2024Q3 Reports: General Chair - Revision history

Claire.gardent: /* Issues and future recommendations */

2024-08-03T09:43:52Z

Issues and future recommendations

← Older revision		Revision as of 09:43, 3 August 2024
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	* Clarify Jennifer's input (venue visits, budget, fees and registration, program, conference logistics etc.)		* Clarify Jennifer's input (venue visits, budget, fees and registration, program, conference logistics etc.)
	* Set up a process for updating the handbook.		* Set up a process for updating the handbook.
	* Include a Secretary Chair whose role would be to get ~~these~~ information from the various chairs and update the handbook accordingly		* Include a Secretary Chair whose role would be to get this information from the various chairs and update the handbook accordingly

Claire.gardent: /* ACL 2024 General Chair Report */

2024-08-03T09:42:48Z

ACL 2024 General Chair Report

Claire.gardent: /* Useful people */

2024-08-03T09:36:12Z

Useful people

← Older revision		Revision as of 09:36, 3 August 2024
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	* Chris Callison-Burch, ACL sponsorship chair <ccb@seas.upenn.edu>		* Chris Callison-Burch, ACL sponsorship chair <ccb@seas.upenn.edu>
	* Jonathan Kummerfeld, to set up Freshdesk (email handling) <j.k.kummerfeld@gmail.com>		* Jonathan Kummerfeld, to set up Freshdesk (email handling) <j.k.kummerfeld@gmail.com>
	* [https://aclrollingreview.org/organization ARR people], submission sites (OpenReview~~, Start~~) and reviewing process. Thamar Solorio <thamar.solorio@gmail.com>, Mausam <mausam@cs.washington.edu>		* [https://aclrollingreview.org/organization ARR people], submission sites (OpenReview) and reviewing process. Thamar Solorio <thamar.solorio@gmail.com>, Mausam <mausam@cs.washington.edu>
	* Openreview Harold Rubio <harold@openreview.net> for issues regarding how to produce proceedings from OpenReview data.		* Openreview Harold Rubio <harold@openreview.net> for issues regarding how to produce proceedings from OpenReview data.
			* Ingestion of Proceedings in ACL Anthology: Matt Post <post@cs.jhu.edu>;

	=== Submission platform ===		=== Submission platform ===

Claire.gardent: /* Issues and future recommendations */

2024-08-03T09:29:52Z

Issues and future recommendations

← Older revision		Revision as of 09:29, 3 August 2024
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	'''Internal Communication.''' As the conference approaches, the flood of incoming emails is really a lot with peaks reaching sometime more than 100 emails a day. I would recommend using Freshdesk, having a good group of IC chairs and keeping them well informed of the decisions made about submissions, registration and presentations. The IC chairs should be kept in the loop as much as possible so they can answer questions directly ~~rather~~ (otherwise they will simply forward the email to whichever chair is relevant which again might result in these chair being flooded). All chairs should be aware of the IC chairs (else they often do not respond to their queries).		'''Internal Communication.''' As the conference approaches, the flood of incoming emails is really a lot with peaks reaching sometime more than 100 emails a day. I would recommend using Freshdesk, having a good group of IC chairs and keeping them well informed of the decisions made about submissions, registration and presentations. The IC chairs should be kept in the loop as much as possible so they can answer questions directly (otherwise they will simply forward the email to whichever chair is relevant which again might result in these chair being flooded). All chairs should be aware of the IC chairs (else they often do not respond to their queries).
	Peaks can be expected at notification time (authors complaining about rejection), at camera ready time (people wanting to modify title, author list, being late), at registration time (which category to register under, errors in registration type) and generally the 4 weeks before the conference. To avoid flooding, be on time, have a FAQ on the website which the IC can refer to for simple questions, inform the IC chairs of where to find the information necessary to answer questions.		Peaks can be expected at notification time (authors complaining about rejection), at camera ready time (people wanting to modify title, author list, being late), at registration time (which category to register under, errors in registration type) and generally the 4 weeks before the conference. To avoid flooding, be on time, have a FAQ on the website which the IC can refer to for simple questions and inform the IC chairs of where to find the information necessary to answer questions.

