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| ==Basic Timetable==
| | Please see http://aclweb.org/adminwiki/index.php?title=Conference_Handbook |
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| The generic timetable for organizing the conference, from which a specific one can be built.
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| ===T-20 months===
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| <nowiki>[ACL VP]</nowiki> Issue Call for Bids
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| * liaise with ACL Exec for general parameters of time and place
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| * create call (see [[Call_for_conference_bids|calls-for-conference-bids]])
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| * contact likely candidates for local chair about responding to the bid
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| ===T-17 months===
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| <nowiki>[ACL Exec]</nowiki> Accept preliminary call and select main candidates
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| Bids will identify many key positions (local chair, sponsorship
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| chair, etc.) and make suggestions for general chair.
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| ===T-16 months===
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| <nowiki>[ACL Exec and principal bidder]</nowiki> Accept bid
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| * identify all key organizers
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| * establish email aliases
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| * provide access to conference organizing website
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| <nowiki>[ACL Exec]</nowiki> General Chair (see [[Selecting the general chair|criteria-for-general-chair]])
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| <nowiki>[ACL Exec]</nowiki> Program Chairs
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| <nowiki>[ACL Exec]</nowiki> Student Workshop chair
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| <nowiki>[Bidder]</nowiki> Local Arrangements Chair
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| <nowiki>[Bidder]</nowiki> Tutorial Chair (and) Workshop Chair
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| <nowiki>[Bidder]</nowiki> Exhibits Coordinator
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| <nowiki>[Bidder]</nowiki> Demo Chair
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| <nowiki>[Bidder]</nowiki> Sponsorship Chair
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| <nowiki>[Bidder]</nowiki> Publicity Chair, possibly
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| ===T-13 months: ===
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| <nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])
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| * finalize exact dates (confirm with ACL Exec)
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| * sign contract(s) with venue (for meetings and accommodations)
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| * pay any deposits due (contact ACL Exec)
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| <nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee
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| assemble Local Arrangements Committee
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| * one or two people who would be able to take over in case something happens to the local chair
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| * one or two admin-level people
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| * someone dedicated to audiovisual (AV) and space management
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| * (possibly) webmaster (see [[webmaster]])
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| * collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)
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| <nowiki>[General and sponsorship chairs]</nowiki> (see sponsorship-chair) Create Sponsorship Committee
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| * estimate budget needs (see budgets)
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| * assemble committee, mainly corporate insiders of likely sponsors
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| * approach corporations to get placed on budget for next year
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| <nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement
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| * include theme, general outlines, location and dates, pointers to details, organizer contact info
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| * publicize widely (see publicity-chair)
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| <nowiki>[General and local chairs; webmaster]</nowiki> Establish website
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| * include general conference announcement
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| * include preliminary local info
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| * include stubs for calls for papers, etc.
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| ===T-12 months===
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| <nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation
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| * set approx. registration deadlines and costs
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| * design conference logo for program, posters, etc.
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| * create call for participation
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| * design posters and fliers with Call for Participation
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| * print and distribute them (web, email, hardcopy, posters, etc.)
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| <nowiki>[General, program, local, and publicity chairs]</nowiki> Create and disseminate Call for Papers
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| create Call for Papers:
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| * determine general conference theme(s)
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| * if possible, identify some invited speakers
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| * set dates of submission, notification, and final copies (T-7 / T-5 / T-3)
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| * set format requirements for papers
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| * distribute Call for Papers (see [[publicity chair duties|publicity chair]]):
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| * on Web / newsgroups / mailing lists
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| * provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.
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| * provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities
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| ===T-13 to T-4 months===
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| <nowiki>[Sponsorship committee]</nowiki> Apply for funding
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| * create and submit grant proposals to AAAI, NSF, etc.
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| * 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)
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| ===T-11 months===
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| <nowiki>[Program chairs]</nowiki> Assemble program committee
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| * determine program committee structure and review process
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| * establish major topic areas and likely submission distribution
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| * invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.
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| * ensure proportional representation of gender, seniority, origin, etc.
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| <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos
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| * create Calls for Bids and papers (see workshop-calls-for-bids)
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| * issue them (website, publications, email, etc.)
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| ===T-9 months===
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| <nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops
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| * select tutorials, taking into account coverage and recent past tutorials (contact Exec)
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| * select workshops (contact Exec; see ACL-policy-worksp-support)
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| * liaise with local chair for space needs and scheduling
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| * issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.
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| * update webpages
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| * liaise with Priscilla for registration form
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| <nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers
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| * liaise with local chair for space needs and scheduling
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| * liaise with general chair about printed material, agenda/time management, payments, fees, etc.
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| * liaise with sponsorship chair for funding applications
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| * create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)
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| * update webpages
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| * liaise with Priscilla for registration form
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| <nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors
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| * approach CL corporation exhibitors
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| * approach book publisher exhibitors (unless this is done by Priscilla?)
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| * sign them up
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| ===T-8 months===
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| <nowiki>[Program and sponsorship chair]</nowiki> Update financial picture
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| * update budget
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| * project financial needs and make plans to meet them
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| ===T-7 months===
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| <nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers
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| * create review form and reviewer instructions
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| * accept submitted papers
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| * assign to reviewers
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| * send out for review
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| <nowiki>[Program, workshop, sponsorship chairs] </nowiki>Finalize invited speakers, panelists, etc.
