https://aclweb.org/aclwiki/api.php?action=feedcontributions&user=StevenBird&feedformat=atomACL Wiki - User contributions [en]2024-03-29T07:04:41ZUser contributionsMediaWiki 1.35.2https://aclweb.org/aclwiki/index.php?title=Books&diff=7151Books2009-07-18T09:28:45Z<p>StevenBird: /* Regular books */</p>
<hr />
<div>==Books with full text online==<br />
<br />
===Regular books===<br />
<br />
<!-- FULL TEXT --><br />
<!-- Please keep this list in alphabetical order --><br />
*[http://www.nap.edu/books/ARC000005/html/ ALPAC Report]<br />
*[http://www.cambridge.org/ Architectures and Mechanisms for Language Processing] <br />
*[ftp://ftp.cs.cmu.edu/afs/cs.cmu.edu/project/ai-repository/ai/html/cltl/cltl2.html Common Lisp - the language] by Guy L. Steele<br />
*[http://www.gelbukh.com/clbook Computational Linguistics: Models, Resources, Applications] by I.A. Bolshakov and A. Gelbukh<br />
*[http://webdev.wu-wien.ac.at/ Evolutionary Web Development]<br />
*[http://www.intratext.com/ IntraText - The missing link between text and hypertext]<br />
*[http://www.eskimo.com/~ram/lexical_semantics.html Lexical Semantics of a Machine Translation Interlingua]<br />
*[http://www.oup-usa.org/ Lexicography and the OED: Pioneers in the Untrodden Forest]<br />
*[http://www.cogs.susx.ac.uk/research/nlp/gazdar/nlp-in-lisp/ Natural Language Processing in Lisp] by Gerald Gazdar and Chris Mellish<br />
*[http://www.cogs.susx.ac.uk/research/nlp/gazdar/nlp-in-prolog/ Natural Language Processing in Prolog] by Gerald Gazdar and Chris Mellish<br />
*[http://www.nltk.org/book Natural Language Processing with Python] by Steven Bird, Ewan Klein, and Edward Loper<br />
*[http://www.cs.indiana.edu/metastuff/bookfaq.html On-line books (not in NLP)]<br />
*[http://www.cs.cornell.edu/home/llee/opinion-mining-sentiment-analysis-survey.html Opinion Mining and Sentiment Analysis] by Bo Pang and Lillian Lee<br />
*[http://www.gutenberg.org/ Project Gutenberg]<br />
*[http://www.wkap.nl/series.htm/TLTB/ Robustness in Language and Speech Technology]<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
===Conference proceedings===<br />
<br />
<br />
<!-- FULL TEXT --><br />
<!-- Please keep this list in alphabetical order --><br />
*[http://www.let.rug.nl/~vannoord/clin/Clin4/clin4.html CLIN IV Proceedings (Comp. Ling. in the Netherlands)]<br />
*[http://trec.nist.gov/pubs/trec9/t9_proceedings.html Ninth Text REtrieval Conference (TREC 9) Conference Proceedings]<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
==Books with partial text online==<br />
<br />
===Regular books===<br />
<br />
<br />
<!-- PARTIAL TEXT --><br />
<!-- Please keep this list in alphabetical order --><br />
*[http://nlp.stanford.edu/fsnlp/ Foundations of Statistical Natural Language Processing] by Chris Manning and Hinrich Schütze<br />
*[http://www.cs.mu.oz.au/mg/ Managing Gigabytes] by Witten, Moffat, and Bell<br />
*[http://www.nyu.edu/pages/linguistics/anlcbk.html Natural Language Computing: An English Generative Grammar in Prolog]<br />
*[ftp://ftp.aw.com/cseng/authors/allen/NatLang2e/ Natural Language Understanding] by James Allen<br />
*[http://www.ncrg.aston.ac.uk/netlab/contents.php Netlab: Algorithms for Pattern Recognition] <br />
*[http://www.oup-usa.org/ POLYSEMY: Theoretical and Computational Approaches]<br />
*[http://www.blackburnbos.org/ Representation and Inference. A First Course in Computational Semantics] by Patrick Blackburn and Johan Bos<br />
*[http://www.cecs.missouri.edu/~rsun/book5-ann.html Sequence learning: Paradigms, Algorithms and Applications]<br />
*[http://www.cs.colorado.edu/~martin/slp.html Speech and Language Processing] by Daniel Jurafsky and James H. Martin<br />
*[http://www.cse.ogi.edu/CSLU/HLTsurvey/ Survey of the State of the Art of Human Language Technology]<br />
*[http://csli-publications.stanford.edu/site/1575861607.html Syntactic Theory: A Formal Introduction] by Ivan Sag and Thomas Wasow<br />
*[http://hpsg.stanford.edu/book/ Syntactic Theory: A Formal Introduction. Instructor's Manual]<br />
*[http://www.nyu.edu/pages/linguistics/ling.html Universal Grammar in Prolog]<br />
*[http://www.comp.lancs.ac.uk/ucrel/bncfreq/flists.html Word Frequencies in Written and Spoken English: based on the British National Corpus]<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
===Conference proceedings===<br />
<br />
<!-- PARTIAL TEXT --><br />
<!-- Please keep this list in alphabetical order --><br />
*[http://www.collegepublications.co.uk/rcs/?00001 Semantics in Text Processing. STEP 2008 Conference Proceedings]<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
==Book publishers==<br />
<br />
<!-- Please keep this list in alphabetical order --><br />
*[http://www.cup.cam.ac.uk/ Cambridge University Press]<br />
*[http://www.cascadilla.com/ Cascadilla Press]<br />
*[http://www.elsevier.nl/ Elsevier Science]<br />
*[http://www.lights.com/publisher/ Miscellaneous Publishers available on the World-Wide Web]<br />
*[http://www-mitpress.mit.edu/ MIT Press]<br />
*[http://www.stjerome.co.uk/ St. Jerome Publishing]<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
<br />
[[Category:Sources]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conferences_and_workshops&diff=6004Conferences and workshops2008-11-25T01:15:14Z<p>StevenBird: /* Conference Handbook */</p>
<hr />
<div>Information on conferences and workshops relevant to Computational Linguistics.<br />
<br />
== Conferences by year ==<br />
* [[Conferences in 1994]]<br />
* [[Conferences in 1995]]<br />
* [[Conferences in 1996]]<br />
* [[Conferences in 1997]]<br />
* [[Conferences in 1998]]<br />
* [[Conferences in 1999]]<br />
* [[Conferences in 2000]]<br />
* [[Conferences in 2001]]<br />
* [[Conferences in 2002]]<br />
* [[Conferences in 2003]]<br />
* [[Conferences in 2004]]<br />
* [[Conferences in 2005]]<br />
* [[Conferences in 2006]]<br />
* [[Conferences in 2007]]<br />
* [[Conferences in 2008]]<br />
* [[Conferences in 2009]]<br />
<br />
==Workshops by year==<br />
* [[Workshops in 2007]]<br />
* [[Workshops in 2008]]<br />
* [[Workshops in 2009]]<br />
<br />
== Conference and workshop statistics ==<br />
<!-- Please keep this list in alphabetical order --><br />
* [http://citeseer.ist.psu.edu/impact.html CiteSeer's estimated impact] - provides some conference [http://en.wikipedia.org/wiki/Impact_factors impact factors]<br />
* [[Conference acceptance rates]] - for CL and NLP conferences<br />
* [http://www.core.edu.au/rankings/Conference%20Ranking%20Main.html Conference rankings] - sorted [http://www.core.edu.au/rankings/alpha-conf-final2007.pdf alphabetically] or [http://www.core.edu.au/rankings/tier-conf-final2007.pdf by rank]<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
== Other conference and workshop listings ==<br />
<!-- Please keep this list in alphabetical order --><br />
* [http://www.cs.rochester.edu/u/tetreaul/conferences.html Comprehensive NLP/CL conference listings calendar] - updated daily<br />
* [[Conference Chairs]] - list of organizers for CL conferences over the years<br />
* [[Conference Invited Speakers]] - list of invited speakers for CL conferences over the years<br />
* [http://eventseer.net EventSeer digital library of CS call for papers] - also indexes NLP/CL events; updated daily<br />
* [http://linguistlist.org/callconf/browse-current-Conf.html Linguist List] - current conferences<br />
* [http://wikicfp.com/cfp/call?conference=NLP WikiCFP: A specially designed wiki site to Organize and Share CFPs] - NLP; wiki style<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
== Conference Handbook ==<br />
<br />
* [http://aclweb.org/adminwiki/index.php?title=Conference_Handbook Conference Handbook] - ACL's conference manual (hosted on the ACL Admin Wiki)<br />
<br />
<br />
[[Category:Conferences|*]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=6003Conference Handbook2008-11-25T01:14:11Z<p>StevenBird: Replacing page with 'Please see http://aclweb.org/adminwiki/index.php?title=Conference_Handbook'</p>
<hr />
<div>Please see http://aclweb.org/adminwiki/index.php?title=Conference_Handbook</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5929Conference Handbook2008-11-18T04:14:27Z<p>StevenBird: </p>
<hr />
<div>Please see http://aclweb.org/adminwiki/index.php?title=Conference_Handbook<br />
<br />
<br />
==Handbook Pages Still Being Migrated ==<br />
<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[http://www.cs.jhu.edu/~jason/advice/how-to-chair-a-conference.html| How to be a program chair]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL policy on who can hold major programmatic positions at ACL conferences]]<br />
* [[Johanna moore|Johanna Moore document]]<br />
* [[Conflict-of-interest policy]]<br />
* [[Acl 2004 camera]]<br />
* [[Acl 2005 camera]]<br />
* [[Overview of repository organization]]<br />
* [[Instructions on how to access the repository]]<br />
* [[Student travel funding]]<br />
* [[Student workshop paper call]]<br />
* [[Student workshop proceedings]]<br />
* [[CFP for student session at ACL-05]]<br />
* [[ACL General Policies on Workshops]]<br />
* [[ACL Policies on Conference Workshops]]<br />
* [[ACL Policies on SIG Workshops]]<br />
* [[Overview page including policies]]<br />
* [[Recent ACL calls for workshop proposals]]<br />
* [[Sample workshop calls for papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5923Conference Handbook2008-11-18T04:07:02Z<p>StevenBird: </p>
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<div>Please see http://aclweb.org/adminwiki/index.php?title=Conference_Handbook<br />
<br />
<br />
==Handbook Pages Still Being Migrated ==<br />
<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[http://www.cs.jhu.edu/~jason/advice/how-to-chair-a-conference.html| How to be a program chair]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL policy on who can hold major programmatic positions at ACL conferences]]<br />
* [[Johanna moore|Johanna Moore document]]<br />
* [[Conflict-of-interest policy]]<br />
* [[Acl 2004 camera]]<br />
* [[Acl 2005 camera]]<br />
* [[Overview of repository organization]]<br />
* [[Instructions on how to access the repository]]<br />
* [[Student travel funding]]<br />
* [[Student workshop paper call]]<br />
* [[Student workshop proceedings]]<br />
* [[CFP for student session at ACL-05]]<br />
* [[ACL General Policies on Workshops]]<br />
* [[ACL Policies on Conference Workshops]]<br />
* [[ACL Policies on SIG Workshops]]<br />
* [[Overview page including policies]]<br />
* [[Recent ACL calls for workshop proposals]]<br />
* [[Sample workshop calls for papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5918Conference Handbook2008-11-18T03:41:59Z<p>StevenBird: </p>
<hr />
<div>Please see http://aclweb.org/adminwiki/index.php?title=Conference_Handbook<br />
<br />
<br />
==Handbook Pages Still Being Migrated ==<br />
<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[http://www.cs.jhu.edu/~jason/advice/how-to-chair-a-conference.html| How to be a program chair]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL policy on who can hold major programmatic positions at ACL conferences]]<br />
* [[Johanna moore|Johanna Moore document]]<br />
* [[Conflict-of-interest policy]]<br />
* [[Acl 2004 camera]]<br />
* [[Acl 2005 camera]]<br />
* [[Overview of repository organization]]<br />
* [[Instructions on how to access the repository]]<br />
* [[Student travel funding]]<br />
* [[Student workshop paper call]]<br />
* [[Student workshop proceedings]]<br />
* [[CFP for student session at ACL-05]]<br />
* [[ACL General Policies on Workshops]]<br />
* [[ACL Policies on Conference Workshops]]<br />
* [[ACL Policies on SIG Workshops]]<br />
* [[Overview page including policies]]<br />
* [[Recent ACL calls for workshop proposals]]<br />
* [[Sample workshop calls for papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5915Conference Handbook2008-11-18T03:31:33Z<p>StevenBird: Replacing page with 'Please see http://aclweb.org/adminwiki/index.php?title=Conference_Handbook'</p>
<hr />
<div>Please see http://aclweb.org/adminwiki/index.php?title=Conference_Handbook</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5799Conference Handbook2008-10-06T05:21:17Z<p>StevenBird: </p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids || liaise with other professional societies about final dates<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || finalize location and dates, sign contracts by now for meetings and accommodations, pay any deposits (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || 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]])<br />
|-<br />
| || LC? || select Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
|-<br />
| || 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<br />
|-<br />
| || * || 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]])<br />
|-<br />
|| || GC/LC/Webmaster || Establish website; include general conference announcement; preliminary local info; stubs for calls for papers, etc.<br />
|}<br />
<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
<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.)<br />
<br />
<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]])<br />
<br />
<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<br />
<br />
===T-13? to T-4 months===<br />
<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)<br />
<br />
===T-11? months===<br />
<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.<br />
<br />
<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.)<br />
<br />
===T-9 months===<br />
<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<br />
<br />
<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<br />
<br />
<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<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture: update budget; project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<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<br />
<br />
<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<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues: confirm arrangements with meeting venue: rooms, spaces, lunches, etc; confirm arrangements with accommodation venue: rooms<br />
<br />
