2010Q3 Reports: Local Arrangements Chair - Revision history

JoakimNivre: /* Local Arrangements Chair (Joakim Nivre) */

2010-06-16T14:04:11Z

Local Arrangements Chair (Joakim Nivre)

← Older revision		Revision as of 14:04, 16 June 2010
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	* Coordinate with Program Chairs and Publications Chairs to make sure that conference program is consistent in proceedings, on the web and in the handbook		* Coordinate with Program Chairs and Publications Chairs to make sure that conference program is consistent in proceedings, on the web and in the handbook
	* Produce the conference handbook, including practical information, conference schedule and abstracts		* Produce the conference handbook, including practical information, conference schedule and abstracts
	* Collect all material for conference bags (proceedings, sponsorship material, local maps, etc.		* Collect all material for conference bags (proceedings, sponsorship material, local maps, etc.)
	* Work out detailed day-by-day schedule for entire local committee and volunteers		* Work out detailed day-by-day schedule for entire local committee and volunteers
	* Perform local outreach, local advertising, contact press, TV, etc.		* Perform local outreach, local advertising, contact press, TV, etc.

JoakimNivre: /* Local Arrangements Chair (Joakim Nivre) */

2010-06-15T13:20:37Z

Local Arrangements Chair (Joakim Nivre)

← Older revision		Revision as of 13:20, 15 June 2010
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	== Local Arrangements Chair (Joakim Nivre) ==		== Local Arrangements Chair (Joakim Nivre) ==

	The Local Arrangements Committee, together with Academic Conferences at Uppsala University, has been working for two years on the preparations for the 48th ACL Conference in Uppsala, July 11--16, 2010. We have reached all the milestones listed in the ACL Conference Handbook and carried out a number of additional tasks in collaboration with the General Chair, the Coordinating Committee, and all the various committees associated with the conference (see http://acl2010.org/committees.~~html~~). Here is a list of the most important tasks performed by the Local Arrangements Committee or its Chair:		The Local Arrangements Committee, together with Academic Conferences at Uppsala University, has been working for two years on the preparations for the 48th ACL Conference in Uppsala, July 11--16, 2010. We have reached all the milestones listed in the ACL Conference Handbook and carried out a number of additional tasks in collaboration with the General Chair, the Coordinating Committee, and all the various committees associated with the conference (see http://acl2010.org/committees.htm). Here is a list of the most important tasks performed by the Local Arrangements Committee or its Chair:

	* Design conference logo, print and distribute posters and fliers		* Design conference logo, print and distribute posters and fliers

JoakimNivre: /* Local Arrangements Chair (Joakim Nivre) */

2010-06-15T12:44:37Z

Local Arrangements Chair (Joakim Nivre)

← Older revision		Revision as of 12:44, 15 June 2010
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	* Organize video recording of LTA lecture, invited talks and presidential address		* Organize video recording of LTA lecture, invited talks and presidential address

	~~There~~ are ~~currently~~ no outstanding problems to report from the Local Arrangements Committee.		One month before the conference, all tasks are on track and there are no outstanding problems to report from the Local Arrangements Committee. Registration statistics indicate that final attendance may exceed 900 participants and that at least three workshops will have more than 100 participants, which should guarantee a successful meeting both scientifically and financially.

JoakimNivre: /* Local Arrangements Chair (Joakim Nivre) */

2010-06-15T12:41:29Z

Local Arrangements Chair (Joakim Nivre)

JoakimNivre: /* Local Arrangements Chair (Joakim Nivre) */

2010-06-15T12:35:54Z

Local Arrangements Chair (Joakim Nivre)

JoakimNivre: /* Local Arrangements Chair (Joakim Nivre) */

2010-06-15T12:30:22Z

Local Arrangements Chair (Joakim Nivre)

