Conference Handbook: Difference between revisions

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<nowiki>[ACL VP]</nowiki> Issue Call for Bids
<nowiki>[ACL VP]</nowiki> Issue Call for Bids


* liaise with ACL Exec for general parameters of time and place
* <nowiki>[ACL VP]</nowiki> liaise with ACL Exec for general parameters of time and place


* create call (see [[Call_for_conference_bids|calls-for-conference-bids]])
* <nowiki>[ACL VP]</nowiki> create call (see [[Call_for_conference_bids|calls-for-conference-bids]])


* contact likely candidates for local chair about responding to the bid
* <nowiki>[ACL VP]</nowiki> contact likely candidates for local chair about responding to the bid


===T-17 months===
===T-17 months===
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<nowiki>[ACL Exec]</nowiki> Accept preliminary call and select main candidates
<nowiki>[ACL Exec]</nowiki> Accept preliminary call and select main candidates


Bids will identify many key positions (local chair, sponsorship
* <nowiki>[ACL Exec]</nowiki> Bids will identify many key positions (local chair, sponsorship
chair, etc.) and make suggestions for general chair.
chair, etc.) and make suggestions for general chair.


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<nowiki>[ACL Exec and principal bidder]</nowiki> Accept bid
<nowiki>[ACL Exec and principal bidder]</nowiki> Accept bid


* identify all key organizers
* <nowiki>[ACL Exec and principal bidder]</nowiki> identify all key organizers
* establish email aliases
* <nowiki>[ACL Exec and principal bidder]</nowiki> establish email aliases
* provide access to conference organizing website
* <nowiki>[ACL Exec and principal bidder]</nowiki> provide access to conference organizing website


<nowiki>[ACL Exec]</nowiki> General Chair (see [[Selecting the general chair|criteria-for-general-chair]])
<nowiki>[ACL Exec]</nowiki> General Chair (see [[Selecting the general chair|criteria-for-general-chair]])
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<nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])
<nowiki>[General and local chair]</nowiki> Finalize location and dates (see [[local arrangements chair duties|local-arrangements-chair]])
* finalize exact dates (confirm with ACL Exec)
* <nowiki>[General and local chair]</nowiki> finalize exact dates (confirm with ACL Exec)
* sign contract(s) with venue (for meetings and accommodations)
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue (for meetings and accommodations)
* pay any deposits due (contact ACL Exec)
* <nowiki>[General and local chair]</nowiki> pay any deposits due (contact ACL Exec)


<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee
<nowiki>[Local Chair]</nowiki> Finalize Local Arrangements Committee


assemble Local Arrangements Committee
<nowiki>[Local Chair]</nowiki> assemble Local Arrangements Committee
* one or two people who would be able to take over in case something happens to the local chair
* <nowiki>[Local Chair]</nowiki> 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
* <nowiki>[Local Chair]</nowiki> one or two admin-level people
* someone dedicated to audiovisual (AV) and space management
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management
* (possibly) webmaster (see [[webmaster]])
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])
* collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)
* <nowiki>[Local Chair]</nowiki> collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)


<nowiki>[General and sponsorship chairs]</nowiki> (see sponsorship-chair) Create Sponsorship Committee
<nowiki>[General and sponsorship chairs]</nowiki> (see sponsorship-chair) Create Sponsorship Committee
* estimate budget needs (see budgets)
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see budgets)
* assemble committee, mainly corporate insiders of likely sponsors
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors
* approach corporations to get placed on budget for next year
* <nowiki>[General and sponsorship chairs]</nowiki> approach corporations to get placed on budget for next year


<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and issue initial conference announcement


* include theme, general outlines, location and dates, pointers to details, organizer contact info
* <nowiki>[General, program, local, and publicity chairs]</nowiki> include theme, general outlines, location and dates, pointers to details, organizer contact info
* publicize widely (see publicity-chair)
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see publicity-chair)


<nowiki>[General and local chairs; webmaster]</nowiki> Establish website
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website


* include general conference announcement
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement
* include preliminary local info
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info
* include stubs for calls for papers, etc.
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.