<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<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding: approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions: accept submissions; review them; send accept/reject letters<br />
<br />
<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]])<br />
<br />
<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<br />
<br />
<nowiki>[General chair]</nowiki> Update website: contact all chairs to collect their info for the website; liaise with Priscilla for registration form<br />
<br />
<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<br />
<br />
<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.<br />
<br />
===T-5 months===<br />
<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<br />
<br />
===T-4 months===<br />
<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<br />
<br />
<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<br />
<br />
<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<br />
<br />
===T-3 months===<br />
<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<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events: confirm meeting venue: rooms, spaces, lunches, etc.; confirm accommodations; confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<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<br />
<br />
<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.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment: determine AV requirements of demo and paper presenters and other speakers; link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki>: send out registration form again; contact local authorities, as relevant<br />
<br />
<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<br />
<br />
<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<br />
<br />
===T-2 month===<br />
<br />
<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<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin: assemble team of assistants for registration, gophering, etc.<br />
<br />
<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<br />
<br />
<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.)<br />
<br />
===T-1 month===<br />
<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach: start local advertising; contact press, TV, etc.<br />
<br />
<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<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment: finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update: update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package: assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[http://www.cs.jhu.edu/~jason/advice/how-to-chair-a-conference.html| How to be a program chair]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conferences_and_workshops&diff=5696Conferences and workshops2008-09-04T07:25:18Z<p>StevenBird: </p>
<hr />
<div>Information on conferences and workshops relevant to Computational Linguistics.<br />
<br />
== Conferences by year ==<br />
* [[Conferences in 1994]]<br />
* [[Conferences in 1995]]<br />
* [[Conferences in 1996]]<br />
* [[Conferences in 1997]]<br />
* [[Conferences in 1998]]<br />
* [[Conferences in 1999]]<br />
* [[Conferences in 2000]]<br />
* [[Conferences in 2001]]<br />
* [[Conferences in 2002]]<br />
* [[Conferences in 2003]]<br />
* [[Conferences in 2004]]<br />
* [[Conferences in 2005]]<br />
* [[Conferences in 2006]]<br />
* [[Conferences in 2007]]<br />
* [[Conferences in 2008]]<br />
* [[Conferences in 2009]]<br />
<br />
==Workshops by year==<br />
* [[Workshops in 2007]]<br />
* [[Workshops in 2008]]<br />
<br />
== Conference and workshop statistics ==<br />
<!-- Please keep this list in alphabetical order --><br />
* [http://citeseer.ist.psu.edu/impact.html CiteSeer's estimated impact] - provides some conference [http://en.wikipedia.org/wiki/Impact_factors impact factors]<br />
* [[Conference acceptance rates]] - for CL and NLP conferences<br />
* [http://www.core.edu.au/rankings/Conference%20Ranking%20Main.html Conference rankings] - sorted [http://www.core.edu.au/rankings/alpha-conf-final2007.pdf alphabetically] or [http://www.core.edu.au/rankings/tier-conf-final2007.pdf by rank]<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
== Other conference and workshop listings ==<br />
<!-- Please keep this list in alphabetical order --><br />
* [http://www.cs.rochester.edu/u/tetreaul/conferences.html Comprehensive NLP/CL conference listings calendar] - updated daily<br />
* [[Conference Chairs]] - list of organizers for CL conferences over the years<br />
* [[Conference Invited Speakers]] - list of invited speakers for CL conferences over the years<br />
* [http://eventseer.net EventSeer digital library of CS call for papers] - also indexes NLP/CL events; updated daily<br />
* [http://linguistlist.org/callconf/browse-current-Conf.html Linguist List] - current conferences<br />
* [http://wikicfp.com/cfp/call?conference=NLP WikiCFP: A specially designed wiki site to Organize and Share CFPs] - NLP; wiki style<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
== Conference Handbook ==<br />
<br />
* [[Conference Handbook]] - ACL's conference manual<br />
<br />
<br />
[[Category:Conferences|*]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5695Conference Handbook2008-09-04T07:18:43Z<p>StevenBird: </p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || finalize location and dates, sign contracts by now for meetings and accommodations, pay any deposits (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || 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]])<br />
|-<br />
| || LC? || select Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
|-<br />
| || 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<br />
|-<br />
| || * || 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]])<br />
|-<br />
|| || GC/LC/Webmaster || Establish website; include general conference announcement; preliminary local info; stubs for calls for papers, etc.<br />
|}<br />
<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
<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.)<br />
<br />
<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]])<br />
<br />
<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<br />
<br />
===T-13? to T-4 months===<br />
<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)<br />
<br />
===T-11? months===<br />
<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.<br />
<br />
<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.)<br />
<br />
===T-9 months===<br />
<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<br />
<br />
<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<br />
<br />
<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<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture: update budget; project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<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<br />
<br />
<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<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues: confirm arrangements with meeting venue: rooms, spaces, lunches, etc; confirm arrangements with accommodation venue: rooms<br />
<br />
<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<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding: approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions: accept submissions; review them; send accept/reject letters<br />
<br />
<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]])<br />
<br />
<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<br />
<br />
<nowiki>[General chair]</nowiki> Update website: contact all chairs to collect their info for the website; liaise with Priscilla for registration form<br />
<br />
<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<br />
<br />
<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<br />
<br />
===T-5 months===<br />
<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<br />
<br />
===T-4 months===<br />
<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<br />
<br />
<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<br />
<br />
<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<br />
<br />
===T-3 months===<br />
<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<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events: confirm meeting venue: rooms, spaces, lunches, etc.; confirm accommodations; confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<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<br />
<br />
<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.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment: determine AV requirements of demo and paper presenters and other speakers; link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki>: send out registration form again; contact local authorities, as relevant<br />
<br />
<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<br />
<br />
<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<br />
<br />
===T-2 month===<br />
<br />
<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<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin: assemble team of assistants for registration, gophering, etc.<br />
<br />
<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<br />
<br />
<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.)<br />
<br />
===T-1 month===<br />
<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach: start local advertising; contact press, TV, etc.<br />
<br />
<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<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment: finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update: update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package: assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5694Conference Handbook2008-09-04T07:12:27Z<p>StevenBird: /* T-7 months */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || finalize location and dates, sign contracts by now for meetings and accommodations, pay any deposits (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || 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]])<br />
|-<br />
| || LC? || select Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
|-<br />
| || 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<br />
|-<br />
| || * || 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]])<br />
|-<br />
|| || GC/LC/Webmaster || Establish website; include general conference announcement; preliminary local info; stubs for calls for papers, etc.<br />
|}<br />
<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
<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.)<br />
<br />
<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]])<br />
<br />
<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<br />
<br />
===T-13? to T-4 months===<br />
<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)<br />
<br />
===T-11? months===<br />
<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.<br />
<br />
<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.)<br />
<br />
===T-9 months===<br />
<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<br />
<br />
<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<br />
<br />
<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<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture: update budget; project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<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<br />
<br />
<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<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues: confirm arrangements with meeting venue: rooms, spaces, lunches, etc; confirm arrangements with accommodation venue: rooms<br />
<br />
<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<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5693Conference Handbook2008-09-04T07:10:54Z<p>StevenBird: /* T-8 months */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || finalize location and dates, sign contracts by now for meetings and accommodations, pay any deposits (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || 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]])<br />
|-<br />
| || LC? || select Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
|-<br />
| || 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<br />
|-<br />
| || * || 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]])<br />
|-<br />
|| || GC/LC/Webmaster || Establish website; include general conference announcement; preliminary local info; stubs for calls for papers, etc.<br />
|}<br />
<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
<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.)<br />
<br />
<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]])<br />
<br />
<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<br />
<br />
===T-13? to T-4 months===<br />
<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)<br />
<br />
===T-11? months===<br />
<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.<br />
<br />
<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.)<br />
<br />
===T-9 months===<br />
<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<br />
<br />
<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<br />
<br />
<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<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture: update budget; project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5692Conference Handbook2008-09-04T07:10:30Z<p>StevenBird: /* T-9 months */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || finalize location and dates, sign contracts by now for meetings and accommodations, pay any deposits (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || 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]])<br />
|-<br />
| || LC? || select Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
|-<br />
| || 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<br />
|-<br />
| || * || 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]])<br />
|-<br />
|| || GC/LC/Webmaster || Establish website; include general conference announcement; preliminary local info; stubs for calls for papers, etc.<br />