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| * create basic plan of speakers and panels
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| * invite speakers
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| * reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities
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| * update webpages
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| <nowiki>[Local chair]</nowiki> Confirm venues
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| * confirm arrangements with meeting venue: rooms, spaces, lunches, etc.
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| * confirm arrangements with accommodation venue: rooms
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| <nowiki>[Local chair]</nowiki> Arrange conference social program
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| * confirm arrangements with banquet and other social event providers
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| * arrange reception
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| * arrange banquet: location, cost, transport, etc.
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| * plan outing, for open evening?
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| * plan anything special? Spouses’ events? Outings?
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| * update webpages
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| * liaise with Priscilla for registration form
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| ===T-7 to T-5 months===
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| <nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding
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| * approach/confirm companies for grants and donations
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| ===T-6 months: ===
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| <nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions
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| * accept submissions
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| * review them
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| * send accept/reject letters
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| <nowiki>[Demo chair]</nowiki> Call for demos
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| * create and issue Call for Demos
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| <nowiki>[Program chairs]</nowiki> Find Proceedings printers
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| * specify proceedings format and ask for quotes
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| * select printer and binder
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| * plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs
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| <nowiki>[General chair]</nowiki> Update website
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| * contact all chairs to collect their info for the website
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| * liaise with Priscilla for registration form
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| <nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form
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| * create form, with input from all relevant people
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| * send out by email and hardcopy
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| * post on web
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| <nowiki>[Local Chair]</nowiki> Plan registration process
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| * report to ACL Exec:
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| * update on conference registration
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| * update on venue (meeting and accommodation)bookings
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| * plan on-site process, staff needs, etc.
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| * organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos
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| ===T-5 months===
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| <nowiki>[Program chairs]</nowiki> Process reviewed papers and create program
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| * accept reviews
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| * decide on paper selection
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| * create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair
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| * send out accept and reject letters with reviews
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| * update conference announcement and redistribute
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| * update webpages
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| ===T-4 months===
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| <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions
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| * collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings
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| * provide them to webmaster and general and program chairs
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| <nowiki>[Exhibits chair]</nowiki> Set up exhibit
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| * locate exhibit company for pipe-and-drape stands, signage, etc.
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| * buy insurance, if needed
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| * liaise with exhibitors, local committee, and venue about display needs
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| * work with program and sponsorship chairs on exhibitor fees
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| <nowiki>[Demo chair]</nowiki> Arrange demos
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| * select demos
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| * work with selected demo-ers for AV needs
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| * liaise with local chair for AV needs
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| * liaise with program chairs for scheduling and proceedings
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| * update webpages
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| ===T-3 months===
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| <nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture
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| * update budget
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| * project needs
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| * seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys
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| <nowiki>[Local chair]</nowiki> Confirm local events
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| * confirm meeting venue: rooms, spaces, lunches, etc.
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| * confirm accommodations
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| * confirm social events: banquet, reception, entertainment, outings, etc.
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| <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees
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| * confirm attendance of invited speakers and panelists
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| * confirm attendance of paper and demo presenters
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| * confirm tutorials and workshops
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| * confirm exhibitors
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| <nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=
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| * finalize payments of all exhibitors
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| * complete design of exhibition space(s)
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| * complete arrangements with pipe and drape rentals, etc.
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| <nowiki>[Local chair]</nowiki> Set up demo AV equipment
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| * determine AV requirements of demo and paper presenters and other speakers
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| * link up with venue
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| <nowiki>[Publicity chair and Priscilla]</nowiki>
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| * send out registration form again
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| * contact local authorities, as relevant
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| <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings
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| * accept final camera-ready papers
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| * create Proceedings (main volume and any accompanying ones):
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| * front matter: title page, ToC, foreword(s), list of authors, etc.
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| * body (xerox page numbers onto submitted final papers)
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| * covers
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| * send to printers and binders
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| * update webpages as needed
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| <nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material
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| * arrange for printing of tutorial and workshop materials (see workshop proceedings format)
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| * collect material from presenters
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| * create books/proceedings
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| ===T-2 month===
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| <nowiki>[Program chairs]</nowiki> Assign session chairs
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| * send out instructions to session chairs and speakers about time and place, as well as time management for the talks
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| <nowiki>[Local chair]</nowiki> Finalize on-site admin
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| * assemble team of assistants for registration, gophering, etc.
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| <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material
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| * create program to be included in conference registration package
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| * gather all other material, incl. freebies
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| <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update
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| * update ACL Exec on conference registration, venue and accommodation bookings, financial status
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| * update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)
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| ===T-1 month===
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| <nowiki>[General and publicity chairs]</nowiki> Perform local outreach
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| * start local advertising
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| * contact press, TV, etc.
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| <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material
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| * collect and check proceedings (papers, students and other workshops, demos, etc.)
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| * collect and check final tutorial materials
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| <nowiki>[Local chair]</nowiki> Finalize demo AV equipment
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| * finalize AV requirements of demo-ers
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| <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update
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| * update ACL Exec on conference registration, hotel and dorm bookings, financial status
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| <nowiki>[Local chair]</nowiki> Finalize registration package
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| * assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.
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| Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences
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| Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.
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