===T-12 months===
===T-12 months===
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<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation


* set approx. registration deadlines and costs
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs
* design conference logo for program, posters, etc.
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.
* create call for participation
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation
* design posters and fliers with Call for Participation
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation
* print and distribute them (web, email, hardcopy, posters, etc.)
* <nowiki>[General and local chairs; Priscilla]</nowiki> print and distribute them (web, email, hardcopy, posters, etc.)


<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and disseminate Call for Papers
<nowiki>[General, program, local, and publicity chairs]</nowiki> Create and disseminate Call for Papers


create Call for Papers:
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:
* determine general conference theme(s)
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)
* if possible, identify some invited speakers
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers
* set dates of submission, notification, and final copies (T-7 / T-5 / T-3)
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)
* set format requirements for papers
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers
* distribute Call for Papers (see [[publicity chair duties|publicity chair]]):
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):
* on Web / newsgroups / mailing lists
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists
* provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.
* provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities


===T-13 to T-4 months===
===T-13 to T-4 months===
<nowiki>[Sponsorship committee]</nowiki> Apply for funding
<nowiki>[Sponsorship committee]</nowiki> Apply for funding


* create and submit grant proposals to AAAI, NSF, etc.
* <nowiki>[Sponsorship committee]</nowiki> 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)
* <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)


===T-11 months===
===T-11 months===
<nowiki>[Program chairs]</nowiki> Assemble program committee
<nowiki>[Program chairs]</nowiki> Assemble program committee


* determine program committee structure and review process
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process
* establish major topic areas and likely submission distribution
* <nowiki>[Program chairs]</nowiki> 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.
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.
* ensure proportional representation of gender, seniority, origin, etc.
* <nowiki>[Program chairs]</nowiki> ensure proportional representation of gender, seniority, origin, etc.


<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos
<nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> Solicit tutorials, workshops, and demos
* create Calls for Bids and papers (see workshop-calls-for-bids)
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> create Calls for Bids and papers (see workshop-calls-for-bids)
* issue them (website, publications, email, etc.)
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)


===T-9 months===
===T-9 months===
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops


* select tutorials, taking into account coverage and recent past tutorials (contact Exec)
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)
* select workshops (contact Exec; see ACL-policy-worksp-support)
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)
* liaise with local chair for space needs and scheduling
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> 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.
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.
* update webpages
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages
* liaise with Priscilla for registration form
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form


<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers


* liaise with local chair for space needs and scheduling
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling
* liaise with general chair about printed material, agenda/time management, payments, fees, etc.
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.
* liaise with sponsorship chair for funding applications
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications
* create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)
* update webpages
* <nowiki>[Workshop and student chairs]</nowiki> update webpages
* liaise with Priscilla for registration form
* <nowiki>[Workshop and student chairs]</nowiki> liaise with Priscilla for registration form


<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors
<nowiki>[Exhibits chair]</nowiki> Locate and sign up exhibitors


* approach CL corporation exhibitors
* <nowiki>[Exhibits chair]</nowiki> approach CL corporation exhibitors
* approach book publisher exhibitors (unless this is done by Priscilla?)
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)
* sign them up
* <nowiki>[Exhibits chair]</nowiki> sign them up


===T-8 months===
===T-8 months===
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture


* update budget
* <nowiki>[Program and sponsorship chair]</nowiki> update budget
* project financial needs and make plans to meet them
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them


===T-7 months===
===T-7 months===
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers


* create review form and reviewer instructions
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions
* accept submitted papers
* <nowiki>[Program chairs]</nowiki> accept submitted papers
* assign to reviewers
* <nowiki>[Program chairs]</nowiki> assign to reviewers
* send out for review
* <nowiki>[Program chairs]</nowiki> send out for review


<nowiki>[Program, workshop, sponsorship chairs] </nowiki>Finalize invited speakers, panelists, etc.
<nowiki>[Program, workshop, sponsorship chairs]</nowiki> Finalize invited speakers, panelists, etc.


