Conference Handbook

2008-09-09T19:52:31Z

Cbrew: /* T-6 months: */

== 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 = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair

=== Year -3 ===

{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"
! Months Out !! Who !! Activity !! Notes
|-
| 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
|-
| 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
|-
| 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 ===

{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"
! Months Out !! Who !! Activity !! Notes
|-
| 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.
|}

===T-12? months===

<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation

<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.)

<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]])

<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

===T-13? to T-4 months===
<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)

===T-11? months===
<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.)

===T-9 months===
<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

<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

<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

===T-8 months===
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture: update budget; project financial needs and make plans to meet them

===T-7 months===
<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

<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

<nowiki>[Local chair]</nowiki> Confirm venues: confirm arrangements with meeting venue: rooms, spaces, lunches, etc; confirm arrangements with accommodation venue: rooms

<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

===T-7 to T-5 months===
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding: approach/confirm companies for grants and donations

===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

<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

<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

===T-2 month===

<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

<nowiki>[Local chair]</nowiki> Finalize on-site admin: assemble team of assistants for registration, gophering, etc.

<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]]
*[[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]]
*[[paper style files]]
*[[camera ready instructions]]
*[[invited speakers]]
*[[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]]
*[[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_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 (Conference Handbook) | Don and Betty Walker International Student Fund]]

[[Category:Conference Handbook]]

ACL Wiki - User contributions [en]

Conference Handbook