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==Basic Timetable==
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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
 
 
 
* <nowiki>[ACL VP]</nowiki> liaise with ACL Exec for general parameters of time and place
 
 
 
* <nowiki>[ACL VP]</nowiki> create call (see [[Call_for_conference_bids|calls-for-conference-bids]])
 
 
 
* <nowiki>[ACL VP]</nowiki> 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
 
 
 
* <nowiki>[ACL Exec]</nowiki> 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
 
 
 
* <nowiki>[ACL Exec and principal bidder]</nowiki> identify all key organizers
 
* <nowiki>[ACL Exec and principal bidder]</nowiki> establish email aliases
 
* <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> Program Chairs (see [[Program chair duties (Conference Handbook) | Program chair duties]])
 
 
 
<nowiki>[ACL Exec]</nowiki> Student Workshop chair (see [[Workshop chair duties (Conference Handbook) | Workshop chair duties]])
 
 
 
<nowiki>[Bidder]</nowiki> Local Arrangements Chair (see [[Local arrangements chair duties (Conference Handbook) | Local arrangements chair duties]])
 
 
 
<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]])
 
 
 
<nowiki>[Bidder]</nowiki> Exhibits Coordinator (see [[Exhibits chair duties (Conference Handbook) | Exhibits chair duties]])
 
 
 
<nowiki>[Bidder]</nowiki> Demo Chair (see [[Demo chair duties (Conference Handbook) | Demo chair duties]])
 
 
 
<nowiki>[Bidder]</nowiki> Sponsorship Chair (see [[Sponsorship chair duties (Conference Handbook) | Sponsorship chair duties]])
 
 
 
<nowiki>[Bidder]</nowiki> Publicity Chair, possibly (see [[Publicity chair duties (Conference Handbook) |Publicity chair duties]])
 
 
 
===T-13 months: ===
 
 
 
<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 exact dates (confirm with ACL Exec)
 
* <nowiki>[General and local chair]</nowiki> sign contract(s) with venue (for meetings and accommodations)
 
* <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> assemble Local Arrangements Committee
 
* <nowiki>[Local Chair]</nowiki> 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 admin-level people
 
* <nowiki>[Local Chair]</nowiki> someone dedicated to audiovisual (AV) and space management
 
* <nowiki>[Local Chair]</nowiki> (possibly) webmaster (see [[webmaster]])
 
* <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 duties (Conference Handbook) | Sponsorship chair duties]]) Create Sponsorship Committee
 
* <nowiki>[General and sponsorship chairs]</nowiki> estimate budget needs (see [[Example budgets (Conference Handbook) | Example budgets]])
 
* <nowiki>[General and sponsorship chairs]</nowiki> assemble committee, mainly corporate insiders of likely sponsors
 
* <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> include theme, general outlines, location and dates, pointers to details, organizer contact info
 
* <nowiki>[General, program, local, and publicity chairs]</nowiki> publicize widely (see [[Publicity chair duties (Conference Handbook)| Publicity chair duties]])
 
 
 
<nowiki>[General and local chairs; webmaster]</nowiki> Establish website
 
 
 
* <nowiki>[General and local chairs; webmaster]</nowiki> include general conference announcement
 
* <nowiki>[General and local chairs; webmaster]</nowiki> include preliminary local info
 
* <nowiki>[General and local chairs; webmaster]</nowiki> include stubs for calls for papers, etc.
 
 
 
===T-12 months===
 
 
 
<nowiki>[General and local chairs; Priscilla]</nowiki> Create and disseminate Call for Participation
 
 
 
* <nowiki>[General and local chairs; Priscilla]</nowiki> set approx. registration deadlines and costs
 
* <nowiki>[General and local chairs; Priscilla]</nowiki> design conference logo for program, posters, etc.
 
* <nowiki>[General and local chairs; Priscilla]</nowiki> create call for participation
 
* <nowiki>[General and local chairs; Priscilla]</nowiki> design posters and fliers with Call for Participation
 
* <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 (see [[Sample conference paper calls (Conference Handbook) | Sample conference paper calls]])
 
 
 
<nowiki>[General, program, local, and publicity chairs]</nowiki> create Call for Papers:
 
* <nowiki>[General, program, local, and publicity chairs]</nowiki> determine general conference theme(s)
 
* <nowiki>[General, program, local, and publicity chairs]</nowiki> if possible, identify some invited speakers
 
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set dates of submission, notification, and final copies (T-7 / T-5 / T-3)
 
* <nowiki>[General, program, local, and publicity chairs]</nowiki> set format requirements for papers
 
* <nowiki>[General, program, local, and publicity chairs]</nowiki> distribute Call for Papers (see [[publicity chair duties|publicity chair]]):
 
* <nowiki>[General, program, local, and publicity chairs]</nowiki> on Web / newsgroups / mailing lists
 
* <nowiki>[General, program, local, and publicity chairs]</nowiki> provide to ACL (Priscilla and Finite String), AAAI Magazine, IEEE, etc.
 