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 == Local Arrangements Chair (Joakim Nivre) ==
-The Local Arrangements Committee has met all the milestones listed in the Conference Handbook:
+The Local Arrangements Committee, together with Academic Conferences at Uppsala University, has been working for two years on the preparations for the 48th ACL Conference in Uppsala, July 11--16, 2010. We have reached all the milestones listed in the ACL Conference Handbook and carried out a number of additional tasks in collaboration with the General Chair, the Coordinating Committee, and all the various committees associated with the conference (see http://acl2010.org/committees.html). Here is a list of the most important tasks performed by the Local Arrangements Committee or its Chair:
-[Local chair] Set up demo AV equipment: determine AV requirements of demo and paper presenters and other speakers; link up with venue
+* Design conference logo, print and distribute posters and fliers
-[Tutorial, workshop, and student chairs] Create tutorial and workshop material: arrange for printing of tutorial and workshop materials (see workshop proceedings format); collect material from presenters; create books/proceedings
+* Design, set up and maintain conference web site, including both conference information and other practical information (travel info, visas, etc.)
-[edit]
+* Appoint Exhibits Chair (Jörg Tiedemann), Publicity Chairs (Koenraad de Smedt, Beáta Megyesi) and Local Sponsorship Chairs (Mats Wirén, Hercules Dalianis)
-T-2
+* Set up email addresses for all major functions (general@acl2010.org, program@acl2010.org, local@acl2010.org, etc.) [May 20, 2009; continually updated]
-[Local chair] Finalize on-site admin: assemble team of assistants for registration, gophering, etc.
+* Book and confirm conference venue
+* Book and confirm catering for conference (lunches, coffee breaks, exec meeting, etc.)
-[General, program, tutorial, workshop, student, exhibit, local chairs] Create conference registration material: create program to be included in conference registration package; gather all other material, incl. freebies
+* Book accommodations and provide online service to participants on the website
+* Arrange conference social program: reception, banquet
-[Priscilla, local, and sponsorship chairs] 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.)
+* Plan on-site process, staff needs
-[edit]
+* Make a detailed budget for local costs (and income)
-T-1
+* Plan registration process and provide link to ACL:s online registration website
-[General and publicity chairs] Perform local outreach: start local advertising; contact press, TV, etc.
+* Compile and distribut newsletters (1--6)
+* Organize conference bags
-[Program, tutorial, workshop, student, exhibit, demo chairs] Finalize all Proceedings and tutorial material: collect and check proceedings (papers, students and other workshops, demos, etc.); collect and check final tutorial materials
+* Liaise with sponsorship chairs for corporate logos to appear on the conference website, on banners/rollups and powerpoints, on conference bags, on covers of proceedings, and in conference handbook
 There are currently no outstanding problems to report from the Local Arrangements Committee.

JoakimNivre: New page: == Local Arrangements Chair (Joakim Nivre) == The Local Arrangements Committee has met all the milestones listed in the Conference Handbook: * Finalize location and dates, sign contracts ...

2010-06-15T10:10:42Z

New page: == Local Arrangements Chair (Joakim Nivre) == The Local Arrangements Committee has met all the milestones listed in the Conference Handbook: * Finalize location and dates, sign contracts ...

New page

== Local Arrangements Chair (Joakim Nivre) ==

The Local Arrangements Committee has met all the milestones listed in the Conference Handbook:
* Finalize location and dates, sign contracts meetings and accommodations [T-18]
* Select Exhibits Chair (Jörg Tiedemann) and Publicity Chairs (Koenraad de Smedt, Beáta Megyesi) [T-18]
* Identify Local Arrangements Committee [T-15]
* Make contact with ACL Sponsorship Committee, identify Local Sponsorship Chairs (Mats Wirén, Hercules Dalianis) to serve on this committee [T-15; delayed to T-10 because of delay with international sponsorship committee]
* Collect preliminary local info (describe meeting place and accommodations, travel info, visas, weather, etc.) [T-15; completed at T-24]
* Establish website [T-15]
* Set approximate registration deadlines and costs [T-12]
* Design conference logo for program, posters; print and distribute posters and fliers [T-12; completed T-14 to enable distribution at 2009 conferences]
* Confirm venues: confirm arrangements with meeting venue: rooms, spaces, lunches, etc; confirm arrangements with accommodation venue: rooms [T-7]
* Arrange conference social program: confirm arrangements with banquet and other social event providers; arrange reception; arrange banquet [T-7]
* Plan registration process [T-6]
* Plan on-site process, staff needs, etc. [T-6; completed T-5]
* Organize conference bag or other gimicks [T-6; basically completed T-5 although bag design is still in progress]
* Liaise with Sponsorship Chairs for corporate logos [T-6; started already at T-10]
* Appoint Student Volunteer Coordinator (Mattias Nilsson) [T-6; completed T-10]
* Set up exhibits [T-4]
* Confirm meeting venue: rooms, spaces, lunches, etc. [T-3]
* Confirm accommodations [T-3]
* Confirm social events: banquet, reception, entertainment, outings, etc. [T-3]

