jp/ACL2003), which includes information on accommodations and
Sapporo. We plan to make a pamphlet and poster for distribution at ACL 2002 and COLING 2002, and for posting to
major NLP researchers so that they may distribute them to their communities. Moreover, we will distribute a call
for papers using electronic media.

5. ACCOMMODATIONS

We have reserved 400 rooms (capacity: 540 persons). These hotels are divided into 3 classes by room rates.
Group A: 13,000 yen for single, 22,000 yen for twin
Group B: 8,500 yen for single, 15,000 yen for twin
Group C: 7,000 yen for single, 13,000 yen for twin

For attending graduate students we have made reservations at Sapporo Guest House, managed by the City of Sapporo.
The low room rates are as follows:
5,000 yen for single, 9,600 yen for twin, 18,000 yen for triple
This facility has only 9 rooms (capacity: 13 persons), so we will reserve another inexpensive accommodation: Clark
Kaikan, managed by Hokkaido University. The room rates are as follows:
4,500 yen for single, 7,400 yen for twin
This facility has 10 rooms (capacity: 17 persons).

6. BUDGET ESTIMATES
(1) 500 attendees

Income
Registration Fee 18,000,000 yen
Regular @40,000~400=16,000,000
Student @20,000~100= 2,000,000
Subsidy from the City of Sapporo 1,500,000 yen
Subsidy from the Hokkaido Government 200,000 yen
Sponsorship income 3,000,000 yen

total 22,700,000 yen


Expenditure
Costs of hiring conference venue (including fixed equipment)
2,000,000 yen
Costs of PCO contracts or costs required for pre-/on-site registration
500,000 yen
Printing 1,500,000 yen
(Including Proceedings, Circulars, etc.)
Hire of audio visual equipment and technicians 3,000,000 yen
(Including PC, projectors, telephone and fax rental costs)
Hire of poster panels 2,500,000 yen
(Including signs, booths, lighting equipment, etc.)
Costs for invited speakers 1,500,000 yen
@500, 000~3
Estimated Local Committee expenses 2,800,000 yen
(Including costs for expendable supplies, conventions bags, bookbinding, communications, labors,
transportation, etc.)
Meeting of Program Committee 600,000 yen
Signs, banners, etc. 300,000 yen
Refreshments (coffee, tea, juice, cakes, etc.) 1,000,000 yen
Welcome Reception costs 2,000,000 yen
Banquet costs 5,000,000 yen
@10,000~500

total 22,700,000 yen

(2) 400 attendees

Income
Registration Fee 14,400,000 yen
Regular @40,000~320=12,800,000
Student @20,000~ 80= 1,600,000
Subsidy from the City of Sapporo 1,500,000 yen
Subsidy from the Hokkaido Government 200,000 yen
Sponsorship income 3,000,000 yen

total 19,100,000 yen


Expenditure
Costs of hiring conference venue (including fixed equipment)
2,000,000 yen
Costs of PCO contracts or costs required for pre-/on-site registration
425,000 yen
Printing 1,200,000 yen
(Including Proceedings, Circulars, etc.)
Hire of audio visual equipment and technicians 3,000,000 yen
(Including PC, projectors, telephone and fax rental costs)
Hire of poster panels 2,000,000 yen
(Including signs, booths, lighting equipment, etc.)
Costs for invited speakers 1,500,000 yen
@500, 000~3
Estimated Local Committee expenses 1,720,000 yen
(Including costs for expendable supplies, conventions bags, bookbinding, communications, labors,
transportation, etc.)
Meeting of Program Committee 480,000 yen
Signs, banners, etc. 300,000 yen
Refreshments (coffee, tea, juice, cakes, etc.) 800,000 yen
Welcome Reception costs 1,600,000 yen
Banquet costs 4,000,000 yen
@10,000~400

total 19,175,000 yen

7. OTHER TASKS

We would like to decide on all chairs, including program chairs, the sponsorship chair and the demonstration
chair.