|}<br />
<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
<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.)<br />
<br />
<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]])<br />
<br />
<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<br />
<br />
===T-13? to T-4 months===<br />
<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)<br />
<br />
===T-11? months===<br />
<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.<br />
<br />
<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.)<br />
<br />
===T-9 months===<br />
<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<br />
<br />
<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<br />
<br />
<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<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5691Conference Handbook2008-09-04T07:06:21Z<p>StevenBird: /* T-11? months */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || finalize location and dates, sign contracts by now for meetings and accommodations, pay any deposits (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || 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]])<br />
|-<br />
| || LC? || select Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
|-<br />
| || 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<br />
|-<br />
| || * || 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]])<br />
|-<br />
|| || GC/LC/Webmaster || Establish website; include general conference announcement; preliminary local info; stubs for calls for papers, etc.<br />
|}<br />
<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
<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.)<br />
<br />
<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]])<br />
<br />
<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<br />
<br />
===T-13? to T-4 months===<br />
<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)<br />
<br />
===T-11? months===<br />
<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.<br />
<br />
<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.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5690Conference Handbook2008-09-04T07:05:16Z<p>StevenBird: /* T-12? months */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || finalize location and dates, sign contracts by now for meetings and accommodations, pay any deposits (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || 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]])<br />
|-<br />
| || LC? || select Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
|-<br />
| || 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<br />
|-<br />
| || * || 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]])<br />
|-<br />
|| || GC/LC/Webmaster || Establish website; include general conference announcement; preliminary local info; stubs for calls for papers, etc.<br />
|}<br />
<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
<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.)<br />
<br />
<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]])<br />
<br />
<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<br />
<br />
===T-13? to T-4 months===<br />
<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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5689Conference Handbook2008-09-04T07:04:59Z<p>StevenBird: /* T-13? to T-4 months */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || finalize location and dates, sign contracts by now for meetings and accommodations, pay any deposits (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || 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]])<br />
|-<br />
| || LC? || select Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
|-<br />
| || 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<br />
|-<br />
| || * || 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]])<br />
|-<br />
|| || GC/LC/Webmaster || Establish website; include general conference announcement; preliminary local info; stubs for calls for papers, etc.<br />
|}<br />
<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <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.)<br />
<br />
<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]])<br />
<br />
<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<br />
<br />
===T-13? to T-4 months===<br />
<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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5688Conference Handbook2008-09-04T07:04:23Z<p>StevenBird: /* T-12? months */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || finalize location and dates, sign contracts by now for meetings and accommodations, pay any deposits (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || 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]])<br />
|-<br />
| || LC? || select Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
|-<br />
| || 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<br />
|-<br />
| || * || 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]])<br />
|-<br />
|| || GC/LC/Webmaster || Establish website; include general conference announcement; preliminary local info; stubs for calls for papers, etc.<br />
|}<br />
<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <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.)<br />
<br />
<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]])<br />
<br />
<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<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5687Conference Handbook2008-09-04T07:02:32Z<p>StevenBird: </p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; GC = general chair; PC = program chair(s); SC = sponsorship chair<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || finalize location and dates, sign contracts by now for meetings and accommodations, pay any deposits (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || 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]])<br />
|-<br />
| || LC? || select Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
|-<br />
| || 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<br />
|-<br />
| || * || 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]])<br />
|-<br />
|| || GC/LC/Webmaster || Establish website; include general conference announcement; preliminary local info; stubs for calls for papers, etc.<br />
|}<br />
<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5686Conference Handbook2008-09-04T06:51:24Z<p>StevenBird: </p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; PC = program chair(s)<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || sign contracts by now for meetings and accommodations (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), Publications Chair ([[Publication chair duties (Conference Handbook) | duties]]), Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || LC || select Tutorial Chair ([[Tutorial chair duties (Conference Handbook) | duties]]), Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]]), Demo Chair ([[Demo chair duties (Conference Handbook) | duties]]), Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|}<br />
<br />
===T-13? months: ===<br />
<br />
* <nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue <br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5685Conference Handbook2008-09-04T06:50:24Z<p>StevenBird: </p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; PC = program chair(s)<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || sign contracts by now for meetings and accommodations (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), select Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || LC || select Publications Chair ([[Publication 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]]), Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|}<br />
<br />
===T-13? months: ===<br />
<br />
* <nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue <br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5684Conference Handbook2008-09-04T06:28:56Z<p>StevenBird: /* Year -3 */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; PC = program chair(s)<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
=== Year -2 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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]])<br />
|-<br />
| || LC || finalize sponsorship chairs ([[Sponsorship chair duties (Conference Handbook) | duties]])<br />
|-<br />
| 18 || LC || sign contracts by now for meetings and accommodations (involves ACL Office)<br />
|-<br />
| || CC || select Program Chair(s) ([[Program chair duties (Conference Handbook) | duties]]), select Student Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]])<br />
|-<br />
| || LC || select Tutorial Chair ([[Tutorial chair duties (Conference Handbook) | duties]]), Workshop Chair ([[Workshop chair duties (Conference Handbook) | duties]]), Demo Chair ([[Demo chair duties (Conference Handbook) | duties]]), Exhibits Coordinator ([[Exhibits chair duties (Conference Handbook) | duties]]), Publicity Chair ([[Publicity chair duties (Conference Handbook) | duties]]) || set up email aliases<br />
|}<br />
<br />
===T-13? months: ===<br />
<br />
* <nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue <br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[Bid Guidelines]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5452Conference Handbook2008-06-21T20:46:47Z<p>StevenBird: /* Basic Timetable */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
CC = Coordinating Committee; LC = Local Chair; PC = program chair(s)<br />
<br />
=== Year -3 ===<br />
<br />
{| border=1 cellspacing=0 cellpadding=3 style="border-collapse: collapse;"<br />
! Months Out !! Who !! Activity !! Notes<br />
|-<br />
| 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<br />
|-<br />
| 37 || CC || Finalize CFB document ||<br />
|-<br />
| 36 || CC || Issue Call for Bids; check that acl20XY.org is held ||<br />
|-<br />
| 32 || LC || Deadline for potential bidders to signal their intention || permits chair to contact them with updates to instructions<br />
|-<br />
| 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<br />
|-<br />
| 30 || LC || Deadline for draft bids || keep date away from ACL submission deadline!<br />
|-<br />
| 28 || CC || Give feedback to bidders about now; Make short-list of PC chair candidates<br />
|-<br />
| 26 || LC || Deadline for final bids<br />
|-<br />
| 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<br />
|}<br />
<br />
<br />
| 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]])<br />
:* local chair to finalize sponsorship chairs [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]<br />
<br />
* '''18''' sign contracts by now (for meetings and accommodations); finalize committee chairs and set up mail aliases<br />
:* exec to select Program Chairs - [[Program chair duties (Conference Handbook) | Program chair duties]]<br />
:* exec to select Student Workshop chair - [[Workshop chair duties (Conference Handbook) | Workshop chair duties]]<br />
:* local chair to select Tutorial Chair (and) Workshop Chair - [[Tutorial chair duties (Conference Handbook) | Tutorial chair duties]] and [[Workshop chair duties (Conference Handbook) | Workshop chair duties]]<br />
:* local chair to select Exhibits Coordinator - [[Exhibits chair duties (Conference Handbook) | Exhibits chair duties]]<br />
:* local chair to select Demo Chair - [[Demo chair duties (Conference Handbook) | Demo chair duties]]<br />
:* local chair to select Publicity Chair, possibly - [[Publicity chair duties (Conference Handbook) |Publicity chair duties]]<br />
<br />
===T-13? months: ===<br />
<br />
* <nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue <br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[conference proceedings]]<br />
*[[student workshop proceedings]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5451Conference Handbook2008-06-21T20:33:09Z<p>StevenBird: /* Basic Timetable */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
* '''38''' liaise with ACL Exec for general parameters of time and place<br />
<br />
* '''37''' Finalize CFB document<br />
<br />
* '''36''' Issue Call for Bids; check that acl20XY.org is held<br />
<br />
* '''32''' Deadline for potential bidders to signal their intention (permits chair to contact them with updates to instructions)<br />
<br />
* '''30''' Deadline for draft bids (keep away from ACL submission deadline)<br />
<br />
* '''28''' Give feedback to bidders about now<br />
<br />
* '''26''' Deadline for final bids<br />
<br />
* '''25''' accept bid; set up basic conference website including venue and dates<br />
<br />
* '''24''' 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]])<br />
:* local chair to finalize sponsorship chairs [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]<br />
<br />
* '''18''' sign contracts by now (for meetings and accommodations); finalize committee chairs and set up mail aliases<br />
:* exec to select Program Chairs - [[Program chair duties (Conference Handbook) | Program chair duties]]<br />
:* exec to select Student Workshop chair - [[Workshop chair duties (Conference Handbook) | Workshop chair duties]]<br />
:* local chair to select Tutorial Chair (and) Workshop Chair - [[Tutorial chair duties (Conference Handbook) | Tutorial chair duties]] and [[Workshop chair duties (Conference Handbook) | Workshop chair duties]]<br />
:* local chair to select Exhibits Coordinator - [[Exhibits chair duties (Conference Handbook) | Exhibits chair duties]]<br />
:* local chair to select Demo Chair - [[Demo chair duties (Conference Handbook) | Demo chair duties]]<br />
:* local chair to select Publicity Chair, possibly - [[Publicity chair duties (Conference Handbook) |Publicity chair duties]]<br />
<br />
===T-13? months: ===<br />
<br />
* <nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue <br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[conference proceedings]]<br />
*[[student workshop proceedings]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Core_body_of_knowledge&diff=5449Core body of knowledge2008-06-21T16:02:27Z<p>StevenBird: </p>
<hr />