* create basic plan of speakers and panels
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> create basic plan of speakers and panels
* invite speakers
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers
* reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities
* <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
* update webpages
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages


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


<nowiki>[Local chair]</nowiki> Arrange conference social program
<nowiki>[Local chair]</nowiki> Arrange conference social program


* confirm arrangements with banquet and other social event providers
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers
* arrange reception
* <nowiki>[Local chair]</nowiki> arrange reception
* arrange banquet: location, cost, transport, etc.
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.
* plan outing, for open evening?
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?
* plan anything special? Spouses’ events? Outings?
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?
* update webpages
* <nowiki>[Local chair]</nowiki> update webpages
* liaise with Priscilla for registration form
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form


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


===T-6 months: ===
===T-6 months: ===
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions


* accept submissions
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions
* review them
* <nowiki>[Workshop and student chairs]</nowiki> review them
* send accept/reject letters
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters


<nowiki>[Demo chair]</nowiki> Call for demos
<nowiki>[Demo chair]</nowiki> Call for demos
* create and issue Call for Demos
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos


<nowiki>[Program chairs]</nowiki> Find Proceedings printers
<nowiki>[Program chairs]</nowiki> Find Proceedings printers
* specify proceedings format and ask for quotes
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes
* select printer and binder
* <nowiki>[Demo chair]</nowiki> select printer and binder
* plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs
* <nowiki>[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


<nowiki>[General chair]</nowiki> Update website
<nowiki>[General chair]</nowiki> Update website
* contact all chairs to collect their info for the website
* <nowiki>[General chair]</nowiki> contact all chairs to collect their info for the website
* liaise with Priscilla for registration form
* <nowiki>[General chair]</nowiki> liaise with Priscilla for registration form


<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form
<nowiki>[Priscilla, general, program, and local chairs]</nowiki> Create and issue registration form


* create form, with input from all relevant people
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> create form, with input from all relevant people
* send out by email and hardcopy
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy
* post on web
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web


<nowiki>[Local Chair]</nowiki> Plan registration process
<nowiki>[Local Chair]</nowiki> Plan registration process
* report to ACL Exec:
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:
* update on conference registration
* <nowiki>[Local Chair]</nowiki> update on conference registration
* update on venue (meeting and accommodation)bookings
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings
* plan on-site process, staff needs, etc.
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.
* organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos
* <nowiki>[Local Chair]</nowiki> organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos


===T-5 months===
===T-5 months===
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program
<nowiki>[Program chairs]</nowiki> Process reviewed papers and create program
* accept reviews
* <nowiki>[Program chairs]</nowiki> accept reviews
* decide on paper selection
* <nowiki>[Program chairs]</nowiki> 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
* <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
* send out accept and reject letters with reviews
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews
* update conference announcement and redistribute
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute
* update webpages
* <nowiki>[Program chairs]</nowiki> update webpages


===T-4 months===
===T-4 months===
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions  
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions  
* collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings
* provide them to webmaster and general and program chairs
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> provide them to webmaster and general and program chairs


<nowiki>[Exhibits chair]</nowiki> Set up exhibit
<nowiki>[Exhibits chair]</nowiki> Set up exhibit
* locate exhibit company for pipe-and-drape stands, signage, etc.
* <nowiki>[Exhibits chair]</nowiki> locate exhibit company for pipe-and-drape stands, signage, etc.
* buy insurance, if needed
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed
* liaise with exhibitors, local committee, and venue about display needs
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs
* work with program and sponsorship chairs on exhibitor fees
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees


<nowiki>[Demo chair]</nowiki> Arrange demos
<nowiki>[Demo chair]</nowiki> Arrange demos


* select demos
* <nowiki>[Demo chair]</nowiki> select demos
* work with selected demo-ers for AV needs
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs
* liaise with local chair for AV needs
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs
* liaise with program chairs for scheduling and proceedings
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings
* update webpages
* <nowiki>[Demo chair]</nowiki> update webpages