* <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===
 
<nowiki>[Sponsorship committee]</nowiki> Apply for funding
 
 
 
* <nowiki>[Sponsorship committee]</nowiki> create and submit grant proposals to AAAI, NSF, etc.
 
* <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===
 
<nowiki>[Program chairs]</nowiki> Assemble program committee
 
 
 
* <nowiki>[Program chairs]</nowiki> determine program committee structure and review process
 
* <nowiki>[Program chairs]</nowiki> establish major topic areas and likely submission distribution
 
* <nowiki>[Program chairs]</nowiki> invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, 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> 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]])
 
* <nowiki>[Tutorial, workshop, student, demo, and program chairs]</nowiki> issue them (website, publications, email, etc.)
 
 
 
===T-9 months===
 
<nowiki>[Tutorial, workshop, program chairs]</nowiki> Select tutorials and workshops
 
 
 
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select tutorials, taking into account coverage and recent past tutorials (contact Exec)
 
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> select workshops (contact Exec; see ACL-policy-worksp-support)
 
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with local chair for space needs and scheduling
 
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc.
 
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> update webpages
 
* <nowiki>[Tutorial, workshop, program chairs]</nowiki> liaise with Priscilla for registration form
 
 
 
<nowiki>[Workshop and student chairs]</nowiki> Issue workshop calls for papers (see [[Sample workshop calls for papers]])
 
 
 
* <nowiki>[Workshop and student chairs]</nowiki> liaise with local chair for space needs and scheduling
 
* <nowiki>[Workshop and student chairs]</nowiki> liaise with general chair about printed material, agenda/time management, payments, fees, etc.
 
* <nowiki>[Workshop and student chairs]</nowiki> liaise with sponsorship chair for funding applications
 
* <nowiki>[Workshop and student chairs]</nowiki> create and disseminate Call for Workshop Papers (see workshop-calls-for-papers and student-calls-for-papers)
 
* <nowiki>[Workshop and student chairs]</nowiki> update webpages
 
* <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> approach CL corporation exhibitors
 
* <nowiki>[Exhibits chair]</nowiki> approach book publisher exhibitors (unless this is done by Priscilla?)
 
* <nowiki>[Exhibits chair]</nowiki> sign them up
 
 
 
===T-8 months===
 
<nowiki>[Program and sponsorship chair]</nowiki> Update financial picture
 
 
 
* <nowiki>[Program and sponsorship chair]</nowiki> update budget
 
* <nowiki>[Program and sponsorship chair]</nowiki> project financial needs and make plans to meet them
 
 
 
===T-7 months===
 
<nowiki>[Program chairs]</nowiki> Accept and distribute submitted papers
 
 
 
* <nowiki>[Program chairs]</nowiki> create review form and reviewer instructions
 
* <nowiki>[Program chairs]</nowiki> accept submitted papers
 
* <nowiki>[Program chairs]</nowiki> assign to reviewers
 
* <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> create basic plan of speakers and panels
 
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> invite speakers
 
* <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
 
* <nowiki>[Program, workshop, sponsorship chairs]</nowiki> update webpages
 
 
 
<nowiki>[Local chair]</nowiki> Confirm venues
 
* <nowiki>[Local chair]</nowiki> confirm arrangements with meeting venue: rooms, spaces, lunches, etc.
 
* <nowiki>[Local chair]</nowiki> confirm arrangements with accommodation venue: rooms
 
 
 
<nowiki>[Local chair]</nowiki> Arrange conference social program
 
 
 
* <nowiki>[Local chair]</nowiki> confirm arrangements with banquet and other social event providers
 
* <nowiki>[Local chair]</nowiki> arrange reception
 
* <nowiki>[Local chair]</nowiki> arrange banquet: location, cost, transport, etc.
 
* <nowiki>[Local chair]</nowiki> plan outing, for open evening?
 
* <nowiki>[Local chair]</nowiki> plan anything special? Spouses’ events? Outings?
 