<div>This page is a community-based effort to identify the core body of knowledge of the CL curriculum, following the [http://www.sigcse.org/cc2001/cs-overview-bok.html#Summary ACM Model]. It seeks to define "a minimal core consisting of those units for which there is a broad consensus that the corresponding material is essential" for any introductory course in computational linguistics. Following ACM's definition, "the core is not a complete curriculum ... the core must be supplemented by additional material."<br />
<br />
The consensus of the participants of the Third Workshop on Teaching Computational Linguistics was to use the ACL wiki to develop and refine the definition of the CL core body of knowledge. Please use the talk page for discussion.<br />
<br />
== Computational Linguistics Core Body of Knowledge ==<br />
<br />
; CL1. Goals of computational linguistics<br />
: roots, philosophical underpinnings, ideology, contemporary divides<br />
<br />
; CL2. Introduction to Language<br />
: written vs spoken language; linguistic levels; typology, variation and change<br />
<br />
; CL3. Words, morphology and the lexicon<br />
: tokenization, lexical categories, POS-tagging, stemming, morphological analysis, FSAs<br />
<br />
; CL4. Syntax, grammars and parsing<br />
: grammar formalisms, grammar development, formal complexity of natural language<br />
<br />
; CL5. Semantics and discourse<br />
: lexical semantics, multiword expressions, discourse representation<br />
<br />
; CL6. Generation<br />
: text planning, syntactic realization<br />
<br />
; CL7. Language engineering<br />
: architecture, robustness, evaluation paradigms<br />
<br />
; CL8. Language resources<br />
: corpora, web as corpus, data-intensive linguistics, linguistic annotation, Unicode<br />
<br />
; CL9. Language technologies<br />
: named entity detection, coreference, IE, QA, summarization, MT, NL interfaces<br />
<br />
== References ==<br />
<br />
Bird, Steven (2008). Defining a Core Body of Knowledge for the Introductory Computational Linguistics Curriculum. ''Proceedings of the Third Workshop on Issues in Teaching Computational Linguistics'' [http://aclweb.org/anthology-new/W/W08/W08-0204.pdf]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Core_body_of_knowledge&diff=5448Core body of knowledge2008-06-21T16:00:34Z<p>StevenBird: New page: This page is a community-based effort to identify the core body of knowledge of the CL curriculum, following the [http://www.sigcse.org/cc2001/cs-overview-bok.html#Summary ACM Model]. It ...</p>
<hr />
<div>This page is a community-based effort to identify the core body of knowledge of the CL curriculum, following the [http://www.sigcse.org/cc2001/cs-overview-bok.html#Summary ACM Model]. It seeks to define "a minimal core consisting of those units for which there is a broad consensus that the corresponding material is essential" for any introductory course in computational linguistics. Following ACM's definition, "the core is not a complete curriculum ... the core must be supplemented by additional material." (Please use the talk page for discussion.)<br />
<br />
; CL1. Goals of computational linguistics<br />
: roots, philosophical underpinnings, ideology, contemporary divides<br />
<br />
; CL2. Introduction to Language<br />
: written vs spoken language; linguistic levels; typology, variation and change<br />
<br />
; CL3. Words, morphology and the lexicon<br />
: tokenization, lexical categories, POS-tagging, stemming, morphological analysis, FSAs<br />
<br />
; CL4. Syntax, grammars and parsing<br />
: grammar formalisms, grammar development, formal complexity of natural language<br />
<br />
; CL5. Semantics and discourse<br />
: lexical semantics, multiword expressions, discourse representation<br />
<br />
; CL6. Generation<br />
: text planning, syntactic realization<br />
<br />
; CL7. Language engineering<br />
: architecture, robustness, evaluation paradigms<br />
<br />
; CL8. Language resources<br />
: corpora, web as corpus, data-intensive linguistics, linguistic annotation, Unicode<br />
<br />
; CL9. Language technologies<br />
: named entity detection, coreference, IE, QA, summarization, MT, NL interfaces<br />
<br />
== References ==<br />
<br />
Bird, Steven (2008). Defining a Core Body of Knowledge for the Introductory Computational Linguistics Curriculum. ''Proceedings of the Third Workshop on Issues in Teaching Computational Linguistics'' [http://aclweb.org/anthology-new/W/W08/W08-0204.pdf]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Teaching&diff=5447Teaching2008-06-21T15:43:11Z<p>StevenBird: </p>
<hr />
<div>* [[List of NLP/CL courses]]<br />
** [[Courses]] (needs to be folded into [[List of NLP/CL courses]])<br />
* [[Recommended textbooks]]<br />
* [[Suggested student projects]]<br />
* [[Core body of knowledge]]<br />
* [http://linguistlist.org/teach/index.html LINGUIST List Teaching & Learning Area]<br />
<br />
[[Category:Education]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Teaching&diff=5446Teaching2008-06-21T15:42:18Z<p>StevenBird: </p>
<hr />
<div>* [[List of NLP/CL courses]]<br />
* [[Courses]] (needs to be folded into [[List of NLP/CL courses]])<br />
* [http://linguistlist.org/teach/index.html LINGUIST List Teaching & Learning Area]<br />
* [[Recommended textbooks]]<br />
* [[Suggested student projects]]<br />
<br />
[[Category:Education]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Main_Page&diff=5445Main Page2008-06-21T15:40:49Z<p>StevenBird: </p>
<hr />
<div><div id="mainpage"></div><br />
__NOTOC__<br />
<!-- Beginning of header section --><br />
{|style="width:100%;margin-top:+.9em;background-color:#fcfcfc;border:1px solid #ccc"<br />
|style="width:56%;color:#000"|<br />
{|style="width:100%;border:solid 0px;background:none"<br />
|-<br />
|style="width:100%;text-align:center;white-space:nowrap;color:#000" |<br />
<div style="font-size:162%;border:none;margin: 0;padding:.1em;color:#000">Welcome to the Wiki of the [http://www.aclweb.org/ Association for Computational Linguistics]</div><br />
<div style="top:+0.2em;font-size: 95%">''to facilitate the sharing of information on all aspects of Computational Linguistics''</div><br />
<div id="articlecount" style="width:100%;text-align:center;font-size:85%;">{{NUMBEROFPAGES}} pages and {{NUMBEROFARTICLES}} articles in the ACL Wiki as of {{CURRENTDAYNAME}}, {{CURRENTMONTHNAME}} {{CURRENTDAY}}, {{CURRENTYEAR}}</div><br />
<div style="width:100%;text-align:center;font-size:85%;">started on October 18th, 2006</div><br />
|}<br />
|}<br />
<!-- End of header section / beginning of left-column --><br />
{|style="border-spacing:8px;margin:0px -8px"<br />
|class="MainPageBG" style="width:55%;border:1px solid #cef2e0;background-color:#f5fffa;vertical-align:top;color:#000"|<br />
{|width="100%" cellpadding="2" cellspacing="5" style="vertical-align:top;background-color:#f5fffa"<br />
! <h2 style="margin:0;background-color:#cef2e0;font-size:120%;font-weight:bold;border:1px solid #a3bfb1;text-align:left;color:#000;padding:0.2em 0.4em;">Topics in the ACL Wiki</h2><br />
|-<br />
|style="color:#000"|<!-- Please keep this list in alphabetical order --><br />
* [[ACL Data and Code Repository|ACL data and code repository]] - for NLP and CL data and source code<br />
* [[Acronyms]] - the ABCs of CL and NLP<br />
* [[Blogs]] - CL, NLP, linguistics, language<br />
* [[Conferences and workshops]] - where to go and when<br />
* [[Competitions and Challenges|Competitions and challenges]] - mettle testing<br />
* [[Current events]] - news, announcements<br />
* [[Employment opportunities, postdoctoral positions, summer jobs]]<br />
* [[Grants, fellowships, scholarships]]<br />
* [[Journals]] - where to submit your papers<br />
* [[Newsgroups, mailing lists]]<br />
* [[Organizations, departments, institutions, groups, companies|Organizations, departments, institutions, groups, companies, associations]]<br />
* [[Other comprehensive sites]] - for NLP and CL<br />
* [[People]] - home pages of researchers<br />
* [[Research]] - tutorials, wiki articles, books, papers, bibliographies<br />
* [[List of resources by language|Resources by language]] - corpora, datasets, tools, software, lexicons<br />
* [[Special interest groups]] <br />
* [[State of the art]] - state of the art for core NLP tasks <br />
* [[Suggestions]] - the ACL's suggestion box <br />
* [[Teaching]] - course descriptions and resources<br />
<br />
|-<br />
|}<!-- Start of right-column --><br />
|class="MainPageBG" style="width:45%;border:1px solid #cedff2;background-color:#f5faff;vertical-align:top"|<br />
{| width="100%" cellpadding="2" cellspacing="5" style="vertical-align:top;background-color:#f5faff"<br />
!<br />
<br />
<h2 style="margin:0;background-color:#cedff2;font-size:120%;font-weight:bold;border:1px solid #a3b0bf;text-align:left;color:#000;padding:0.2em 0.4em;">Using the ACL Wiki</h2><br />
|-<br />
|style="color:#000"|<!-- Please keep this list in alphabetical order --><br />
* [[Special:Statistics|ACL wiki statistics]]<br />
* [[Guidelines for editing]]<br />
* [[Mandate of the ACL wiki]]<br />
* [[Policies of the ACL wiki]]<br />
* [http://aclweb.org/aclwiki/index.php?title=Special:Recentchanges&feed=rss Recent changes RSS feed]<br />
* [[To Do List]] - ''please help''<br />
|-<br />
!<br />
<br />
<h2 style="margin:0;background-color:#cedff2;font-size:120%;font-weight:bold;border:1px solid #a3b0bf;text-align:left;color:#000;padding:0.2em 0.4em;">Recent additions and updates</h2><br />
|-<br />
|style="color:#000"|<!-- Please keep this list in alphabetical order --><br />
* [[ACL Data and Code Repository|ACL data and code repository]]<br />
* [[Suggestions]]<br />
* [[State of the art]]<br />
|-<br />
!<br />
<br />
<h2 style="margin:0;background-color:#cedff2;font-size:120%;font-weight:bold;border:1px solid #a3b0bf;text-align:left;color:#000;padding:0.2em 0.4em;">Sample articles</h2><br />
|-<br />
|style="color:#000"|<!-- Please keep this list in alphabetical order --><br />
* [[Computational Lexicology]]<br />
* [[Computational Semantics]]<br />
* [[Word Sense Disambiguation]]<br />
|-<br />
|}</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5430Conference Handbook2008-06-18T14:57:19Z<p>StevenBird: </p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
* '''38''' liaise with ACL Exec for general parameters of time and place<br />
<br />
* '''37''' Finalize CFB document<br />
<br />
* '''36''' Issue Call for Bids; check that acl20XY.org is held<br />
<br />
* '''30''' Deadline for draft bids (keep away from ACL submission deadline)<br />
<br />
* '''28''' Give feedback to bidders about now<br />
<br />
* '''26''' Deadline for final bids<br />
<br />
* '''25''' accept bid; set up basic conference website including venue and dates<br />
<br />
* '''24''' 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]])<br />
:* local chair to finalize sponsorship chairs [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]<br />
<br />
* '''18''' sign contracts by now (for meetings and accommodations); finalize committee chairs and set up mail aliases<br />
:* exec to select Program Chairs - [[Program chair duties (Conference Handbook) | Program chair duties]]<br />
:* exec to select Student Workshop chair - [[Workshop chair duties (Conference Handbook) | Workshop chair duties]]<br />
:* local chair to select Tutorial Chair (and) Workshop Chair - [[Tutorial chair duties (Conference Handbook) | Tutorial chair duties]] and [[Workshop chair duties (Conference Handbook) | Workshop chair duties]]<br />
:* local chair to select Exhibits Coordinator - [[Exhibits chair duties (Conference Handbook) | Exhibits chair duties]]<br />
:* local chair to select Demo Chair - [[Demo chair duties (Conference Handbook) | Demo chair duties]]<br />
:* local chair to select Publicity Chair, possibly - [[Publicity chair duties (Conference Handbook) |Publicity chair duties]]<br />
<br />
===T-13? months: ===<br />
<br />
* <nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue <br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[conference proceedings]]<br />
*[[student workshop proceedings]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5429Conference Handbook2008-06-17T12:57:43Z<p>StevenBird: /* Basic Timetable */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built (months in advance from conference)<br />
<br />
* '''38''' liaise with ACL Exec for general parameters of time and place<br />
<br />
* '''37''' Finalize CFB document<br />
<br />
* '''36''' Issue Call for Bids<br />
<br />
* '''30''' Deadline for draft bids (keep away from ACL submission deadline)<br />
<br />
* '''28''' Give feedback to bidders about now<br />
<br />
* '''26''' Deadline for final bids<br />
<br />
* '''25''' accept bid<br />
<br />
* '''24''' announce site at business meeting of ACL conference; site visit to happen during coming months; select a General Chair (see [[Selecting the general chair|criteria-for-general-chair]])<br />
<br />
* '''18''' sign contracts<br />
<br />
* '''16''' identify all key organizers; establish email aliases; provide access to conference organizing website<br />
<br />
== To do... ==<br />
<br />
<nowiki>[ACL Exec]</nowiki> Program Chairs (see [[Program chair duties (Conference Handbook) | Program chair duties]])<br />
<br />
<nowiki>[ACL Exec]</nowiki> Student Workshop chair (see [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Local Arrangements Chair (see [[Local arrangements chair duties (Conference Handbook) | Local arrangements chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Tutorial Chair (and) Workshop Chair (see [[Tutorial chair duties (Conference Handbook) | Tutorial chair duties]] and [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Exhibits Coordinator (see [[Exhibits chair duties (Conference Handbook) | Exhibits chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Demo Chair (see [[Demo chair duties (Conference Handbook) | Demo chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Sponsorship Chair (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Publicity Chair, possibly (see [[Publicity chair duties (Conference Handbook) |Publicity chair duties]])<br />
<br />
===T-13? months: ===<br />
<br />
<nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue (for meetings and accommodations)<br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[conference proceedings]]<br />
*[[student workshop proceedings]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5428Conference Handbook2008-06-17T12:56:54Z<p>StevenBird: /* Basic Timetable */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built.<br />
<br />
* '''T-38''' liaise with ACL Exec for general parameters of time and place<br />
<br />
* '''T-37''' Finalize CFB document<br />
<br />
* '''T-36''' Issue Call for Bids<br />
<br />
* '''T-30''' Deadline for draft bids (keep away from ACL submission deadline)<br />
<br />
* '''T-28''' Give feedback to bidders about now<br />
<br />
* '''T-26''' Deadline for final bids<br />
<br />
* '''T-25''' accept bid<br />
<br />
* '''T-24''' announce site at business meeting of ACL conference; site visit to happen during coming months; select a General Chair (see [[Selecting the general chair|criteria-for-general-chair]])<br />
<br />
* '''T-18''' sign contracts<br />
<br />
* '''T-16''' identify all key organizers; establish email aliases; provide access to conference organizing website<br />
<br />
== To do... ==<br />
<br />
<nowiki>[ACL Exec]</nowiki> Program Chairs (see [[Program chair duties (Conference Handbook) | Program chair duties]])<br />
<br />
<nowiki>[ACL Exec]</nowiki> Student Workshop chair (see [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Local Arrangements Chair (see [[Local arrangements chair duties (Conference Handbook) | Local arrangements chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Tutorial Chair (and) Workshop Chair (see [[Tutorial chair duties (Conference Handbook) | Tutorial chair duties]] and [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Exhibits Coordinator (see [[Exhibits chair duties (Conference Handbook) | Exhibits chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Demo Chair (see [[Demo chair duties (Conference Handbook) | Demo chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Sponsorship Chair (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Publicity Chair, possibly (see [[Publicity chair duties (Conference Handbook) |Publicity chair duties]])<br />
<br />
===T-13? months: ===<br />
<br />
<nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue (for meetings and accommodations)<br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[conference proceedings]]<br />
*[[student workshop proceedings]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5427Conference Handbook2008-06-17T12:55:59Z<p>StevenBird: /* Basic Timetable */</p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built.<br />
<br />
* '''T-38''' liaise with ACL Exec for general parameters of time and place<br />
<br />
* '''T-37''' Finalize CFB document<br />
<br />
* '''T-36''' Issue Call for Bids<br />
<br />
* '''T-30''' Deadline for draft bids<br />
<br />
* '''T-28''' Give feedback to bidders about now<br />
<br />
* '''T-26''' Deadline for final bids<br />
<br />
* '''T-25''' accept bid<br />
<br />
* '''T-24''' announce site at business meeting of ACL conference; site visit to happen during coming months; select a General Chair (see [[Selecting the general chair|criteria-for-general-chair]])<br />
<br />
* '''T-18''' sign contracts<br />
<br />
* '''T-16''' identify all key organizers; establish email aliases; provide access to conference organizing website<br />
<br />
== To do... ==<br />
<br />
<nowiki>[ACL Exec]</nowiki> Program Chairs (see [[Program chair duties (Conference Handbook) | Program chair duties]])<br />
<br />
<nowiki>[ACL Exec]</nowiki> Student Workshop chair (see [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Local Arrangements Chair (see [[Local arrangements chair duties (Conference Handbook) | Local arrangements chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Tutorial Chair (and) Workshop Chair (see [[Tutorial chair duties (Conference Handbook) | Tutorial chair duties]] and [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Exhibits Coordinator (see [[Exhibits chair duties (Conference Handbook) | Exhibits chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Demo Chair (see [[Demo chair duties (Conference Handbook) | Demo chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Sponsorship Chair (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Publicity Chair, possibly (see [[Publicity chair duties (Conference Handbook) |Publicity chair duties]])<br />
<br />
===T-13? months: ===<br />
<br />
<nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue (for meetings and accommodations)<br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[conference proceedings]]<br />
*[[student workshop proceedings]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5426Conference Handbook2008-06-17T12:53:44Z<p>StevenBird: </p>
<hr />
<div>== Basic Timetable ==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built.<br />
<br />
* '''T-38''' liaise with ACL Exec for general parameters of time and place<br />
<br />
* '''T-37''' Finalize CFB document<br />
<br />
* '''T-36''' Issue Call for Bids<br />
<br />
* '''T-26''' Deadline for final bids<br />
<br />
* '''T-25''' accept bid<br />
<br />
* '''T-24''' announce site at business meeting of ACL conference; site visit to happen during coming months; select a General Chair (see [[Selecting the general chair|criteria-for-general-chair]])<br />
<br />
* '''T-18''' sign contracts<br />
<br />
* '''T-16''' identify all key organizers; establish email aliases; provide access to conference organizing website<br />
<br />
== To do... ==<br />
<br />
<nowiki>[ACL Exec]</nowiki> Program Chairs (see [[Program chair duties (Conference Handbook) | Program chair duties]])<br />
<br />
<nowiki>[ACL Exec]</nowiki> Student Workshop chair (see [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Local Arrangements Chair (see [[Local arrangements chair duties (Conference Handbook) | Local arrangements chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Tutorial Chair (and) Workshop Chair (see [[Tutorial chair duties (Conference Handbook) | Tutorial chair duties]] and [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Exhibits Coordinator (see [[Exhibits chair duties (Conference Handbook) | Exhibits chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Demo Chair (see [[Demo chair duties (Conference Handbook) | Demo chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Sponsorship Chair (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Publicity Chair, possibly (see [[Publicity chair duties (Conference Handbook) |Publicity chair duties]])<br />
<br />
===T-13? months: ===<br />
<br />
<nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue (for meetings and accommodations)<br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[conference proceedings]]<br />
*[[student workshop proceedings]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5425Conference Handbook2008-06-17T12:35:28Z<p>StevenBird: /* T-25 months */</p>
<hr />
<div>==Basic Timetable==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built.<br />
<br />
===T-36 months===<br />
<nowiki>[ACL VP]</nowiki> Issue Call for Bids<br />
<br />
* <nowiki>[ACL VP]</nowiki> liaise with ACL Exec for general parameters of time and place<br />
<br />
* <nowiki>[ACL VP]</nowiki> create call (see [[Call_for_conference_bids|calls-for-conference-bids]])<br />
<br />
* <nowiki>[ACL VP]</nowiki> contact likely candidates for local chair about responding to the bid<br />
<br />
===T-25 months===<br />
<br />
* accept bid<br />
<br />
===T-24 months===<br />
<br />
<nowiki>[ACL Exec]</nowiki> Accept preliminary call and select main candidates<br />
<br />
* <nowiki>[ACL Exec]</nowiki> Bids will identify many key positions (local chair, sponsorship<br />
chair, etc.) and make suggestions for general chair.<br />
<br />
* site visit to happen during coming months<br />
<br />
===T-18 months===<br />
<br />
* sign contracts<br />
<br />
===T-16? months===<br />
<br />
* <nowiki>[ACL Exec and principal bidder]</nowiki> identify all key organizers<br />
* <nowiki>[ACL Exec and principal bidder]</nowiki> establish email aliases<br />
* <nowiki>[ACL Exec and principal bidder]</nowiki> provide access to conference organizing website<br />
<br />
<nowiki>[ACL Exec]</nowiki> General Chair (see [[Selecting the general chair|criteria-for-general-chair]])<br />
<br />
<nowiki>[ACL Exec]</nowiki> Program Chairs (see [[Program chair duties (Conference Handbook) | Program chair duties]])<br />
<br />
<nowiki>[ACL Exec]</nowiki> Student Workshop chair (see [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Local Arrangements Chair (see [[Local arrangements chair duties (Conference Handbook) | Local arrangements chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Tutorial Chair (and) Workshop Chair (see [[Tutorial chair duties (Conference Handbook) | Tutorial chair duties]] and [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Exhibits Coordinator (see [[Exhibits chair duties (Conference Handbook) | Exhibits chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Demo Chair (see [[Demo chair duties (Conference Handbook) | Demo chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Sponsorship Chair (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Publicity Chair, possibly (see [[Publicity chair duties (Conference Handbook) |Publicity chair duties]])<br />
<br />
===T-13? months: ===<br />
<br />
<nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue (for meetings and accommodations)<br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[conference proceedings]]<br />
*[[student workshop proceedings]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5424Conference Handbook2008-06-17T12:35:01Z<p>StevenBird: /* T-16? months */</p>
<hr />
<div>==Basic Timetable==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built.<br />
<br />
===T-36 months===<br />
<nowiki>[ACL VP]</nowiki> Issue Call for Bids<br />
<br />
* <nowiki>[ACL VP]</nowiki> liaise with ACL Exec for general parameters of time and place<br />
<br />
* <nowiki>[ACL VP]</nowiki> create call (see [[Call_for_conference_bids|calls-for-conference-bids]])<br />
<br />
* <nowiki>[ACL VP]</nowiki> contact likely candidates for local chair about responding to the bid<br />
<br />
===T-25 months===<br />
<br />
===T-24 months===<br />
<br />
<nowiki>[ACL Exec]</nowiki> Accept preliminary call and select main candidates<br />
<br />
* <nowiki>[ACL Exec]</nowiki> Bids will identify many key positions (local chair, sponsorship<br />
chair, etc.) and make suggestions for general chair.<br />
<br />
* site visit to happen during coming months<br />
<br />
===T-18 months===<br />
<br />
* sign contracts<br />
<br />
===T-16? months===<br />
<br />
* <nowiki>[ACL Exec and principal bidder]</nowiki> identify all key organizers<br />
* <nowiki>[ACL Exec and principal bidder]</nowiki> establish email aliases<br />
* <nowiki>[ACL Exec and principal bidder]</nowiki> provide access to conference organizing website<br />
<br />
<nowiki>[ACL Exec]</nowiki> General Chair (see [[Selecting the general chair|criteria-for-general-chair]])<br />
<br />
<nowiki>[ACL Exec]</nowiki> Program Chairs (see [[Program chair duties (Conference Handbook) | Program chair duties]])<br />
<br />
<nowiki>[ACL Exec]</nowiki> Student Workshop chair (see [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Local Arrangements Chair (see [[Local arrangements chair duties (Conference Handbook) | Local arrangements chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Tutorial Chair (and) Workshop Chair (see [[Tutorial chair duties (Conference Handbook) | Tutorial chair duties]] and [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Exhibits Coordinator (see [[Exhibits chair duties (Conference Handbook) | Exhibits chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Demo Chair (see [[Demo chair duties (Conference Handbook) | Demo chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Sponsorship Chair (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Publicity Chair, possibly (see [[Publicity chair duties (Conference Handbook) |Publicity chair duties]])<br />
<br />
===T-13? months: ===<br />
<br />
<nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue (for meetings and accommodations)<br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[conference proceedings]]<br />
*[[student workshop proceedings]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5423Conference Handbook2008-06-17T12:34:04Z<p>StevenBird: /* T-24 months */</p>
<hr />
<div>==Basic Timetable==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built.<br />
<br />
===T-36 months===<br />
<nowiki>[ACL VP]</nowiki> Issue Call for Bids<br />
<br />
* <nowiki>[ACL VP]</nowiki> liaise with ACL Exec for general parameters of time and place<br />
<br />
* <nowiki>[ACL VP]</nowiki> create call (see [[Call_for_conference_bids|calls-for-conference-bids]])<br />
<br />
* <nowiki>[ACL VP]</nowiki> contact likely candidates for local chair about responding to the bid<br />
<br />
===T-25 months===<br />
<br />
===T-24 months===<br />
<br />
<nowiki>[ACL Exec]</nowiki> Accept preliminary call and select main candidates<br />
<br />
* <nowiki>[ACL Exec]</nowiki> Bids will identify many key positions (local chair, sponsorship<br />
chair, etc.) and make suggestions for general chair.<br />
<br />
* site visit to happen during coming months<br />
<br />
===T-18 months===<br />
<br />
* sign contracts<br />
<br />
===T-16? months===<br />
<nowiki>[ACL Exec and principal bidder]</nowiki> Accept bid<br />
<br />
* <nowiki>[ACL Exec and principal bidder]</nowiki> identify all key organizers<br />
* <nowiki>[ACL Exec and principal bidder]</nowiki> establish email aliases<br />
* <nowiki>[ACL Exec and principal bidder]</nowiki> provide access to conference organizing website<br />
<br />
<nowiki>[ACL Exec]</nowiki> General Chair (see [[Selecting the general chair|criteria-for-general-chair]])<br />
<br />
<nowiki>[ACL Exec]</nowiki> Program Chairs (see [[Program chair duties (Conference Handbook) | Program chair duties]])<br />
<br />