===T-3 months===
===T-3 months===
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture
* update budget
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget
* project needs
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs
* seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys
* <nowiki>[Program and sponsorship chairs]</nowiki> seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys


<nowiki>[Local chair]</nowiki> Confirm local events
<nowiki>[Local chair]</nowiki> Confirm local events


* confirm meeting venue: rooms, spaces, lunches, etc.
* <nowiki>[Local chair]</nowiki> confirm meeting venue: rooms, spaces, lunches, etc.
* confirm accommodations
* <nowiki>[Local chair]</nowiki> confirm accommodations
* confirm social events: banquet, reception, entertainment, outings, etc.
* <nowiki>[Local chair]</nowiki> confirm social events: banquet, reception, entertainment, outings, etc.


<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees
<nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> Confirm invitees


* confirm attendance of invited speakers and panelists
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of invited speakers and panelists
* confirm attendance of paper and demo presenters
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters
* confirm tutorials and workshops
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops
* confirm exhibitors
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors


<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=


* finalize payments of all exhibitors
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors
* complete design of exhibition space(s)
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)
* complete arrangements with pipe and drape rentals, etc.
* <nowiki>[Exhibits chair]</nowiki> complete arrangements with pipe and drape rentals, etc.


<nowiki>[Local chair]</nowiki> Set up demo AV equipment
<nowiki>[Local chair]</nowiki> Set up demo AV equipment


* determine AV requirements of demo and paper presenters and other speakers
* <nowiki>[Local chair]</nowiki> determine AV requirements of demo and paper presenters and other speakers
* link up with venue
* <nowiki>[Local chair]</nowiki> link up with venue


<nowiki>[Publicity chair and Priscilla]</nowiki>
<nowiki>[Publicity chair and Priscilla]</nowiki>


* send out registration form again
* <nowiki>[Publicity chair and Priscilla]</nowiki> send out registration form again
* contact local authorities, as relevant
* <nowiki>[Publicity chair and Priscilla]</nowiki> contact local authorities, as relevant


<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings
<nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> Receive final papers and create Proceedings


* accept final camera-ready papers
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> accept final camera-ready papers
* create Proceedings (main volume and any accompanying ones):
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):
* front matter: title page, ToC, foreword(s), list of authors, etc.
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.
* body (xerox page numbers onto submitted final papers)
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)
* covers
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers
* send to printers and binders
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders
* update webpages as needed
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> update webpages as needed


<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material
<nowiki>[Tutorial, workshop, and student chairs]</nowiki> Create tutorial and workshop material


* arrange for printing of tutorial and workshop materials (see workshop proceedings format)
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> arrange for printing of tutorial and workshop materials (see workshop proceedings format)
* collect material from presenters
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters
* create books/proceedings
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings


===T-2 month===
===T-2 month===
<nowiki>[Program chairs]</nowiki> Assign session chairs
<nowiki>[Program chairs]</nowiki> Assign session chairs


* send out instructions to session chairs and speakers about time and place, as well as time management for the talks
* <nowiki>[Program chairs]</nowiki> send out instructions to session chairs and speakers about time and place, as well as time management for the talks


<nowiki>[Local chair]</nowiki> Finalize on-site admin
<nowiki>[Local chair]</nowiki> Finalize on-site admin


* assemble team of assistants for registration, gophering, etc.
* <nowiki>[Local chair]</nowiki> assemble team of assistants for registration, gophering, etc.


<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material
<nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> Create conference registration material


* create program to be included in conference registration package
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> create program to be included in conference registration package
* gather all other material, incl. freebies
* <nowiki>[General, program, tutorial, workshop, student, exhibit, local chairs]</nowiki> gather all other material, incl. freebies


<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update
<nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> Give registration update


* update ACL Exec on conference registration, venue and accommodation bookings, financial status
* <nowiki>[Priscilla, local, and sponsorship chairs]</nowiki> 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.)
* <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.)