	'''Virtual and OpenReview chairs.''' There is ~~also~~ no documentation of their duties in the [https://acl-org.github.io/conference-handbook/ ACL conference handbook] and since the virtual infrastructure is mainly handled by Underline and Whova, and OR by the ARR people, these two chairs are redundant.		'''Virtual and OpenReview chairs.''' There is currrently no documentation of their duties in the [https://acl-org.github.io/conference-handbook/ ACL conference handbook] and since the virtual infrastructure is mainly handled by Underline and Whova, and OpenReview by the ARR people, these two chairs are redundant.

	'''Example documents and documentation.''' It would be useful to have a clear process for how to update the online [https://acl-org.github.io/conference-handbook/ ACL guidelines (Chair duties)] so that chairs can update it and store sample documents (e.g., email templates) for future chairs.

	== Notes for future GCs ==		== Notes for future GCs ==

Claire.gardent: /* Issues and future recommendations */

2024-08-03T09:27:22Z

Issues and future recommendations

← Older revision		Revision as of 09:27, 3 August 2024
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	* Clarify Jennifer's input (venue visits, budget, fees and registration, program, conference logistics etc.)		* Clarify Jennifer's input (venue visits, budget, fees and registration, program, conference logistics etc.)
	* Set up a process for updating the handbook.		* Set up a process for updating the handbook.
			* Include a Secretary Chair whose role would be to get these information from the various chairs and update the handbook accordingly

Claire.gardent: /* Issues and future recommendations */

2024-08-03T09:24:46Z

Issues and future recommendations

← Older revision		Revision as of 09:24, 3 August 2024
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	'''Documentation'''. We would need a better way to document the conference organisation process. Much is still done by gleaning information from previous chairs. There are two online sets of guidelines (https://acl-org.github.io/conference-handbook/, https://aclweb.org/adminwiki/index.php?title=Conference_Handbook) which is a bit confusing, the first one is more recent but still incomplete. In particular, not all chairs are documented, the role and contributions of Jennifer Rachford are not elicited (and since she does a lot this is a non trivial gap) and there is a lack of example documents that could be adapted and reused saving much email writing time (e.g., CFP, emails, instructions for workshop/tutorial organisers etc.). The following actions might help improve this and make everyone's life easier:		'''Documentation'''. We would need a better way to document the conference organisation process. Much is still done by gleaning information from previous chairs. There are two online sets of guidelines (https://acl-org.github.io/conference-handbook/, https://aclweb.org/adminwiki/index.php?title=Conference_Handbook) which is a bit confusing, the first one is more recent but still incomplete. In particular, not all chairs are documented, the role and contributions of Jennifer Rachford are not elicited (and since she does a lot this is a non trivial gap) and there is a lack of example documents that could be adapted and reused saving much email writing time (e.g., CFP, emails, instructions for workshop/tutorial organisers etc.). The following actions might help improve this and make everyone's life easier:
	* Include a list of important contact persons (I listed some [[#Useful ~~People~~\|below]]		* Include a list of important contact persons (I listed some [[#Useful people\|below]])
	* Clarify Jennifer's input (venue visits, budget, fees and registration, program, conference logistics etc.)		* Clarify Jennifer's input (venue visits, budget, fees and registration, program, conference logistics etc.)
	* Set up a process for updating the handbook.		* Set up a process for updating the handbook.