<nowiki>[ACL Exec]</nowiki> Student Workshop chair (see [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Local Arrangements Chair (see [[Local arrangements chair duties (Conference Handbook) | Local arrangements chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Tutorial Chair (and) Workshop Chair (see [[Tutorial chair duties (Conference Handbook) | Tutorial chair duties]] and [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Exhibits Coordinator (see [[Exhibits chair duties (Conference Handbook) | Exhibits chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Demo Chair (see [[Demo chair duties (Conference Handbook) | Demo chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Sponsorship Chair (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Publicity Chair, possibly (see [[Publicity chair duties (Conference Handbook) |Publicity chair duties]])<br />
<br />
===T-13? months: ===<br />
<br />
<nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue (for meetings and accommodations)<br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[conference proceedings]]<br />
*[[student workshop proceedings]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Handbook&diff=5413Conference Handbook2008-06-15T20:03:39Z<p>StevenBird: /* Basic Timetable */</p>
<hr />
<div>==Basic Timetable==<br />
<br />
The generic timetable for organizing the conference, from which a specific one can be built.<br />
<br />
===T-36 months===<br />
<nowiki>[ACL VP]</nowiki> Issue Call for Bids<br />
<br />
* <nowiki>[ACL VP]</nowiki> liaise with ACL Exec for general parameters of time and place<br />
<br />
* <nowiki>[ACL VP]</nowiki> create call (see [[Call_for_conference_bids|calls-for-conference-bids]])<br />
<br />
* <nowiki>[ACL VP]</nowiki> contact likely candidates for local chair about responding to the bid<br />
<br />
===T-24 months===<br />
<br />
<nowiki>[ACL Exec]</nowiki> Accept preliminary call and select main candidates<br />
<br />
* <nowiki>[ACL Exec]</nowiki> Bids will identify many key positions (local chair, sponsorship<br />
chair, etc.) and make suggestions for general chair.<br />
<br />
===T-16? months===<br />
<nowiki>[ACL Exec and principal bidder]</nowiki> Accept bid<br />
<br />
* <nowiki>[ACL Exec and principal bidder]</nowiki> identify all key organizers<br />
* <nowiki>[ACL Exec and principal bidder]</nowiki> establish email aliases<br />
* <nowiki>[ACL Exec and principal bidder]</nowiki> provide access to conference organizing website<br />
<br />
<nowiki>[ACL Exec]</nowiki> General Chair (see [[Selecting the general chair|criteria-for-general-chair]])<br />
<br />
<nowiki>[ACL Exec]</nowiki> Program Chairs (see [[Program chair duties (Conference Handbook) | Program chair duties]])<br />
<br />
<nowiki>[ACL Exec]</nowiki> Student Workshop chair (see [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Local Arrangements Chair (see [[Local arrangements chair duties (Conference Handbook) | Local arrangements chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Tutorial Chair (and) Workshop Chair (see [[Tutorial chair duties (Conference Handbook) | Tutorial chair duties]] and [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Exhibits Coordinator (see [[Exhibits chair duties (Conference Handbook) | Exhibits chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Demo Chair (see [[Demo chair duties (Conference Handbook) | Demo chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Sponsorship Chair (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]])<br />
<br />
<nowiki>[Bidder]</nowiki> Publicity Chair, possibly (see [[Publicity chair duties (Conference Handbook) |Publicity chair duties]])<br />
<br />
===T-13? months: ===<br />
<br />
<nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])<br />
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)<br />
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue (for meetings and accommodations)<br />
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)<br />
<br />
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee<br />
<br />
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee<br />
* <nowiki>[Local Chair]</nowiki> one or two people who would be able to take over in case something happens to the local chair<br />
* <nowiki>[Local Chair]</nowiki> one or two admin-level people<br />
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management<br />
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])<br />
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)<br />
<br />
<nowiki>[General and sponsorship chairs]</nowiki> (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee<br />
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])<br />
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors<br />
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement<br />
<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])<br />
<br />
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website<br />
<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info<br />
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.<br />
<br />
===T-12? months===<br />
<br />
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation<br />
<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation<br />
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)<br />
<br />
<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]])<br />
<br />
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.<br />
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
<br />
===T-13? to T-4 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for funding<br />
<br />
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.<br />
* <nowiki>[Sponsorship committee]</nowiki> 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)<br />
<br />
===T-11? months===<br />
<nowiki>[Program chairs]</nowiki> Assemble program committee<br />
<br />
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process<br />
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution<br />
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.<br />
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.<br />
<br />
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> 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]])<br />
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)<br />
<br />
===T-9 months===<br />
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops<br />
<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages<br />
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications<br />
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)<br />
* <nowiki>[Workshop and student chairs]</nowiki> update webpages<br />
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)<br />
* <nowiki>[Exhibits chair]</nowiki> sign them up<br />
<br />
===T-8 months===<br />
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture<br />
<br />
* <nowiki>[Program and sponsorship chair]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them<br />
<br />
===T-7 months===<br />
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers<br />
<br />
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions<br />
* <nowiki>[Program chairs]</nowiki> accept submitted papers<br />
* <nowiki>[Program chairs]</nowiki> assign to reviewers<br />
* <nowiki>[Program chairs]</nowiki> send out for review<br />
<br />
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.<br />
<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities<br />
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm venues<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms<br />
<br />
<nowiki>[Local chair]</nowiki> Arrange conference social program<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers<br />
* <nowiki>[Local chair]</nowiki> arrange reception<br />
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.<br />
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?<br />
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?<br />
* <nowiki>[Local chair]</nowiki> update webpages<br />
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
===T-7 to T-5 months===<br />
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding<br />
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations<br />
<br />
===T-6 months: ===<br />
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions<br />
<br />
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions<br />
* <nowiki>[Workshop and student chairs]</nowiki> review them<br />
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters<br />
<br />
<nowiki>[Demo chair]</nowiki> Call for demos<br />
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])<br />
<br />
<nowiki>[Program chairs]</nowiki> Find Proceedings printers<br />
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes<br />
* <nowiki>[Demo chair]</nowiki> select printer and binder<br />
* <nowiki>[Demo chair]</nowiki> plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs<br />
<br />
<nowiki>[General chair]</nowiki> Update website<br />
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website<br />
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form<br />
<br />
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form<br />
<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy<br />
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web<br />
<br />
<nowiki>[Local Chair]</nowiki> Plan registration process<br />
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:<br />
* <nowiki>[Local Chair]</nowiki> update on conference registration<br />
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings<br />
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.<br />
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos<br />
<br />
===T-5 months===<br />
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program<br />
* <nowiki>[Program chairs]</nowiki> accept reviews<br />
* <nowiki>[Program chairs]</nowiki> decide on paper selection<br />
* <nowiki>[Program chairs]</nowiki> create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair<br />
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews<br />
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute<br />
* <nowiki>[Program chairs]</nowiki> update webpages<br />
<br />
===T-4 months===<br />
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions <br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings<br />
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Set up exhibit<br />
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.<br />
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed<br />
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs<br />
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees<br />
<br />
<nowiki>[Demo chair]</nowiki> Arrange demos<br />
<br />
* <nowiki>[Demo chair]</nowiki> select demos<br />
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs<br />
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings<br />
* <nowiki>[Demo chair]</nowiki> update webpages<br />
<br />
===T-3 months===<br />
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs<br />
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys<br />
<br />
<nowiki>[Local chair]</nowiki> Confirm local events<br />
<br />
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.<br />
* <nowiki>[Local chair]</nowiki> confirm accommodations<br />
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees<br />
<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops<br />
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors<br />
<br />
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=<br />
<br />
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors<br />
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)<br />
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.<br />
<br />
<nowiki>[Local chair]</nowiki> Set up demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers<br />
* <nowiki>[Local chair]</nowiki> link up with venue<br />
<br />
<nowiki>[Publicity chair and Priscilla]</nowiki><br />
<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again<br />
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant<br />
<br />
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings<br />
<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders<br />
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed<br />
<br />
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material<br />
<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters<br />
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings<br />
<br />
===T-2 month===<br />
<nowiki>[Program chairs]</nowiki> Assign session chairs<br />
<br />
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize on-site admin<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.<br />
<br />
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material<br />
<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package<br />
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies<br />
<br />
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update ACL Exec on conference registration, venue and accommodation bookings, financial status<br />
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)<br />
<br />
===T-1 month===<br />
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach<br />
<br />
* <nowiki>[General and publicity chairs]</nowiki> start local advertising<br />
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.<br />
<br />
<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material<br />
<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)<br />
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment<br />
<br />
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers<br />
<br />
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update<br />
<br />
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status<br />
<br />
<nowiki>[Local chair]</nowiki> Finalize registration package<br />
<br />
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.<br />
<br />
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences <br />
Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.<br />
<br />
==Other Handbook Pages==<br />
* [[Conference acronym]]<br />
*[[Policy on joint conferences]]<br />
*[[actions and duties of the Exec in overseeing the conference]]<br />