===T-1 month===
===T-1 month===
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach
<nowiki>[General and publicity chairs]</nowiki> Perform local outreach


* start local advertising
* <nowiki>[General and publicity chairs]</nowiki> start local advertising
* contact press, TV, etc.
* <nowiki>[General and publicity chairs]</nowiki> contact press, TV, etc.


<nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> Finalize all Proceedings and tutorial material
<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.)
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check proceedings (papers, students and other workshops, demos, etc.)
* collect and check final tutorial materials
* <nowiki>[Program, tutorial, workshop, student, exhibit, demo chairs]</nowiki> collect and check final tutorial materials


<nowiki>[Local chair]</nowiki> Finalize demo AV equipment
<nowiki>[Local chair]</nowiki> Finalize demo AV equipment


* finalize AV requirements of demo-ers
* <nowiki>[Local chair]</nowiki> finalize AV requirements of demo-ers


<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update
<nowiki>[Priscilla, local and sponsorship chairs]</nowiki> Give registration update


* update ACL Exec on conference registration, hotel and dorm bookings, financial status
* <nowiki>[Priscilla, local and sponsorship chairs]</nowiki> update ACL Exec on conference registration, hotel and dorm bookings, financial status


<nowiki>[Local chair]</nowiki> Finalize registration package
<nowiki>[Local chair]</nowiki> Finalize registration package


* assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.
* <nowiki>[Local chair]</nowiki> assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.
 
   
   
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences  
Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences  

Revision as of 22:44, 3 July 2007

Basic Timetable

The generic timetable for organizing the conference, from which a specific one can be built.

T-20 months

[ACL VP] Issue Call for Bids

  • [ACL VP] liaise with ACL Exec for general parameters of time and place
  • [ACL VP] contact likely candidates for local chair about responding to the bid

T-17 months

[ACL Exec] Accept preliminary call and select main candidates

  • [ACL Exec] Bids will identify many key positions (local chair, sponsorship

chair, etc.) and make suggestions for general chair.

T-16 months

[ACL Exec and principal bidder] Accept bid

  • [ACL Exec and principal bidder] identify all key organizers
  • [ACL Exec and principal bidder] establish email aliases
  • [ACL Exec and principal bidder] provide access to conference organizing website

[ACL Exec] General Chair (see criteria-for-general-chair)

[ACL Exec] Program Chairs

[ACL Exec] Student Workshop chair

[Bidder] Local Arrangements Chair

[Bidder] Tutorial Chair (and) Workshop Chair

[Bidder] Exhibits Coordinator

[Bidder] Demo Chair

[Bidder] Sponsorship Chair

[Bidder] Publicity Chair, possibly

T-13 months:

[General and local chair] Finalize location and dates (see local-arrangements-chair)

  • [General and local chair] finalize exact dates (confirm with ACL Exec)
  • [General and local chair] sign contract(s) with venue (for meetings and accommodations)
  • [General and local chair] pay any deposits due (contact ACL Exec)

[Local Chair] Finalize Local Arrangements Committee

[Local Chair] assemble Local Arrangements Committee

  • [Local Chair] one or two people who would be able to take over in case something happens to the local chair
  • [Local Chair] one or two admin-level people
  • [Local Chair] someone dedicated to audiovisual (AV) and space management
  • [Local Chair] (possibly) webmaster (see webmaster)
  • [Local Chair] collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.)

[General and sponsorship chairs] (see sponsorship-chair) Create Sponsorship Committee

  • [General and sponsorship chairs] estimate budget needs (see budgets)
  • [General and sponsorship chairs] assemble committee, mainly corporate insiders of likely sponsors
  • [General and sponsorship chairs] approach corporations to get placed on budget for next year

[General, program, local, and publicity chairs] Create and issue initial conference announcement

  • [General, program, local, and publicity chairs] include theme, general outlines, location and dates, pointers to details, organizer contact info
  • [General, program, local, and publicity chairs] publicize widely (see publicity-chair)

[General and local chairs; webmaster] Establish website

  • [General and local chairs; webmaster] include general conference announcement
  • [General and local chairs; webmaster] include preliminary local info
  • [General and local chairs; webmaster] include stubs for calls for papers, etc.

