General (conference) chair duties - Revision history

JoakimNivre at 20:37, 14 November 2016

2016-11-14T20:37:40Z

Ahakim at 22:25, 14 July 2011

2011-07-14T22:25:32Z

← Older revision		Revision as of 22:25, 14 July 2011
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	* Should there be any co-located meetings and/or conferences, the General Chair is responsible for ensuring coordination of events, programs, speakers, registration fees, etc. Co-location of meetings should be discussed with the ACL Exec in detail before being agreed to.		* Should there be any co-located meetings and/or conferences, the General Chair is responsible for ensuring coordination of events, programs, speakers, registration fees, etc. Co-location of meetings should be discussed with the ACL Exec in detail before being agreed to.
	* It is the perogative of the General Conference Chair to have a conference newsletter. Although such newsletters have been very informative in the past, it is not required. Examples of past newsletters can be found at [http://www.aclweb.org/policies/newsletter-index.html\| newsletters from previous conferences]		* It is the perogative of the General Conference Chair to have a conference newsletter. Although such newsletters have been very informative in the past, it is not required. Examples of past newsletters can be found at [http://www.aclweb.org/policies/newsletter-index.html\| newsletters from previous conferences]
			* [http://aclweb.org/archive/policies/current/acl-conference-organization.html Information about ACL Conference Organization]

	The conference is supposed to be self-financing (at least); it is one of the two major revenue sources for the ACL, and all profits belong to the ACL. Thus costs (to support invited speakers, conference giveaways freebies, proceedings printing, etc.) must be weighed carefully against potential income from grants and registrations.		The conference is supposed to be self-financing (at least); it is one of the two major revenue sources for the ACL, and all profits belong to the ACL. Thus costs (to support invited speakers, conference giveaways freebies, proceedings printing, etc.) must be weighed carefully against potential income from grants and registrations.

StevenBird: New page: ==General Chair Duties== '''Conference Handbook - General Chair Duties''' The General Chair is responsible for overseeing and coordinating the whole conference. ...

2008-11-18T04:20:51Z

New page: ==General Chair Duties== '''Conference Handbook - General Chair Duties''' The General Chair is responsible for overseeing and coordinating the whole conference. ...

New page

==General Chair Duties==

'''[[Conference_Handbook|Conference Handbook]] - General Chair Duties'''

The General Chair is responsible for overseeing and coordinating the whole conference.

It is the General Chair's prerogative to appoint chairs, subject to confirmation by the ACL Executive Board, and assign tasks to them. (This does not include the Program Chairs or Local Arrangements Chair, who are appointed by the Executive Board.) The chairs that must be appointed include: Tutorial Chair, Workshops Chair, Student Workshop Chair, Demo Chair, Exhibits Chair, Publications Chair, Publicity Chair, and Sponsorship Chair.

The General Chair has the following responsibilities:

* Identify conference tasks and people responsible for them. This includes helping to select the other chairs: publicity, sponsorship, demos, tutorials, workshops, etc. Candidates should be gathered in consultation with the ACL Exec before they are formally contacted.
* Build a specific timetable for each organizer, based on the [[timetable]], for the dates of the current conference.
* Make a site visit to conference site to approve and finalize local arrangements.
* Work with Local Arrangements Chair to establish registration fees.
* Work with Program Chairs to create the conference structure (i.e., single track or parallel tracks, workshop and tutorial scheduling, etc.) Later, work with the Program Chairs to construct a conference program (balancing papers, invited talks, business meeting, etc.).
* Oversee the confernce budget; see [[example budgets|budgets]]. This includes coordinating with the ACL Secretary, Treasurer, and Priscilla Rasmussen on financial and organizational issues.
* Coordinate and oversee the work of the Program Chairs, the Local Arrangements Chair, and the other chairs. Importantly, this means ensuring that deadlines established in the timetable are met. This also includes helping to select tutorials, accept workshop proposals, identify promising sponsors, seek publicity for the conference, etc.
* Coordinate all publicity (webpages, fliers, notices, announcements, posters, etc.) and make sure no discrepancies appear.
* Should there be any co-located meetings and/or conferences, the General Chair is responsible for ensuring coordination of events, programs, speakers, registration fees, etc. Co-location of meetings should be discussed with the ACL Exec in detail before being agreed to.
* It is the perogative of the General Conference Chair to have a conference newsletter. Although such newsletters have been very informative in the past, it is not required. Examples of past newsletters can be found at [http://www.aclweb.org/policies/newsletter-index.html| newsletters from previous conferences]