*[[call for conference bids]]<br />
*[[policy on speaker reimbursement]]<br />
*[[policy on tutorial teacher payment]]<br />
*[[selecting the general chair]]<br />
*[[ACL policy on involvement of Exec members in conferences]]<br />
*[[meetings held by Exec at conferences]]<br />
*[[example budgets]]<br />
*[[Demo chair duties]]<br />
*[[exhibits chair duties]]<br />
*[[financing exhibits]]<br />
*[[general (conference) chair duties]]<br />
*[[local arrangements chair duties]]<br />
*[[arranging the meeting rooms]]<br />
*[[arranging the accommodations]]<br />
*[[arranging the food]]<br />
*[[arranging the food|arranging the social events]]<br />
*[[arranging local support, registration, etc.]]<br />
*[[webmaster]]<br />
*[[program chair duties]]<br />
*[[guidelines and policies]]<br />
*[[typical schedule]]<br />
*[[sample conference paper calls]]<br />
*[[paper style files]]<br />
*[[camera ready instructions]]<br />
*[[invited speakers]]<br />
*[[publications chair duties]]<br />
*[[conference proceedings]]<br />
*[[student workshop proceedings]]<br />
*[[tutorial notes]]<br />
*[[workshop proceedings]] missing from old handbook<br />
*[[preparation of proceedings]]<br />
*[[publicity chair duties]]<br />
*[[sponsorship chair duties]]<br />
*[[student chair duties]]<br />
*[[faculty advisor duties]]<br />
*[[*** student session policies]]<br />
*[[sample letter to panelists]]<br />
*[[student workshop paper call]]<br />
*[[student travel funding]]<br />
*[[useful checklist of things to do (from a past student chair)]]<br />
*[[tutorial chair duties]]<br />
*[[tutorial calls for proposals]]<br />
*[[tutorial teacher payment policy]]<br />
*[[tutorial teacher instructions]]<br />
*[[Overview page including policies]]<br />
*[[workshop chair duties]]<br />
* [[ACL_policy_on_who_can_hold_major_programmatic_positions_at_ACL_conferences]]<br />
* [[Johanna_moore|Johanna Moore document]]<br />
* [[Conflict-of-interest_policy]]<br />
* [[Acl_2004_camera]]<br />
* [[Acl_2005_camera]]<br />
* [[Overview_of_repository_organization]]<br />
* [[Instructions_on_how_to_access_the_repository]]<br />
* [[Student_travel_funding]]<br />
* [[Student_workshop_paper_call]]<br />
* [[Student_workshop_proceedings]]<br />
* [[CFP_for_student_session_at_ACL-05]]<br />
* [[ACL_General_Policies_on_Workshops]]<br />
* [[ACL_Policies_on_Conference_Workshops]]<br />
* [[ACL_Policies_on_SIG_Workshops]]<br />
* [[Overview_page_including_policies]]<br />
* [[Recent_ACL_calls_for_workshop_proposals]]<br />
* [[Sample_workshop_calls_for_papers]]<br />
* [[Workshop-proceedings]]<br />
* [[Sample Calls for Demos & Posters]]<br />
* [[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]<br />
<br />
<br />
[[Category:Conference Handbook]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Conference_Chairs&diff=5412Conference Chairs2008-06-15T19:09:45Z<p>StevenBird: </p>
<hr />
<div>For more conference chairs, see [[Additional conference chairs]].<br />
<br />
==ACL Conference==<br />
<br />
{| border="1" cellspacing="0" cellpadding="5"<br />
|'''Year'''<br />
|'''Conference Chair'''<br />
|'''Program Chair'''<br />
|'''Local Arrangements Chair'''<br />
|-<br />
|2009 w/ IJCNLP<br />
|Keh-Yih Su<br />
|<br />
|Haizhou Li<br />
|-<br />
|2008 w/ NAACL & HLT<br />
|Kathleen McKeown<br />
|Johanna Moore, Simone Teufel, Sadaoki Furui (speech), James Allan (IR)<br />
|Chris Brew<br />
|-<br />
|2007<br />
|John Caroll<br />
|Annie Zaenen, Antal van den Bosch<br />
|Eva Hajicova<br />
|-<br />
|2006 w/ COLING<br />
|Nicoletta Calzolari<br />
|Claire Cardie, Pierre Isabelle<br />
|Robert Dale, Cecile Paris<br />
|-<br />
|2005 w/ NAACL<br />
|Kevin Knight<br />
|Hwee Tou Ng, Kemal Oflazer<br />
|Dragomir Radev<br />
|-<br />
|2004<br />
|Donia Scott<br />
|Walter Daelemans, Marilyn Walker<br />
|Toni Badia<br />
|-<br />
|2003<br />
|Jun'ichi Tsujii<br />
|Erhard Hinrichs, Dan Roth<br />
|Kenji Araki<br />
|-<br />
|2002 w/ NAACL<br />
|Pierre Isabelle<br />
|Eugene Charniak, Dekang Lin <br />
|Martha Palmer<br />
|-<br />
|2001<br />
|Bonnie Webber<br />
|Norbert Reithinger, Giorgio Satta<br />
|Patrick Saint-Dizier<br />
|-<br />
|2000<br />
|Hitoshi Iida <br />
|K. Vijay-Shanker, Chang-Ning Huang<br />
|Dekai Wu<br />
|-<br />
|1999<br />
|<br />
|Robert Dale, Ken Church<br />
|Bonnie Dorr<br />
|-<br />
|1998 w/COLING<br />
|<br />
|Christian Boitet, Pete Whitelock<br />
|Pierre Isabelle<br />
|-<br />
|1997<br />
|<br />
|Philip Cohen ,Wolfgang Wahlster<br />
|Maria Felisa Verdejo<br />
|-<br />
|1996<br />
|<br />
|Aravind Joshi, Martha Palmer<br />
|Douglas Appelt, Geoffrey Pullum<br />
|-<br />
|1995<br />
|<br />
|Hans Uszkoreit<br />
|Robert Berwick<br />
|-<br />
|1994<br />
|<br />
|James Pustejovsky<br />
|Janyce Wiebe<br />
|-<br />
|1993<br />
|<br />
|Lenhart Schubert<br />
|Terry Patten, Robert Kasper<br />
|-<br />
|1992<br />
|<br />
|Henry Thompson<br />
|Sandra Carberry, Dan Chester, Kathleen McCoy<br />
|-<br />
|1991<br />
|<br />
|Douglas Appelt<br />
|Peter Norvig<br />
|-<br />
|1990<br />
|<br />
|Robert Berwick<br />
|Rich Thomason<br />
|-<br />
|1989<br />
|<br />
|Julia Hirschberg<br />
|Richard Rosenberg<br />
|-<br />
|1988<br />
|<br />
|Jerry Hobbs<br />
|William Rappaport<br />
|-<br />
|1987<br />
|<br />
|Candy Sidner<br />
|Douglas Appelt<br />
|-<br />
|1986<br />
|<br />
|Alan Biermann<br />
|Kathleen McKeown, Cecile Paris<br />
|-<br />
|1985<br />
|<br />
|William Mann<br />
|Martha Evens, Victor Yngve<br />
|-<br />
|1984<br />
|<br />
|<br />
|<br />
|-<br />
|1983<br />
|<br />
|Mitch Marcus<br />
|Jon Allen<br />
|-<br />
|1982<br />
|<br />
|Madeleine Bates<br />
|C. Raymond Perrault<br />
|-<br />
|1981<br />
|<br />
|C. Raymond Perrault<br />
|Jerry Kaplan<br />
|-<br />
|1980<br />
|Norman Sondheimer ?<br />
|Gary Hendrix<br />
|Kathleen McKeown<br />
|-<br />
|1979<br />
|<br />
|Norman Sondheimer<br />
|Jim Levin<br />
|}<br />
<br />
==NAACL Conference==<br />
{| border="1" cellspacing="0" cellpadding="5"<br />
|'''Year'''<br />
|'''Conference Chair'''<br />
|'''Program Chair'''<br />
|'''Local Arrangements Chair'''<br />
|-<br />
|2009 <br />
|Mari Ostendorf<br />
|<br />
|Martha Palmer and James Martin<br />
|-|-<br />
|2008 w/ ACL<br />
|<br />
|<br />
|<br />
|-<br />
|2007 w/ HLT<br />
|Candace Sidner<br />
|Tanja Schultz, Matthew Stone, ChengXiang Zhai<br />
|James Allen, Daniel Gildea, Lenhart Schubert<br />
|-<br />
|2006 w/ HLT<br />
|Robert C. Moore<br />
|Jennifer Chu-Carroll, Jeff Bilmes, Mark Sanderson<br />
|Satoshi Sekine<br />
|-<br />
|2005 w/ ACL<br />
|<br />
|<br />
|<br />
|-<br />
|2004 w/ HLT<br />
|Julia Hirschberg<br />
|Susan Dumais, Daniel Marcu, Salim Roukos<br />
|Christine Doran<br />
|-<br />
|2003 w/ HLT<br />
||Eduard Hovy<br />
|Marti Hearst, Mari Ostendorf<br />
|Dekang Lin<br />
|-<br />
|2002 w/ ACL<br />
|<br />
|<br />
|<br />
|-<br />
|2001<br />
|Lori Levin<br />
|Kevin Knight<br />
|Alon Lavie<br />
|-<br />
|2000 w/ ANLP<br />
|Marie Meteer<br />
|Janyce Wiebe, Sergei Nirenburg<br />
|Rick Wojcik<br />
|}<br />
<br />
<br />
==ANLP Conference==<br />
{| border="1" cellspacing="0" cellpadding="5"<br />
|'''Year'''<br />
|'''Conference Chair'''<br />
|'''Program Chair'''<br />
|'''Local Arrangements Chair'''<br />
|-<br />
|2000 w/ NAACL<br />
|<br />
|<br />
|<br />
|-<br />
|1997<br />
|<br />
|Ralph Grishman<br />
|John White<br />
|-<br />
|1994<br />
|<br />
|<br />
|<br />
|-<br />
|1992<br />
|<br />
|<br />
|<br />
|-<br />
|1988<br />
|<br />
|<br />
|<br />
|-<br />
|1983<br />
|<br />
|<br />
|<br />
|}<br />
<br />
==EACL Conference==<br />
{| border="1" cellspacing="0" cellpadding="5"<br />
|'''Year'''<br />
|'''Conference Chair'''<br />
|'''Program Chair'''<br />
|'''Local Arrangements Chair'''<br />
|-<br />
|2009<br />
|<br />
|<br />
|<br />
|-<br />
|2006<br />
|<br />
|Diana McCarthy, Shuly Wintner<br />
|Bernardo Magnini, Alberto Lavelli<br />
|-<br />
|2003<br />
|Claire Gardent<br />
|Ann Copestake, Jan Hajic<br />
|Ferenc Kiefer<br />
|-<br />
|-<br />
|1999<br />
|<br />
|Henry Thompson, Alex Lascarides<br />
|Koenraad de Smedt<br />
|-<br />
|1997 w/ ACL<br />
|<br />
|<br />
|<br />
|-<br />
|1993<br />
|<br />
|Steven Krauwer, Michael Moortgat, Louis des Tombe<br />
|Renee Pohlmann<br />
|-<br />
|1991<br />
|<br />
|Jurgen Kunze, Dorothee Reimann<br />
|<br />
|-<br />
|1989<br />
|<br />
|Harold Somers, Mary McGee Wood<br />
|<br />
|-<br />
|1987<br />
|<br />
|Bente Maegaard<br />
|Rolf Christensen<br />
|-<br />
|1985<br />
|<br />
|Maghi King<br />
|Michael Rosner<br />
|-<br />
|1983<br />
|Antonio Zampolli<br />
|Giacomo Ferrari|<br />
|<br />
|}<br />
<br />
==COLING Conference==<br />
{| border="1" cellspacing="0" cellpadding="5"<br />
|'''Year'''<br />
|'''Conference Chair'''<br />
|'''Program Chair'''<br />
|'''Local Arrangements Chair'''<br />
|-<br />
|2006 w/ ACL<br />
|<br />
|<br />
|<br />
|-<br />
|2004<br />
|Martin Kay<br />
|Sergei Nirenburg<br />
|Margaret King<br />
|-<br />
|2002<br />
|<br />
|Winfried Lenders<br />
|Chu-Ren Huang, Sharon Wang<br />
|-<br />
|2000<br />
|<br />
|Martin Kay<br />
|Hans Uszkoreit<br />
|-<br />
|1998 w/ ACL<br />
|<br />
|<br />
|<br />
|-<br />
|1996<br />
|<br />
|J. Tsujii<br />
|B. Maegaard<br />
|-<br />
|1990<br />
|<br />
|<br />
|<br />
|-<br />
|1988<br />
|<br />
|<br />
|<br />
|-<br />
|1984<br />
|<br />
|<br />
|<br />
|}<br />
<br />
==IJCNLP Conference==<br />
{| border="1" cellspacing="0" cellpadding="5"<br />
|'''Year'''<br />
|'''Conference Chair'''<br />
|'''Program Chair'''<br />
|'''Local Arrangements Chair'''<br />
|-<br />
|2009 w/ ACL<br />
|Keh-Yih Su<br />
|<br />
|Haizhou Li<br />
|-<br />
|2008<br />
|Jong-Hyeok Lee<br />
|Yuji Matsumoto, Ann Copestake<br />
|Rajeev Sangal<br />
|-<br />
|2005<br />
|Key-Sun Choi<br />
|Robert Dale, Kam-fai Wong<br />
|Jong-Hyeok Lee<br />
|-<br />
|2004<br />
|Guangnan Ni, Benjamin Tsou<br />
|Keh-Yih Su, Jun-ichi Tsujii<br />
|Youqi Cao<br />
|}<br />
<br />
==HLT Conference==<br />
<br />
Note: starting in 2007, "HLT" became the name of the NAACL conference (and, hopefully, of the ACL conferences when in NA). There is currently no body that represents a conference called "HLT" other than the NAACL Board. <br />
<br />
{| border="1" cellspacing="0" cellpadding="5"<br />
|'''Year'''<br />
|'''Conference Chair'''<br />
|'''Program Chair'''<br />
|'''Local Arrangements Chair'''<br />
|-<br />
|2006 w/ NAACL<br />
|<br />
|<br />
|<br />
|-<br />
|2005 w/ EMNLP<br />
|<br />
|<br />
|<br />
|-<br />
|2004 w/ NAACL<br />
|<br />
|<br />
|<br />
|-<br />
|2003 w/ NAACL<br />
|<br />
|<br />
|<br />
|-<br />
|2002<br />
|Mitch Marcus, David Yarowsky<br />
|<br />
|<br />
|-<br />
|2001<br />
|James Allan, Mitch Marcus<br />
|<br />
|<br />
|}<br />
<br />
<br />
==EMNLP Conference==<br />
{| border="1" cellspacing="0" cellpadding="5"<br />
|'''Year'''<br />
|'''Program Chair'''<br />
|'''Local Arrangements Chair'''<br />
|-<br />
|2008<br />
|Mirella Lapata, Hwee Tou Ng<br />
|Priscilla Rasmussen<br />
|-<br />
|2007 w/ CONLL<br />
|Jason Eisner<br />
|Jan Hajic<br />
|-<br />
|2006<br />
|Dan Jurafsky, Eric Gaussier<br />
|James Curran<br />
|-<br />
|2005 <br />
|Chris Brew, Lee-Feng Chien, Katrin Kirchhoff<br />
|Priscilla Rasmussen<br />
|-<br />
|2003<br />
|Michael Collins, Mark Steedman<br />
|<br />
|-<br />
|2002<br />
|Jan Hajic, Yuji Matsumoto<br />
|<br />
|-<br />
|2001<br />
|Lillian Lee, Donna Harman<br />
|<br />
|-<br />
|2000<br />
|Hinrich Schuetze, Keh-Yih Su<br />
|<br />
|-<br />
|1999<br />
|Pascale Fung, Joe Zhou<br />
|<br />
|-<br />
|1998 held as EMNLP<br />
|Nancy Ide<br />
|<br />
|-<br />
|1998 held as VLC<br />
|<br />
|<br />
|-<br />
|1997 held as EMNLP<br />
|<br />
|<br />
|-<br />
|1997 held as VLC<br />
|Huang Changning, Ken Church, Joe Zhou <br />
|<br />
|-<br />
|1996 held as EMNLP<br />
|<br />
|<br />
|-<br />
|1996 held as VLC<br />
|Eva Ejerhed, Ido Dagan<br />
|<br />
|-<br />
|1995 held as VLC<br />
|Hans Uszkoreit<br />
|Robert Berwick<br />
|-<br />
|1994 held as VLC<br />
|<br />
|<br />
|-<br />
|1993 held as VLC<br />
|Lenhart Schubert<br />
|Terry Patten, Robert Kasper<br />
|}</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Suggestions&diff=5251Suggestions2008-05-23T03:44:25Z<p>StevenBird: /* Suggestions */</p>
<hr />
<div>== Suggestions ==<br />
<br />
* The capacity for individuals to pursue research in NLP often depends on access to annotated corpora, but this is difficult for isolated researchers, especially those at small institutions or based in countries with weak currencies. Could ACL mediate access to a selection of standard non-free corpora, perhaps via a special membership status? (Steven Bird, May 23, 2008)<br />
<br />
* Effective teaching of CL is difficult given diverse student backgrounds and the complex resource requirements. Evidence for what methods work in which contexts is largely anecdotal. The ACL could commission a working group to make a more systematic study of CL pedagogy, and prepare a report comparable to the one that exists for Computer Science education http://www.sigcse.org/cc2001/ (Steven Bird, May 23, 2008)<br />
<br />
* I would suggest that ACL conferences adopt an author response phase during reviewing where authors can see initial reviews and post a short response to correct errors and misunderstandings in the reviews before a final decision is made. Author response is now widely used in many related conferences such as AAAI, ICML, and NIPS, where as an author and a reviewer I have found it to be a valuable addition to improving the reviewing process. Many members of the SIGDAT board have recently suggested it be established for EMNLP-08. (Ray Mooney, May 19, 2008)<br />
<br />
* ACL should start giving more space (back?) to models that incorporate linguistic insights, and to work in areas such as discourse and dialogue, where the issue of evaluation can only rarely be answered by reporting results on available corpora. Linguistic insights are sometimes valuable even if they don't improve performance. In discourse/ dialogue / NLG, meaningful available corpora are rare, even if one wanted to use them for evaluation. Evaluation of such work can be carried out from many different points of view, foremost among those, IMO, user evaluations. (Barbara Di Eugenio, May 19, 2008)<br />