T-12 months

[General and local chairs; Priscilla] Create and disseminate Call for Participation

  • [General and local chairs; Priscilla] set approx. registration deadlines and costs
  • [General and local chairs; Priscilla] design conference logo for program, posters, etc.
  • [General and local chairs; Priscilla] create call for participation
  • [General and local chairs; Priscilla] design posters and fliers with Call for Participation
  • [General and local chairs; Priscilla] print and distribute them (web, email, hardcopy, posters, etc.)

[General, program, local, and publicity chairs] Create and disseminate Call for Papers

[General, program, local, and publicity chairs] create Call for Papers:

  • [General, program, local, and publicity chairs] determine general conference theme(s)
  • [General, program, local, and publicity chairs] if possible, identify some invited speakers
  • [General, program, local, and publicity chairs] set dates of submission, notification, and final copies (T-7 / T-5 / T-3)
  • [General, program, local, and publicity chairs] set format requirements for papers
  • [General, program, local, and publicity chairs] distribute Call for Papers (see publicity chair):
  • [General, program, local, and publicity chairs] on Web / newsgroups / mailing lists
  • [General, program, local, and publicity chairs] provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.
  • [General, program, local, and publicity chairs] provide to SIGs, SIGIR, Speech, NLGen, AMTA, and other related communities

T-13 to T-4 months

[Sponsorship committee] Apply for funding

  • [Sponsorship committee] create and submit grant proposals to AAAI, NSF, etc.
  • [Sponsorship committee] contact companies for donations to sponsor reception, banquet, etc. (Initial contact T-13, while budgets are still being set for the next year; maintain intermittent contact; then final requests at T-3)

T-11 months

[Program chairs] Assemble program committee

  • [Program chairs] determine program committee structure and review process
  • [Program chairs] establish major topic areas and likely submission distribution
  • [Program chairs] invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc.
  • [Program chairs] ensure proportional representation of gender, seniority, origin, etc.

[Tutorial, workshop, student, demo, and program chairs] Solicit tutorials, workshops, and demos

  • [Tutorial, workshop, student, demo, and program chairs] create Calls for Bids and papers (see workshop-calls-for-bids)
  • [Tutorial, workshop, student, demo, and program chairs] issue them (website, publications, email, etc.)

T-9 months

[Tutorial, workshop, program chairs] Select tutorials and workshops

  • [Tutorial, workshop, program chairs] select tutorials, taking into account coverage and recent past tutorials (contact Exec)
  • [Tutorial, workshop, program chairs] select workshops (contact Exec; see ACL-policy-worksp-support)
  • [Tutorial, workshop, program chairs] liaise with local chair for space needs and scheduling
  • [Tutorial, workshop, program chairs] issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.
  • [Tutorial, workshop, program chairs] update webpages
  • [Tutorial, workshop, program chairs] liaise with Priscilla for registration form

[Workshop and student chairs] Issue workshop calls for papers

  • [Workshop and student chairs] liaise with local chair for space needs and scheduling
  • [Workshop and student chairs] liaise with general chair about printed material, agenda/time management, payments, fees, etc.
  • [Workshop and student chairs] liaise with sponsorship chair for funding applications
  • [Workshop and student chairs] create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)
  • [Workshop and student chairs] update webpages
  • [Workshop and student chairs] liaise with Priscilla for registration form

[Exhibits chair] Locate and sign up exhibitors

  • [Exhibits chair] approach CL corporation exhibitors
  • [Exhibits chair] approach book publisher exhibitors (unless this is done by Priscilla?)
  • [Exhibits chair] sign them up

T-8 months

[Program and sponsorship chair] Update financial picture

  • [Program and sponsorship chair] update budget
  • [Program and sponsorship chair] project financial needs and make plans to meet them

T-7 months

[Program chairs] Accept and distribute submitted papers

  • [Program chairs] create review form and reviewer instructions
  • [Program chairs] accept submitted papers
  • [Program chairs] assign to reviewers
  • [Program chairs] send out for review

[Program, workshop, sponsorship chairs] Finalize invited speakers, panelists, etc.

