Conference Handbook

2017-04-22T00:40:27Z

YonatanBisk:

''The handbook has recently been migrated from the ACL Wiki to the ACL Admin Wiki.''

== Policies and Guidelines ==

*[[Conference acronym]]

* '''Policy'''
**[[Policy on registering domain names for conferences]]
**[[Policy on joint conferences]]
**[[ACL Conference Conflict-of-interest policy]]
**[[Double Submission Policy for Conferences]]
**[[policy on speaker reimbursement]]

* '''Guideline'''
** [[ACL Guidelines on Remote Conference Participation]]

* '''Schedule'''
**[[Conference planning schedule]]
**[[typical schedule]]

* '''ACL Executive Committee'''
**[[actions and duties of the Exec in overseeing the conference]]
**[[meetings held by Exec at conferences]]

* '''Conference Bid'''
**[[call for conference bids]]
**[[Bid Guidelines]]

* '''Chairs'''
**[[Selecting a General Chair]]
**[[Selecting a Program Co-Chair]]
**[[guidelines and policies]]
**[[Chairs and Sub-chairs for Conferences]]

* '''Tutorial'''
**[[tutorial teacher payment policy]]
**[[tutorial teacher instructions]]
**[[tutorial notes]]

* '''Workshops'''
**[[Workshop-proceedings]]
**[[Workshops at Conferences]]
**[[ACL Policy on Workshop Support and Sponsorship]]
**[[Types of ACL Workshops]]
**[[ACL General Policies on Workshops]]
**[[ACL Policies on Conference Workshops]]
**[[ACL Policies on SIG Workshops]]

* '''Student Sessions & Student Fund'''
**[[%2A%2A%2A_student_session_policies|student session policies]]
**[[student travel funding]]
**[[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]

* '''Repository'''
**[[Overview of repository organization]]
**[[Instructions on how to access the repository]]

* '''Others'''
**[[financing exhibits]]
**[[invited speakers]]
**[[Satellite Events]]

== Duties of Conference Officers ==

*[[Student Volunteer Coordinator Duties]]
*[[Demo chair duties]]
*[[exhibits chair duties]]
*[[general (conference) chair duties]]
*[[local arrangements chair duties]]
*[[arranging the meeting rooms]]
*[[arranging the poster presentations]]
*[[arranging the accommodations]]
*[[arranging the food]]
*[[arranging the food|arranging the social events]]
*[[arranging local support, registration, etc.]]
*[[webmaster]]
*[http://www.cs.jhu.edu/~jason/advice/how-to-chair-a-conference.html How to be a program chair]
*[[program chair duties]]
*[[publications chair duties]]
*[[publicity chair duties]]
*[[sponsorship chair duties]]
*[[student chair duties]]
*[[faculty advisor duties]]
*[[useful checklist of things to do (from a past student chair)]]
*[[tutorial chair duties]]
*[[workshop chair duties]]
*[[handbook chair duties]]

== Reference Documents ==
*[[2017 sponsorship booklet]]
*[[2016 NAACL HLT Program Chairs Report]]

== Sample Documents ==

*[[example budgets]]
*[[sample conference paper calls]]
*[[paper style files]]
*[[camera ready instructions]]
*[[tutorial calls for proposals]]
*[[sample letter to panelists]]
*[[student workshop paper call]]
* [[Acl 2004 camera]]
* [[Acl 2005 camera]]
* [[Student workshop paper call]]
* [[Recent ACL calls for workshop proposals]]
* [[Sample workshop calls for papers]]
* [[Workshop-proceedings]]
* [[Sample Calls for Demos & Posters]]
* [[ACL 2007 Call for Demos and Posters]]
* [[ACL-07 Call For Workshop Proposals]]
* [[ACL-10 Workshop Instructions]]
* [[ACL-07 Call for Tutorial Proposals]]
* [[CFP for student session at ACL-07]]
* [[CFP for student session at ACL-05]]
* [[Sample invitation letter]]

== Miscellany ==

* [[Handbook old]]
* [[Johanna moore|Johanna Moore document]]
* [[Software for producing conference schedules from ACLPUB output]]
* [[Best Paper Award Selection - ACL-05]]
* [[Instructions for Authors for Camera-Ready Final Versions of ACL-04 Main Conference Papers]]
* [[Copyright - 2004]]
* [[Policy for ACL conferences held jointly with local Chapters]]

[[Category:Conference Handbook]]

Student Volunteer Coordinator Duties (EMNLP-2017)

2017-04-21T22:55:31Z

YonatanBisk: Created page with "== '''Before the conference''' == # Check with the SIGDAT Secretary how much SIGDAT can commit for student scholarships, which are essentially travel grants (~10). # (Optio..."

== '''Before the conference''' ==

# Check with the SIGDAT Secretary how much SIGDAT can commit for student scholarships, which are essentially travel grants (~10).
# (Optional) Write a proposal to NSF to secure funding for student scholarships.
# Write a call for applications and prepare an application form.
# Select scholarship recipients and volunteers based on guidelines obtained from Priscilla. Typically there will be 70-80 applicants. The chair has to decide (1) whether scholarship recipients should serve as volunteers and (2) whether scholarship recipients should have the main conference registration waived or should pay for it using their scholarships. Priscilla is willing to waive the main conference registration for 35 students, who will eventually be the student volunteers.
# Send acceptance/rejection notifications to the applicants. In addition to accepting 35 students as volunteers, we need to put 5-10 students on the waiting list in case any of the selected students turns down the offer. It helps to include a preliminary schedule for volunteering in the acceptance letter. (To set up the schedule, ask Priscilla for a list of tasks that need to be covered and the number of volunteers needed for each task). We also need to ask the selected students the size of their volunteer t-shirt.
# Fine-tune the schedule for volunteering based on the final program schedule for the main conference, the workshop, and the tutorials based on the volunteers' preferences.

== '''During the conference''' ==

Work with Priscilla and the volunteers the day before the tutorials to set things up (preparing the badges, etc.), and at the end of each day of the conference, remind the volunteers who needs to do what on the next day. The most important thing is to make the volunteers understand that they work as a team and that their main goal is to help make the conference run as smoothly as possible.

== '''FAQs''' ==
'''Should the chair be local?'''
:: It'd really help if the chair is local - it makes the recruitment of local volunteers, who are especially needed before the first day of the conference and on the last day of the conference, much easier. It also makes coordination easier.

'''Should the chair be at a US-based institution?'''
:: If the chair isn't US-base, she won't be able to apply for NSF funding, so it may be a good idea to appoint two people to this position, a US-based person who can apply for NSF funding and a local person to handle the local matters.

'''Will NSF always provide funding? How do I get it?'''
:: You contact Tatiana Korelsky. Unfortunately, NSF only supports student travel if there is a doctoral consortium at the conference ... though, some have gotten lucky anyway, so worth a try.

'''What does a call for volunteers look like?'''
:: https://www.aclweb.org/mirror/emnlp2016/student-scholarship.html

'''What does an example application look like?'''
:: https://www.hlt.utdallas.edu/~vince/emnlp-2016/ApplicationForm.doc

Content largely thanks to Vincent Ng

Admin Wiki - User contributions [en]

Conference Handbook

Student Volunteer Coordinator Duties (EMNLP-2017)