<br />
* The ACL Anthology should be augmented to contain the complete back issues of "the Finite String" from Vol. 1, No. 1 (Jan., 1964). The issues contained in J79 (the microfiche issues, starting with Vol. 11) should be separately pointed to from a new "the Finite String" identification line. I've many of the paper copies and can scan them for ACL. (Robert A. Amsler, May 14, 2008)<br />
<br />
* In recognition of the amount of effort they have put in organizing their workshop, workshop chairs should not have to pay registration fees to attend their own workshop (Dragomir Radev, May 1, 2008)<br />
<br />
* Authors of papers should, wherever feasible, include in their papers a URL from which source code and/or data relevant to their papers can be downloaded (Dragomir Radev, May 1, 2008)<br />
<br />
* It would be nice if part of the waived "student volunteer" package at least included tutorials (which are of big interest to junior students), if not also workshops. (Hal Daume III, May 14, 2007)<br />
<br />
== Notes ==<br />
<br />
* Progress on the ideas proposed in 2007 (an open access journal, a video archive, and the extension of the ACL anthology) will be reported on at the 2008 ACL business meeting.<br />
<br />
* Suggestions entered before May 31, 2008, will be considered for discussion at the ACL business meeting at ACL 2008<br />
<br />
* Suggestions entered after May 31, 2008, will be considered for ACL 2009</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Suggestions&diff=5250Suggestions2008-05-23T03:37:59Z<p>StevenBird: /* Suggestions */</p>
<hr />
<div>== Suggestions ==<br />
<br />
* The capacity for individuals to pursue research in NLP often depends on access to annotated corpora, but this is difficult for isolated researchers, especially those at small institutions or based in countries with weak currencies. Could ACL mediate access to a selection of standard non-free corpora, perhaps via a special membership status? (Steven Bird, May 23, 2008)<br />
<br />
* I would suggest that ACL conferences adopt an author response phase during reviewing where authors can see initial reviews and post a short response to correct errors and misunderstandings in the reviews before a final decision is made. Author response is now widely used in many related conferences such as AAAI, ICML, and NIPS, where as an author and a reviewer I have found it to be a valuable addition to improving the reviewing process. Many members of the SIGDAT board have recently suggested it be established for EMNLP-08. (Ray Mooney, May 19, 2008)<br />
<br />
* ACL should start giving more space (back?) to models that incorporate linguistic insights, and to work in areas such as discourse and dialogue, where the issue of evaluation can only rarely be answered by reporting results on available corpora. Linguistic insights are sometimes valuable even if they don't improve performance. In discourse/ dialogue / NLG, meaningful available corpora are rare, even if one wanted to use them for evaluation. Evaluation of such work can be carried out from many different points of view, foremost among those, IMO, user evaluations. (Barbara Di Eugenio, May 19, 2008)<br />
<br />
* The ACL Anthology should be augmented to contain the complete back issues of "the Finite String" from Vol. 1, No. 1 (Jan., 1964). The issues contained in J79 (the microfiche issues, starting with Vol. 11) should be separately pointed to from a new "the Finite String" identification line. I've many of the paper copies and can scan them for ACL. (Robert A. Amsler, May 14, 2008)<br />
<br />
* In recognition of the amount of effort they have put in organizing their workshop, workshop chairs should not have to pay registration fees to attend their own workshop (Dragomir Radev, May 1, 2008)<br />
<br />
* Authors of papers should, wherever feasible, include in their papers a URL from which source code and/or data relevant to their papers can be downloaded (Dragomir Radev, May 1, 2008)<br />
<br />
* It would be nice if part of the waived "student volunteer" package at least included tutorials (which are of big interest to junior students), if not also workshops. (Hal Daume III, May 14, 2007)<br />
<br />
== Notes ==<br />
<br />
* Progress on the ideas proposed in 2007 (an open access journal, a video archive, and the extension of the ACL anthology) will be reported on at the 2008 ACL business meeting.<br />
<br />
* Suggestions entered before May 31, 2008, will be considered for discussion at the ACL business meeting at ACL 2008<br />
<br />
* Suggestions entered after May 31, 2008, will be considered for ACL 2009</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Educational_software&diff=3695Educational software2007-05-29T15:27:05Z<p>StevenBird: </p>
<hr />
<div>'''[[Software]] - Educational'''<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
*[http://nltk.sourceforge.net NLTK - Natural Language Toolkit]<br />
<br />
[[Category:Software]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Syntax_software&diff=3694Syntax software2007-05-29T15:23:01Z<p>StevenBird: </p>
<hr />
<div>'''[[Software]] - Syntax and grammar'''<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
*[http://oak.colorado.edu/assert ASSERT (Automatic Statistical Semantic Role Tagger)]<br />
*[http://www.comp.leeds.ac.uk/amalgam/amalgam/amalghome.htm AMALGAM project]<br />
*[http://www.collectivelanguage.com/demo.html Collective (Chaotic - Emergent) Language]<br />
*[http://search.cpan.org/dist/Lingua-EN-Sentence/ CPAN Lingua EN Sentence Splitter]<br />
*[http://search.cpan.org/~tgrose/HTML-Summary-0.017/ CSPAN Sentence Splitter]<br />
*[http://gate.ac.uk GATE, A General Architecture for Text Engineering]<br />
*[http://www.andy-roberts.net/software/jTokeniser jTokeniser]<br />
*[http://www.infogistics.com/posdemo.htm Infogistic - NLProcessor Interactive Demo]<br />
*[http://nltk.sourceforge.net/ NLTK - Natural Language Toolkit]<br />
*[http://openccg.sourceforge.net/ OpenCCG, Combinatory Categorial Grammar]<br />
*[http://www.coli.uni-sb.de/~thorsten/tnt/ Saarland University, Computational Linguistics]<br />
*[http://www.ece.ubc.ca/~donaldd/treeform.htm TreeForm Syntax Tree Drawing Software]<br />
*[http://visl.hum.sdu.dk/visl/ VISL - Visual Interactive Syntax Learning]<br />
<br />
==Syntax tools for specific languages==<br />
*[http://lael.pucsp.br/corpora/segmentador/ CEPRIL - Portugese Segmenter]<br />
*[http://search.cpan.org/dist/Lingua-HE-Sentence/ CPAN Lingua HE Sentence Splitter]<br />
<br />
[[Category:Software]]<br />
[[Category:Syntax]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Morphology_software_for_English&diff=3693Morphology software for English2007-05-29T15:21:00Z<p>StevenBird: /* Part of speech tagging */</p>
<hr />
<div>'''[[Software]] - Morphology and part of speech tagging'''<br />
<br />
== Morphology ==<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
*[http://clipdemos.umiacs.umd.edu/catvar/ Catvar 2.0] - The Categorial Variation Database for English<br />
*[http://www.ru.nl/celex/ CELEX database] - Dutch, English, and German word forms<br />
*[http://www.univ-nancy2.fr/pers/namer/Telecharger_Flemm.html Flemmv3.1] - inflectional morphology parser for French<br />
*[http://www.cs.cmu.edu/afs/cs.cmu.edu/project/ai-repository/ai/areas/nlp/morph/fonol/0.html FONOL] - Phonological Programming Language<br />
*[http://services.canoo.com/MorphologyBrowser.html German Morphology Browser]<br />
*[http://www.cs.technion.ac.il/~erelsgl/bxi/hmntx/teud.html Hebrew Morphological Parser]<br />
*[http://www.cs.cmu.edu/afs/cs.cmu.edu/project/ai-repository/ai/areas/nlp/morph/map/0.html MAP] - Cambridge/Edinburgh Morphological Analyzer and Dictionary System<br />
*[http://bach.arts.kuleuven.ac.be/~piet/morlex/index.html MORLEX] - A lexical database for French<br />
*[http://www.informatics.susx.ac.uk/research/nlp/carroll/morph.html morpha and morphg] - fast and robust morphological analysis and generation for English, from John A. Carroll<br />
*[http://sslmitdev-online.sslmit.unibo.it/linguistics/morph-it.php Morph-It! version 0.31] - a free morphological resource for the Italian language<br />
*[http://www.cs.cmu.edu/afs/cs.cmu.edu/project/ai-repository/ai/areas/nlp/morph/morfogen/0.html MORFOGEN] - a Morphology Grammar Builder and Dictionary Interface Tool<br />
*[http://nlp.cs.nyu.edu/nomlex/index.html NOMLEX] - a dictionary of English nominalizations<br />
*[http://www.sil.org/pckimmo/about_pc-kimmo.html PC-KIMMO] - a Two-level Processor for Morphological Analysis, including KGEN, KTEXT, and Englex<br />
*[http://www.glue.umd.edu/~kareem/research/ Sebawai] - an Arabic Morphological Analyzer<br />
*[http://www.ims.uni-stuttgart.de/projekte/gramotron/SOFTWARE/SFST.html SFST] - Stuttgart Finite State Transducer Tools<br />
*[http://www.cs.cmu.edu/afs/cs.cmu.edu/project/ai-repository/ai/areas/nlp/morph/tulip/0.html TULIP] - a two level phonological formalism<br />
<br />
==Part of speech tagging==<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
*[http://acopost.sourceforge.net/ ACOPOST - A Collection Of PoS Taggers] Maximum Entropy Tagger, Trigram Tagger, Transformation-based Tagger, Example-based tagger<br />
*[http://www.cs.jhu.edu/~brill/RBT1_14.tar.Z Brill Tagger] - supervised, trainable<br />
*[http://www.connexor.com/software/tagger/ Connexor Machinese Phrase Tagger]<br />
*[http://nltk.sourceforge.net/ - NLTK - Natural Language Toolkit] Regexp Tagger, N-Gram Tagger, Brill Tagger, HMM Tagger, plus a freely downloadable book with a chapter on tagging<br />
<br />
==Combined morphology and tagging==<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
*[http://nlp.postech.ac.kr/DownLoad/k_api.html Korean morphological analyzer and part-of-speech tagger]<br />
*[http://www.nlplab.cn/resource/CIP/neucsp.zip NEUCSP] - a tool for Chinese Word Segmentation and POS tagging<br />
*[http://www.cis.upenn.edu/~xtag/swrelease.html XTAG] - tools for parsing and grammar development, including morphological analysis and tagging, as described in [http://www.cs.mu.oz.au/acl/C/C94/C94-2149.pdf XTAG System - A Wide Coverage Grammar for English] and [http://arxiv.org/abs/cmp-lg/9410024 A Freely Available Wide Coverage Morphological Analyzer for English]<br />
<br />
[[Category:Morphology]]<br />
[[Category:Software]]</div>StevenBirdhttps://aclweb.org/aclwiki/index.php?title=Morphology_software_for_English&diff=3692Morphology software for English2007-05-29T15:19:14Z<p>StevenBird: /* Part of speech tagging */</p>
<hr />
<div>'''[[Software]] - Morphology and part of speech tagging'''<br />
<br />
== Morphology ==<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
*[http://clipdemos.umiacs.umd.edu/catvar/ Catvar 2.0] - The Categorial Variation Database for English<br />
*[http://www.ru.nl/celex/ CELEX database] - Dutch, English, and German word forms<br />
*[http://www.univ-nancy2.fr/pers/namer/Telecharger_Flemm.html Flemmv3.1] - inflectional morphology parser for French<br />
*[http://www.cs.cmu.edu/afs/cs.cmu.edu/project/ai-repository/ai/areas/nlp/morph/fonol/0.html FONOL] - Phonological Programming Language<br />
*[http://services.canoo.com/MorphologyBrowser.html German Morphology Browser]<br />
*[http://www.cs.technion.ac.il/~erelsgl/bxi/hmntx/teud.html Hebrew Morphological Parser]<br />
*[http://www.cs.cmu.edu/afs/cs.cmu.edu/project/ai-repository/ai/areas/nlp/morph/map/0.html MAP] - Cambridge/Edinburgh Morphological Analyzer and Dictionary System<br />
*[http://bach.arts.kuleuven.ac.be/~piet/morlex/index.html MORLEX] - A lexical database for French<br />
*[http://www.informatics.susx.ac.uk/research/nlp/carroll/morph.html morpha and morphg] - fast and robust morphological analysis and generation for English, from John A. Carroll<br />
*[http://sslmitdev-online.sslmit.unibo.it/linguistics/morph-it.php Morph-It! version 0.31] - a free morphological resource for the Italian language<br />
*[http://www.cs.cmu.edu/afs/cs.cmu.edu/project/ai-repository/ai/areas/nlp/morph/morfogen/0.html MORFOGEN] - a Morphology Grammar Builder and Dictionary Interface Tool<br />
*[http://nlp.cs.nyu.edu/nomlex/index.html NOMLEX] - a dictionary of English nominalizations<br />
*[http://www.sil.org/pckimmo/about_pc-kimmo.html PC-KIMMO] - a Two-level Processor for Morphological Analysis, including KGEN, KTEXT, and Englex<br />
*[http://www.glue.umd.edu/~kareem/research/ Sebawai] - an Arabic Morphological Analyzer<br />
*[http://www.ims.uni-stuttgart.de/projekte/gramotron/SOFTWARE/SFST.html SFST] - Stuttgart Finite State Transducer Tools<br />
*[http://www.cs.cmu.edu/afs/cs.cmu.edu/project/ai-repository/ai/areas/nlp/morph/tulip/0.html TULIP] - a two level phonological formalism<br />
<br />
==Part of speech tagging==<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
*[http://acopost.sourceforge.net/ ACOPOST - A Collection Of PoS Taggers] Maximum Entropy Tagger, Trigram Tagger, Transformation-based Tagger, Example-based tagger<br />
*[http://www.cs.jhu.edu/~brill/RBT1_14.tar.Z Brill Tagger] - supervised, trainable<br />
*[http://www.connexor.com/software/tagger/ Connexor Machinese Phrase Tagger]<br />
*[http://nltk.sourceforge.net/ NLTK - Natural Language Toolkit] Regexp Tagger, N-Gram Tagger, Brill Tagger, HMM Tagger<br />
<br />
==Combined morphology and tagging==<br />
<!-- Please keep this list in alphabetical order --><br />
<br />
*[http://nlp.postech.ac.kr/DownLoad/k_api.html Korean morphological analyzer and part-of-speech tagger]<br />
*[http://www.nlplab.cn/resource/CIP/neucsp.zip NEUCSP] - a tool for Chinese Word Segmentation and POS tagging<br />
*[http://www.cis.upenn.edu/~xtag/swrelease.html XTAG] - tools for parsing and grammar development, including morphological analysis and tagging, as described in [http://www.cs.mu.oz.au/acl/C/C94/C94-2149.pdf XTAG System - A Wide Coverage Grammar for English] and [http://arxiv.org/abs/cmp-lg/9410024 A Freely Available Wide Coverage Morphological Analyzer for English]<br />
<br />
[[Category:Morphology]]<br />
[[Category:Software]]</div>StevenBird