2010Q3 Reports: Local Arrangements Chair

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:

• Design conference logo, print and distribute posters and fliers
• 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)
• Set up email addresses for all major functions (general@acl2010.org, program@acl2010.org, local@acl2010.org, etc.) [May 20, 2009; continually updated]
• Book and confirm conference venue
• Book and confirm catering for conference (lunches, coffee breaks, exec meeting, etc.)
• Book accommodations and provide online service to participants on the website
• Arrange conference social program: reception, banquet
• Plan on-site process, staff needs
• Make a detailed budget for local costs (and income)
• Plan registration process and provide link to ACL:s online registration website
• Compile and distribut newsletters (1--6)
• Organize 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
• Work out allocation of rooms, poster boards, etc. for all conference sessions, workshops, tutorials, etc.
• Organize spaces for exhibits and demonstrations
• Arrange the printing of tutorial notes and the production of digital proceedings on USB drives
• Determine AV requirements for conference and associated events and book necessary equipment
• Confirm capacity of wireless internet and electricity in all rooms
• Organize signage on conference site
• Select student volunteers and set up schedule for their work during the conference
• Produce the conference handbook, including practical information, conference schedule and abstracts
• 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
• Perform local outreach, local advertising, contact press, TV, etc.

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