  • [Program, workshop, sponsorship chairs] create basic plan of speakers and panels
  • [Program, workshop, sponsorship chairs] invite speakers
  • [Program, workshop, sponsorship chairs] reissue Conference Announcement: Web, newsgroups, mailing lists, ACL (Priscilla and Finite String), AAAI Magazine, SIGIR, Speech, NLGen, AMTA, and other related communities
  • [Program, workshop, sponsorship chairs] update webpages

[Local chair] Confirm venues

  • [Local chair] confirm arrangements with meeting venue: rooms, spaces, lunches, etc.
  • [Local chair] confirm arrangements with accommodation venue: rooms

[Local chair] Arrange conference social program

  • [Local chair] confirm arrangements with banquet and other social event providers
  • [Local chair] arrange reception
  • [Local chair] arrange banquet: location, cost, transport, etc.
  • [Local chair] plan outing, for open evening?
  • [Local chair] plan anything special? Spouses’ events? Outings?
  • [Local chair] update webpages
  • [Local chair] liaise with Priscilla for registration form

T-7 to T-5 months

[Sponsorship committee] Apply for corporate funding

  • [Sponsorship committee] approach/confirm companies for grants and donations

T-6 months:

[Workshop and student chairs] Process workshop submissions

  • [Workshop and student chairs] accept submissions
  • [Workshop and student chairs] review them
  • [Workshop and student chairs] send accept/reject letters

[Demo chair] Call for demos

  • [Demo chair] create and issue Call for Demos

[Program chairs] Find Proceedings printers

  • [Demo chair] specify proceedings format and ask for quotes
  • [Demo chair] select printer and binder
  • [Demo chair] plan to ensure timely delivery . If the proceedings are not printed in the host country, allow an extra 6—8 weeks for customs

[General chair] Update website

  • [General chair] contact all chairs to collect their info for the website
  • [General chair] liaise with Priscilla for registration form

[Priscilla, general, program, and local chairs] Create and issue registration form

  • [Priscilla, general, program, and local chairs] create form, with input from all relevant people
  • [Priscilla, general, program, and local chairs] send out by email and hardcopy
  • [Priscilla, general, program, and local chairs] post on web

[Local Chair] Plan registration process

  • [Local Chair] report to ACL Exec:
  • [Local Chair] update on conference registration
  • [Local Chair] update on venue (meeting and accommodation)bookings
  • [Local Chair] plan on-site process, staff needs, etc.
  • [Local Chair] organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos

T-5 months

[Program chairs] Process reviewed papers and create program

  • [Program chairs] accept reviews
  • [Program chairs] decide on paper selection
  • [Program chairs] create program, more or less (remember time for ACL members’ meeting, banquet, reception, outings if any, etc.); liaise with Local chair
  • [Program chairs] send out accept and reject letters with reviews
  • [Program chairs] update conference announcement and redistribute
  • [Program chairs] update webpages

T-4 months

[General, program, workshop, tutorial, exhibits chairs] Collect Proceedings descriptions

  • [General, program, workshop, tutorial, exhibits chairs] collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings
  • [General, program, workshop, tutorial, exhibits chairs] provide them to webmaster and general and program chairs

[Exhibits chair] Set up exhibit

  • [Exhibits chair] locate exhibit company for pipe-and-drape stands, signage, etc.
  • [Exhibits chair] buy insurance, if needed
  • [Exhibits chair] liaise with exhibitors, local committee, and venue about display needs
  • [Exhibits chair] work with program and sponsorship chairs on exhibitor fees

[Demo chair] Arrange demos

  • [Demo chair] select demos
  • [Demo chair] work with selected demo-ers for AV needs
  • [Demo chair] liaise with local chair for AV needs
  • [Demo chair] liaise with program chairs for scheduling and proceedings
  • [Demo chair] update webpages

T-3 months

[Program and sponsorship chairs] Update financial picture

  • [Program and sponsorship chairs] update budget
  • [Program and sponsorship chairs] project needs
  • [Program and sponsorship chairs] seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys

[Local chair] Confirm local events

  • [Local chair] confirm meeting venue: rooms, spaces, lunches, etc.
  • [Local chair] confirm accommodations
  • [Local chair] confirm social events: banquet, reception, entertainment, outings, etc.