Claire.gardent: /* Issues and future recommendations */

2024-08-03T09:22:55Z

Issues and future recommendations

← Older revision		Revision as of 09:22, 3 August 2024
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	'''Documentation'''. We would need a better way to document the conference organisation process. Much is still done by gleaning information from previous chairs ~~as there~~ are two online sets of guidelines (https://acl-org.github.io/conference-handbook/, https://aclweb.org/adminwiki/index.php?title=Conference_Handbook), the first one ~~being~~ more recent but still incomplete. ~~For instance~~, not all chairs are documented~~. The~~ role and contributions of Jennifer Rachford are not elicited (and since she does a lot this is a non trivial gap) and there is a lack of example documents (e.g., CFP, emails, instructions for workshop/tutorial organisers etc.). The following actions might help improve this and make everyone's life easier:		'''Documentation'''. We would need a better way to document the conference organisation process. Much is still done by gleaning information from previous chairs. There are two online sets of guidelines (https://acl-org.github.io/conference-handbook/, https://aclweb.org/adminwiki/index.php?title=Conference_Handbook) which is a bit confusing, the first one is more recent but still incomplete. In particular, not all chairs are documented, the role and contributions of Jennifer Rachford are not elicited (and since she does a lot this is a non trivial gap) and there is a lack of example documents that could be adapted and reused saving much email writing time (e.g., CFP, emails, instructions for workshop/tutorial organisers etc.). The following actions might help improve this and make everyone's life easier:
			* Include a list of important contact persons (I listed some [[#Useful People\|below]]
	* Clarify Jennifer's input (venue visits, budget, fees and registration, program, conference logistics etc.)		* Clarify Jennifer's input (venue visits, budget, fees and registration, program, conference logistics etc.)
	* Set up a process for updating the handbook.		* Set up a process for updating the handbook.

Claire.gardent: /* ACL 2024 General Chair Report */

2024-08-03T09:19:50Z

ACL 2024 General Chair Report

← Older revision		Revision as of 09:19, 3 August 2024
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	'''Diversity & Inclusion.''' The D&I subsidies ($14,250 in total) were allocated to 8 participants from a total of 162 applications, which is hope to provide full support. At the time of writing, 7 accepted the awards. In addition, ACL provided registration waiver to 4 more participants. So 11 benefit from the D&I subsidies, 7 with full support and 4 with free registration.		'''Diversity & Inclusion.''' The D&I subsidies ($14,250 in total) were allocated to 8 participants from a total of 162 applications, which is hope to provide full support. At the time of writing, 7 accepted the awards. In addition, ACL provided registration waiver to 4 more participants. So 11 benefit from the D&I subsidies, 7 with full support and 4 with free registration.

	'''Student Volunteers.''' At the time of writing (1 week before the conference), the Student Volunteer ~~Chair~~ received 392 applications, recruted about 66 volunteers (56 in-person, 10 virtual) and allocated 66 grants.		'''Student Volunteers.''' At the time of writing (1 week before the conference), the Student Volunteer Chairs received 392 applications, recruted about 66 volunteers (56 in-person, 10 virtual) and allocated 66 grants.

	== Issues and future recommendations ==		== Issues and future recommendations ==

Claire.gardent: /* ACL 2024 General Chair Report */

2024-08-03T09:19:22Z

ACL 2024 General Chair Report

← Older revision		Revision as of 09:19, 3 August 2024
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	'''Diversity & Inclusion.''' The D&I subsidies ($14,250 in total) were allocated to 8 participants from a total of 162 applications, which is hope to provide full support. At the time of writing, 7 accepted the awards. In addition, ACL provided registration waiver to 4 more participants. So 11 benefit from the D&I subsidies, 7 with full support and 4 with free registration.		'''Diversity & Inclusion.''' The D&I subsidies ($14,250 in total) were allocated to 8 participants from a total of 162 applications, which is hope to provide full support. At the time of writing, 7 accepted the awards. In addition, ACL provided registration waiver to 4 more participants. So 11 benefit from the D&I subsidies, 7 with full support and 4 with free registration.

	'''Student Volunteers.''' ~~TBC~~		'''Student Volunteers.''' At the time of writing (1 week before the conference), the Student Volunteer Chair received 392 applications, recruted about 66 volunteers (56 in-person, 10 virtual) and allocated 66 grants.