[Local chair] Set up demo AV equipment: determine AV requirements of demo and paper presenters and other speakers; link up with venue
[Tutorial, workshop, and student chairs] Create tutorial and workshop material: arrange for printing of tutorial and workshop materials (see workshop proceedings format); collect material from presenters; create books/proceedings
[edit]
T-2
[Local chair] Finalize on-site admin: assemble team of assistants for registration, gophering, etc.

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

[Priscilla, local, and sponsorship chairs] 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.)
[edit]
T-1
[General and publicity chairs] Perform local outreach: start local advertising; contact press, TV, etc.

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

[Local chair] Finalize demo AV equipment: finalize AV requirements of demo-ers

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

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

In addition, we have completed the following tasks:
* Set up email addresses for all major functions (general@acl2010.org, program@acl2010.org, local@acl2010.org, etc.) [May 20, 2009; continually updated]
* Made a detailed room allocation for main conference, tutorials, workshops and other meetings [November 6, 2009; revised December 16, 2009]
* Made a detailed budget for local costs [November 10, 2009; continually updated]
* Issued two Newsletters [January 15, 2010; February 19, 2010]
* Issued a Call for Exhibits [January 19, 2010]
* Confirmed capacity of wireless internet and electricity [January 29, 2010]
* Set up a web page for accommodation booking [February 11, 2010]
* Made a detailed plan for the Conference Handbook (reusing the design from ACL-IJCNLP 2009) [February 19, 2010]

There are currently no outstanding problems to report from the Local Arrangements Committee.

← Older revision		Revision as of 12:41, 15 June 2010
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	* Book and confirm catering for conference (lunches, coffee breaks, exec meeting, etc.)		* Book and confirm catering for conference (lunches, coffee breaks, exec meeting, etc.)
	* Book accommodations and provide online service to participants on the website		* Book accommodations and provide online service to participants on the website
	* Arrange conference social program: reception, banquet		* Arrange conference social program: reception, banquet (including catering, entertainment, music, etc.)
	* Arrange additional collocated meetings (ACL exec, Exec++ dinner, debriefing, EACL board meeting, ACL 2011 committee meeting, etc.)		* Arrange additional collocated meetings (ACL exec, Exec++ dinner, debriefing, EACL board meeting, ACL 2011 committee meeting, etc.)
	* Make a detailed budget for local costs (and income)		* Make a detailed budget for local costs (and income)
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	* Work out allocation of rooms, poster boards, etc. for all conference sessions, workshops, tutorials, etc.		* Work out allocation of rooms, poster boards, etc. for all conference sessions, workshops, tutorials, etc.
	* Liaise with workshop organizers to work out special requirements (poster sessions, lunches, etc.)		* Liaise with workshop organizers to work out special requirements (poster sessions, lunches, etc.)
	* Coordinate plenary sessions of the conference together with GC, PC and CC		* Coordinate plenary sessions of the conference together with the General Chair, Program Chairs and the Coordinating Committee
	* Organize spaces for exhibits and demonstrations		* Organize spaces for exhibits and demonstrations
	* Arrange the printing of tutorial notes and the production of digital proceedings on USB drives		* Arrange the printing of tutorial notes and the production of digital proceedings on USB drives
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	* Organize signage on conference site		* Organize signage on conference site
	* Select student volunteers and set up schedule for their work during the conference		* Select student volunteers and set up schedule for their work during the conference
			* Coordinate with Program Chairs and Publications Chairs to make sure that conference program is consistent in proceedings, on the web and in the handbook
	* Produce the conference handbook, including practical information, conference schedule and abstracts		* Produce the conference handbook, including practical information, conference schedule and abstracts
	* Collect all material for conference bags (proceedings, sponsorship material, local maps, etc.		* Collect all material for conference bags (proceedings, sponsorship material, local maps, etc.
	* Work out detailed day-by-day schedule for entire local committee and volunteers		* Work out detailed day-by-day schedule for entire local committee and volunteers
	* Perform local outreach, local advertising, contact press, TV, etc.		* Perform local outreach, local advertising, contact press, TV, etc.
			* Organize video recording of LTA lecture, invited talks and presidential address