[Program, tutorial, workshop, demo, student, exhibits chairs] Confirm invitees

  • [Program, tutorial, workshop, demo, student, exhibits chairs] confirm attendance of invited speakers and panelists
  • [Program, tutorial, workshop, demo, student, exhibits chairs] confirm attendance of paper and demo presenters
  • [Program, tutorial, workshop, demo, student, exhibits chairs] confirm tutorials and workshops
  • [Program, tutorial, workshop, demo, student, exhibits chairs] confirm exhibitors

[Exhibits chair] Finalize exhibit spaces=

  • [Exhibits chair] finalize payments of all exhibitors
  • [Exhibits chair] complete design of exhibition space(s)
  • [Exhibits chair] complete arrangements with pipe and drape rentals, etc.

[Local chair] Set up demo AV equipment

  • [Local chair] determine AV requirements of demo and paper presenters and other speakers
  • [Local chair] link up with venue

[Publicity chair and Priscilla]

  • [Publicity chair and Priscilla] send out registration form again
  • [Publicity chair and Priscilla] contact local authorities, as relevant

[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] Receive final papers and create Proceedings

  • [General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] accept final camera-ready papers
  • [General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] create Proceedings (main volume and any accompanying ones):
  • [General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] front matter: title page, ToC, foreword(s), list of authors, etc.
  • [General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] body (xerox page numbers onto submitted final papers)
  • [General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] covers
  • [General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] send to printers and binders
  • [General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs] update webpages as needed

[Tutorial, workshop, and student chairs] Create tutorial and workshop material

  • [Tutorial, workshop, and student chairs] arrange for printing of tutorial and workshop materials (see workshop proceedings format)
  • [Tutorial, workshop, and student chairs] collect material from presenters
  • [Tutorial, workshop, and student chairs] create books/proceedings

T-2 month

[Program chairs] Assign session chairs

  • [Program chairs] send out instructions to session chairs and speakers about time and place, as well as time management for the talks

[Local chair] Finalize on-site admin

  • [Local chair] assemble team of assistants for registration, gophering, etc.

[General, program, tutorial, workshop, student, exhibit, local chairs] Create conference registration material

  • [General, program, tutorial, workshop, student, exhibit, local chairs] create program to be included in conference registration package
  • [General, program, tutorial, workshop, student, exhibit, local chairs] gather all other material, incl. freebies

[Priscilla, local, and sponsorship chairs] Give registration update

  • [Priscilla, local, and sponsorship chairs] update ACL Exec on conference registration, venue and accommodation bookings, financial status
  • [Priscilla, local, and sponsorship chairs] update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.)

T-1 month

[General and publicity chairs] Perform local outreach

  • [General and publicity chairs] start local advertising
  • [General and publicity chairs] contact press, TV, etc.

[Program, tutorial, workshop, student, exhibit, demo chairs] Finalize all Proceedings and tutorial material

  • [Program, tutorial, workshop, student, exhibit, demo chairs] collect and check proceedings (papers, students and other workshops, demos, etc.)
  • [Program, tutorial, workshop, student, exhibit, demo chairs] collect and check final tutorial materials

[Local chair] Finalize demo AV equipment

  • [Local chair] finalize AV requirements of demo-ers

[Priscilla, local and sponsorship chairs] Give registration update

  • [Priscilla, local and sponsorship chairs] update ACL Exec on conference registration, hotel and dorm bookings, financial status

[Local chair] Finalize registration package

  • [Local chair] assemble all materials into registration packets: local maps, local events, conference program, freebies, etc.

Author: Eduard Hovy, 1998, from timetables of previous AMTA conferences Updates: Eduard Hovy, from AAAI conference schedule and notes by Marie Meteer.

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