	== Issues and future recommendations ==		== Issues and future recommendations ==

Claire.gardent: /* Issues and future recommendations */

2024-08-03T09:10:23Z

Issues and future recommendations

← Older revision		Revision as of 09:10, 3 August 2024
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	== Issues and future recommendations ==		== Issues and future recommendations ==


			'''Documentation'''. We would need a better way to document the conference organisation process. Much is still done by gleaning information from previous chairs as there are two online sets of guidelines (https://acl-org.github.io/conference-handbook/, https://aclweb.org/adminwiki/index.php?title=Conference_Handbook), the first one being more recent but still incomplete. For instance, not all chairs are documented. The role and contributions of Jennifer Rachford are not elicited (and since she does a lot this is a non trivial gap) and there is a lack of example documents (e.g., CFP, emails, instructions for workshop/tutorial organisers etc.). The following actions might help improve this and make everyone's life easier:
			* Clarify Jennifer's input (venue visits, budget, fees and registration, program, conference logistics etc.)
			* Set up a process for updating the handbook.


	'''Internal Communication.''' As the conference approaches, the flood of incoming emails is really a lot with peaks reaching sometime more than 100 emails a day. I would recommend using Freshdesk, having a good group of IC chairs and keeping them well informed of the decisions made about submissions, registration and presentations. The IC chairs should be kept in the loop as much as possible so they can answer questions directly rather (otherwise they will simply forward the email to whichever chair is relevant which again might result in these chair being flooded). All chairs should be aware of the IC chairs (else they often do not respond to their queries).		'''Internal Communication.''' As the conference approaches, the flood of incoming emails is really a lot with peaks reaching sometime more than 100 emails a day. I would recommend using Freshdesk, having a good group of IC chairs and keeping them well informed of the decisions made about submissions, registration and presentations. The IC chairs should be kept in the loop as much as possible so they can answer questions directly rather (otherwise they will simply forward the email to whichever chair is relevant which again might result in these chair being flooded). All chairs should be aware of the IC chairs (else they often do not respond to their queries).

← Older revision		Revision as of 09:42, 3 August 2024
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	The 62nd Annual Meeting of the Association for Computational Linguistics (ACL 2024) took place in Bangkok, Thailand from August 11th to 16th, 2024.		The 62nd Annual Meeting of the Association for Computational Linguistics (ACL 2024) took place in Bangkok, Thailand from August 11th to 16th, 2024.
			Tutorials took place on Sunday 11th, the main conference on 12-14th and the workshops on 15-16th. The Student Research Workshop was part of the main conference.

	'''Program.''' We continue to see an increasing number of submissions. 940 regular papers and 975 Findings papers were selected and accepted from around 4,835 submissions. 2024 was the first year where all *CL conferences moved entirely to the ACL Rolling Review model. The special theme track was "Open science, open data, and open models for reproducible NLP research". We did not have an "Industry Track".		'''Program.''' We continue to see an increasing number of submissions. 940 regular papers and 975 Findings papers were selected and accepted from around 4,835 submissions. 2024 was the first year where all *CL conferences moved entirely to the ACL Rolling Review model. The special theme track was "Open science, open data, and open models for reproducible NLP research". We did not have an "Industry Track".
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	'''Online Conference.''' Following NAACL experiment, and to encourage all attendees, both virtual and		'''Online Conference.''' Following NAACL experiment, and to encourage all attendees, both virtual and
	in-person, to join the virtual conference, the virtual poster session takes place a few days after the in-person conference ends (August, 22nd). All in-person papers accepted to the main conference were		in-person, to join the virtual conference, the virtual poster session takes place a few days after the in-person conference ends (August, 22nd).