	There are currently no outstanding problems to report from the Local Arrangements Committee.		There are currently no outstanding problems to report from the Local Arrangements Committee.

← Older revision		Revision as of 12:35, 15 June 2010
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	* Design, set up and maintain conference web site, including both conference information and other practical information (travel info, visas, etc.)		* Design, set up and maintain conference web site, including both conference information and other practical information (travel info, visas, etc.)
	* Appoint Exhibits Chair (Jörg Tiedemann), Publicity Chairs (Koenraad de Smedt, Beáta Megyesi) and Local Sponsorship Chairs (Mats Wirén, Hercules Dalianis)		* Appoint Exhibits Chair (Jörg Tiedemann), Publicity Chairs (Koenraad de Smedt, Beáta Megyesi) and Local Sponsorship Chairs (Mats Wirén, Hercules Dalianis)
	* Set up email addresses for all major functions (general@acl2010.org, program@acl2010.org, local@acl2010.org, etc.) ~~[May 20, 2009; continually updated]~~		* Set up email addresses for all major functions (general@acl2010.org, program@acl2010.org, local@acl2010.org, etc.)
	* Book and confirm conference venue		* Book and confirm conference venue
	* Book and confirm catering for conference (lunches, coffee breaks, exec meeting, etc.)		* Book and confirm catering for conference (lunches, coffee breaks, exec meeting, etc.)
	* Book accommodations and provide online service to participants on the website		* Book accommodations and provide online service to participants on the website
	* Arrange conference social program: reception, banquet		* Arrange conference social program: reception, banquet
	* ~~Plan on-site process~~, ~~staff needs~~		* Arrange additional collocated meetings (ACL exec, Exec++ dinner, debriefing, EACL board meeting, ACL 2011 committee meeting, etc.)
	* Make a detailed budget for local costs (and income)		* Make a detailed budget for local costs (and income)
	* Plan registration process and provide link to ACL:s online registration website		* Plan registration process and provide link to ACL:s online registration website
	* Compile and ~~distribut~~ newsletters (1--6)		* Compile and distribute newsletters (1--6)
	* ~~Organize~~ conference bags		* Design and order conference bags
	* Liaise with sponsorship chairs for corporate logos to appear on the conference website, on banners/rollups and powerpoints, on conference bags, on covers of proceedings, and in conference handbook		* Liaise with sponsorship chairs for corporate logos to appear on the conference website, on banners/rollups and powerpoints, on conference bags, on covers of proceedings, and in conference handbook
	* Work out allocation of rooms, poster boards, etc. for all conference sessions, workshops, tutorials, etc.		* Work out allocation of rooms, poster boards, etc. for all conference sessions, workshops, tutorials, etc.
			* Liaise with workshop organizers to work out special requirements (poster sessions, lunches, etc.)
			* Coordinate plenary sessions of the conference together with GC, PC and CC
	* Organize spaces for exhibits and demonstrations		* Organize spaces for exhibits and demonstrations
	* Arrange the printing of tutorial notes and the production of digital proceedings on USB drives		* Arrange the printing of tutorial notes and the production of digital proceedings on USB drives