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

Difference between revisions of "Conference Handbook"

Latest revision as of 19:14, 24 November 2008

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