			'''Presentation Mode.''' All in-person papers accepted to the main conference were
	given a poster slot. In addition, 102 papers were assigned oral presentations. These papers were selected		given a poster slot. In addition, 102 papers were assigned oral presentations. These papers were selected
	by the program chairs and the decision was motivated by the goal of having a well-rounded program with a		by the program chairs and the decision was motivated by the goal of having a well-rounded program with a
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	'''Money.''' Sponsorship was handled by the ACL sponsorship director Chris Callison-Burch, the conference Sponsorship Chairs, the Local chairs and Jennifer Rachford. The sponsors include 5 Diamond Sponsors (Apple, Google, LG AI Research, Meta, NewsBreak), 11 Platinum (Alibaba Cloud, Amazon, Baidu, ByteDance, IBM Research, Megagon, Meituan, Oracle, SCB 10X, Sony, Thailand Conference and Exhibition Bureau, TCEB), 6 Gold (Ahrefs, Chen Institute, Cohere, exa.ai, Kasikorn Business Technology Group (KBTG), Xiaomi Group), 2 Silver (Ant Group, Electronics Transaction Development Agency EDTA), 4 Bronze (Adobe, Babelscape, Data Ocean, Translated), 1 Diversity (Apple).		'''Money.''' Sponsorship was handled by the ACL sponsorship director Chris Callison-Burch, the conference Sponsorship Chairs, the Local chairs and Jennifer Rachford. The sponsors include 5 Diamond Sponsors (Apple, Google, LG AI Research, Meta, NewsBreak), 11 Platinum (Alibaba Cloud, Amazon, Baidu, ByteDance, IBM Research, Megagon, Meituan, Oracle, SCB 10X, Sony, Thailand Conference and Exhibition Bureau, TCEB), 6 Gold (Ahrefs, Chen Institute, Cohere, exa.ai, Kasikorn Business Technology Group (KBTG), Xiaomi Group), 2 Silver (Ant Group, Electronics Transaction Development Agency EDTA), 4 Bronze (Adobe, Babelscape, Data Ocean, Translated), 1 Diversity (Apple).

	'''Communication.''' We asked Nitin Madmani (ACL Information Officer) to create an account for ACL 2024 on ~~acl~~ Slack account and used this for communication between chairs. We used Freshdesk to handle and route the flow of incoming emails. We created two googlegroup adresses, editors@aclrollingreview.org for questions related to paper submission and acl2024-programchairs@googlegroups.com for all other questions.		'''Communication.''' We asked Nitin Madmani (ACL Information Officer) to create an account for ACL 2024 on ACL Slack account and used this for communication between chairs. We used Freshdesk to handle and route the flow of incoming emails. We created two googlegroup adresses, editors@aclrollingreview.org for questions related to paper submission and acl2024-programchairs@googlegroups.com for all other questions.

	'''Handbooks.''' Two versions were produced, a printed one which contains only partial information about the program as it is sent to the printer before all information is available and an online one which is updated up to the conference days.		'''Handbooks.''' Two versions were produced, a printed one which contains only partial information about the program as it is sent to the printer before all information is available and an online one which is updated up to the conference days.
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	'''SRW funding.''' 15K was allocaed by ACL. These were distributed to 18 students, with each receiving up to $700. In addition, a grant from Google was secured to cover their registration fees.		'''SRW funding.''' 15K was allocaed by ACL. These were distributed to 18 students, with each receiving up to $700. In addition, a grant from Google was secured to cover their registration fees.

	'''Diversity & Inclusion.''' The D&I subsidies ($14,250 in total) were allocated to 8 participants from a total of 162 applications, which is ~~hope~~ to provide full support. At the time of writing, 7 accepted the awards. In addition, ACL provided registration waiver to 4 more participants. So 11 benefit from the D&I subsidies, 7 with full support and 4 with free registration.		'''Diversity & Inclusion.''' The D&I subsidies ($14,250 in total) were allocated to 8 participants from a total of 162 applications, which is hoped to provide full support. At the time of writing, 7 accepted the awards. In addition, ACL provided registration waiver to 4 more participants. So 11 benefit from the D&I subsidies, 7 with full support and 4 with free registration.

	'''Student Volunteers.''' At the time of writing (1 week before the conference), the Student Volunteer Chairs received 392 applications, recruted about 66 volunteers (56 in-person, 10 virtual) and allocated 66 grants.		'''Student Volunteers.''' At the time of writing (1 week before the conference), the Student Volunteer Chairs received 392 applications, recruted about 66 volunteers (56 in-person, 10 virtual) and allocated 66 grants.