* <nowiki>[Local chair]</nowiki> update webpages
 
* <nowiki>[Local chair]</nowiki> liaise with Priscilla for registration form
 
 
 
===T-7 to T-5 months===
 
<nowiki>[Sponsorship committee]</nowiki> Apply for corporate funding
 
* <nowiki>[Sponsorship committee]</nowiki> approach/confirm companies for grants and donations
 
 
 
===T-6 months: ===
 
<nowiki>[Workshop and student chairs]</nowiki> Process workshop submissions
 
 
 
* <nowiki>[Workshop and student chairs]</nowiki> accept submissions
 
* <nowiki>[Workshop and student chairs]</nowiki> review them
 
* <nowiki>[Workshop and student chairs]</nowiki> send accept/reject letters
 
 
 
<nowiki>[Demo chair]</nowiki> Call for demos
 
* <nowiki>[Demo chair]</nowiki> create and issue Call for Demos (see [[Sample Calls for Demos & Posters (Conference Handbook) | Sample Calls for Demos & Posters]])
 
 
 
<nowiki>[Program chairs]</nowiki> Find Proceedings printers
 
* <nowiki>[Demo chair]</nowiki> specify proceedings format and ask for quotes
 
* <nowiki>[Demo chair]</nowiki> select printer and binder
 
* <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> contact all chairs to collect their info for the website
 
* <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 form, with input from all relevant people
 
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> send out by email and hardcopy
 
* <nowiki>[Priscilla, general, program, and local chairs]</nowiki> post on web
 
 
 
<nowiki>[Local Chair]</nowiki> Plan registration process
 
* <nowiki>[Local Chair]</nowiki> report to ACL Exec:
 
* <nowiki>[Local Chair]</nowiki> update on conference registration
 
* <nowiki>[Local Chair]</nowiki> update on venue (meeting and accommodation)bookings
 
* <nowiki>[Local Chair]</nowiki> plan on-site process, staff needs, etc.
 
* <nowiki>[Local Chair]</nowiki> 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
 
* <nowiki>[Program chairs]</nowiki> accept reviews
 
* <nowiki>[Program chairs]</nowiki> decide on paper selection
 
* <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
 
* <nowiki>[Program chairs]</nowiki> send out accept and reject letters with reviews
 
* <nowiki>[Program chairs]</nowiki> update conference announcement and redistribute
 
* <nowiki>[Program chairs]</nowiki> update webpages
 
 
 
===T-4 months===
 
<nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> Collect Proceedings descriptions
 
* <nowiki>[General, program, workshop, tutorial, exhibits chairs]</nowiki> collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings
 
* <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> locate exhibit company for pipe-and-drape stands, signage, etc.
 
* <nowiki>[Exhibits chair]</nowiki> buy insurance, if needed
 
* <nowiki>[Exhibits chair]</nowiki> liaise with exhibitors, local committee, and venue about display needs
 
* <nowiki>[Exhibits chair]</nowiki> work with program and sponsorship chairs on exhibitor fees
 
 
 
<nowiki>[Demo chair]</nowiki> Arrange demos
 
 
 
* <nowiki>[Demo chair]</nowiki> select demos
 
* <nowiki>[Demo chair]</nowiki> work with selected demo-ers for AV needs
 
* <nowiki>[Demo chair]</nowiki> liaise with local chair for AV needs
 
* <nowiki>[Demo chair]</nowiki> liaise with program chairs for scheduling and proceedings
 
* <nowiki>[Demo chair]</nowiki> update webpages
 
 
 
===T-3 months===
 
<nowiki>[Program and sponsorship chairs]</nowiki> Update financial picture
 
* <nowiki>[Program and sponsorship chairs]</nowiki> update budget
 
* <nowiki>[Program and sponsorship chairs]</nowiki> project needs
 
* <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 meeting venue: rooms, spaces, lunches, etc.
 
* <nowiki>[Local chair]</nowiki> confirm accommodations
 
* <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 attendance of invited speakers and panelists
 
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm attendance of paper and demo presenters
 
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm tutorials and workshops
 
* <nowiki>[Program, tutorial, workshop, demo, student, exhibits chairs]</nowiki> confirm exhibitors
 
 
 
<nowiki>[Exhibits chair]</nowiki> Finalize exhibit spaces=
 
 
 
* <nowiki>[Exhibits chair]</nowiki> finalize payments of all exhibitors
 
* <nowiki>[Exhibits chair]</nowiki> complete design of exhibition space(s)
 
* <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> determine AV requirements of demo and paper presenters and other speakers
 
* <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> 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> accept final camera-ready papers
 
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> create Proceedings (main volume and any accompanying ones):
 
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> front matter: title page, ToC, foreword(s), list of authors, etc.
 
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> body (xerox page numbers onto submitted final papers)
 
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> covers
 
* <nowiki>[General, program, tutorial, workshop, demo, exhibit, sponsorship, student chairs]</nowiki> send to printers and binders
 
* <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> arrange for printing of tutorial and workshop materials (see workshop proceedings format)
 
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> collect material from presenters
 
* <nowiki>[Tutorial, workshop, and student chairs]</nowiki> create books/proceedings
 
 
 
===T-2 month===
 
<nowiki>[Program chairs]</nowiki> Assign session chairs