The conference is supposed to be self-financing (at least); it is one of the two major revenue sources for the ACL, and all profits belong to the ACL. Thus costs (to support invited speakers, conference giveaways freebies, proceedings printing, etc.) must be weighed carefully against potential income from grants and registrations.

Certain steps require approvasl by the ACL Exec or its members; see the [[actions and duties of the Exec in overseeing the conference|ACL policy on Exec involvement]]. The General Chair must work with the Exec to provide the required information in a timely manner.

[[Category:Conference Handbook]]

← Older revision		Revision as of 20:37, 14 November 2016
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	The General Chair is responsible for overseeing and coordinating the whole conference.		The General Chair is responsible for overseeing and coordinating the whole conference.

	It is the General Chair's prerogative to appoint chairs, subject to confirmation by the ACL Executive Board, and assign tasks to them. (This does not include the Program Chairs or Local Arrangements Chair, who are appointed by the Executive Board.) The chairs that must be appointed include: Tutorial ~~Chair~~, ~~Workshops Chair~~, Student Workshop ~~Chair~~, Demo ~~Chair~~, ~~Exhibits Chair~~, ~~Publications~~ Chair, ~~Publicity~~ Chair, and Sponsorship Chair.		It is the General Chair's prerogative to appoint chairs, subject to confirmation by the ACL Executive Board, and assign tasks to them. (This does not include the Program Chairs or Local Arrangements Chair, who are appointed by the Executive Board.) The chairs that must be appointed include: Tutorial Chairs, Workshop Chairs, Student Workshop Chairs (and Faculty Advisors to the Student Workshop), Demo Chairs, Publications Chairs, Publicity Chair, Handbook Chair, and Sponsorship Chair.

	The General Chair has the following responsibilities:		The General Chair has the following responsibilities:

	* Identify conference tasks and people responsible for them. This includes ~~helping to select the other~~ chairs: publicity, ~~sponsorship~~, ~~demos~~, ~~tutorials~~, ~~workshops~~, ~~etc~~. Candidates should be gathered in consultation with the ACL Exec before they are formally contacted.		* Identify conference tasks and people responsible for them. This includes selecting chairs for workshops, tutorials, demos, student research workshop, publications, publicity, and the handbook. Ideally, the workshop, tutorial, and demo chair teams are teams of two persons, where experience, gender, seniority may be mixed. The Student Research Workshop and Publications Chair teams should ideally contain three or more people. The Publicity and Handbook Chair could be individuals, who work closely with the Local and Publication Chairs. Candidates should be gathered in consultation with the ACL Exec before they are formally contacted.
	* Build a specific timetable for each ~~organizer~~, based on the [[timetable]], for the dates of the current conference.		* Build a specific timetable for each chair (team), based on the [[timetable]], for the dates of the current conference.
	* Make a site visit to conference site to approve and finalize local arrangements.		* Make a site visit to the conference site to approve and finalize local arrangements, preferably together with the ACL Treasurer and Priscilla Rasmussen.
	* Work with Local Arrangements Chair to establish registration fees.		* Work with the Local Arrangements Chair to establish registration fees.
	* Work with Program Chairs to create the conference structure (i.e., ~~single track or~~ parallel tracks, workshop and tutorial scheduling, etc.) Later, work with the Program Chairs to construct a conference program (balancing ~~papers~~, invited talks, business meeting, etc.).		* Work with the Program Chairs to create the main conference structure (i.e., parallel tracks, workshop and tutorial scheduling, etc.) Later, work with the Program Chairs to construct a conference program (balancing oral and poster presentations, invited talks, business meeting, etc.).
	* Oversee the ~~confernce~~ budget; see [[example budgets\|budgets]]. This includes coordinating with the ACL Secretary, Treasurer, and Priscilla Rasmussen on financial and organizational issues.		* Oversee the conference budget; see [[example budgets\|budgets]]. This includes coordinating with the ACL Secretary, Treasurer, and Priscilla Rasmussen on financial and organizational issues.
	* Coordinate and oversee the work of the Program Chairs, the Local Arrangements Chair, and the other chairs. Importantly, this means ensuring that deadlines established in the timetable are met. This also includes helping to select tutorials, accept workshop proposals, identify promising sponsors, seek publicity for the conference, etc.		* Coordinate and oversee the work of the Program Chairs, the Local Arrangements Chair, and the other chairs. Importantly, this means ensuring that deadlines established in the timetable are met. This also includes helping to select tutorials, accept workshop proposals, identify promising sponsors, seek publicity for the conference, etc.
	* ~~Coordinate~~ all publicity (webpages, fliers, notices, announcements, posters, etc.) and make sure no discrepancies appear.		* In coordination with the Publication Chair and Local Chairs, oversee and review all publicity (social media, webpages, fliers, notices, announcements, posters, etc.) and make sure no discrepancies appear.
	* Should there be any co-located meetings and/or conferences, the General Chair is responsible for ensuring coordination of events, programs, speakers, registration fees, etc. Co-location of meetings should be discussed with the ACL Exec in detail before being agreed to.		* Resolve issues in chair teams due to unforeseen unavailability (e.g. due to illness). Critical tasks such as those of the Publication Chairs should be well-monitored especially in this respect. The Handbook Chair is recommended to be an extra person working with the Publication Chairs in the very last stages of publication before the conference.
	* It is the ~~perogative~~ of the General Conference Chair to have a conference newsletter. ~~Although~~ such newsletters have been very informative in the past, it is not required. ~~Examples~~ of past newsletters can be found at [http://www.aclweb.org/policies/newsletter-index.html\| newsletters from previous conferences]		* Should there be any co-located meetings and/or conferences, the General Chair is responsible for ensuring coordination of events, programs, speakers, registration fees, etc. Co-location of meetings should be discussed with the ACL Exec in detail before being agreed to. With a number of larger events (e.g. EMNLP), ACL has a standing agreement implying that co-location is handled separately from, andare allocated to the ACL conference before the workshops are.
			* It is the prerogative of the General Conference Chair to have a conference newsletter. Although such newsletters have been very informative in the past, it is not required. Examples of past newsletters can be found at [http://www.aclweb.org/policies/newsletter-index.html\| newsletters from previous conferences]
	* [http://aclweb.org/archive/policies/current/acl-conference-organization.html Information about ACL Conference Organization]		* [http://aclweb.org/archive/policies/current/acl-conference-organization.html Information about ACL Conference Organization]

	The conference is supposed to be self-financing (at least); it is one of the two major revenue sources for the ACL, and all profits belong to the ACL. Thus costs (to support invited speakers, conference giveaways freebies, proceedings printing, etc.) must be weighed carefully against potential income from grants and registrations.		The conference is supposed to be self-financing (at least); it is one of the two major revenue sources for the ACL, and all profits belong to the ACL. Thus costs (to support invited speakers, conference giveaways/freebies, proceedings printing, etc.) must be weighed carefully against potential income from grants and registrations.

	Certain steps require ~~approvasl~~ by the ACL Exec or its members; see the [[actions and duties of the Exec in overseeing the conference\|ACL policy on Exec involvement]]. The General Chair must work with the Exec to provide the required information in a timely manner.		Certain steps require approval by the ACL Exec or its members; see the [[actions and duties of the Exec in overseeing the conference\|ACL policy on Exec involvement]]. The General Chair must work with the Exec to provide the required information in a timely manner.

			Revised: Joakim Nivre, based on input from Antal van den Bosch, 2016

	[[Category:Conference Handbook]]		[[Category:Conference Handbook]]