Website and Conference App Chair Handbook

Current Chairs:

Name Affiliation Contact
Xudong Han LibrAI / MBZUAI xudong.han@mbzuai.ac.ae
Alessandro Raganato University of Milano-Bicocca alessandro.raganato@unimib.it

Overview of Responsibilities

The Website and Conference App Chairs at CL conferences are responsible for building the conference website, including posting calls for papers, conference schedules, announcements, and other information (see General Notes*).

Since the content on our conference websites is generally static, GitHub Pages rendered using Jekyll is the usual hosting option. The code for the website should be made public under an open-source license so that it can be reused by future conferences.

The following are the main responsibilities of the Website and Conference App Chairs:

1. Acquire Website Resources from the Previous Year\ 2. Update General Information for the New Conference\ 3. Gather and Update Detailed Information

General Notes : * Google is blocked in some regions. For this reason, it is advised to use other methods for collecting information where appropriate. * There are two ways to post information: as a static page or as a blog post. Some conferences made heavy use of the blog while some did not have a blog at all. Choose the one most suitable for the conference. * Most people use the website on mobile data, so try to compress multimedia contents such as images * Website chairs used to be responsible for a conference app, but this was obsoleted by the virtual conference system, namely Underline and Gather.town, which are not handled by Website chairs. Please confirm the responsibility with the General Chair.

Breakdown of Responsibilities

1. Acquire Website Resources from the Previous Year

This responsibility focuses on communicating with previous chairs and reusing website resources from past conferences, rather than recreating existing content.

Task Start Deadline Dependency Notes
Contact Previous Chairs ASAP July 2024 - Gather insights and resources about website construction.
Acquire Conference Site Template from Previous Year Sep 2024 Sep 2024 - (1) Fork the repository from the previous year and follow the instructions in the README. (2) See ACL 2024's website HERE.

2. Update General Information for the New Conference

This responsibility focuses on setting up a new website for this year's conference and updating general information.

Task Start Deadline Dependency Notes
Set up a new conference website Sep 2024 Sep 2024 - Ask the ACL Information Director regarding how to set up a custom domain name. (e.g. 202x.aclweb.org)
Update general information about the conference Sep 2024 Sep 2024 - Include the location, important dates, and organisation committees.

3. Gather and Update Detailed Information

The Website and Conference App Chairs should tell other chairs to either email you or submit a pull request when they want to post something on the website. The following list shows all of the pieces of information contained on the website and which conference chair they came from:

  • Organizing Committee: General and Program Chairs
  • Senior Program Committee: General and Program Chairs
  • Call for Main Conf Papers: General and Program Chairs
  • Call for System Demonstrations: Demonstration Chairs
  • Call for Industry Track: Industry Track Chairs
  • Call for Student Research Workshop: Student Research Workshop Chairs
  • Visa information: Visa Chairs
  • Call for Volunteers: Student Volunteer Chairs
  • Call for Birds-of-a-Feather and Affinity Group Events: Diversity and Inclusion Chairs
  • List of tutorials: Tutorial Chairs
  • List of workshops: Workshop Chairs
  • Sponsors: the ACL Office & the ACL Sponsorship Director
  • Call for Diversity and Inclusion Subsidies: Diversity and Inclusion Chairs
  • Call for Virtual Registration Subsidies: Diversity and Inclusion Chairs
Task Start Deadline Dependency Notes
Notify Chairs to Submit Required Information ASAP ASAP - Communicate via methods such as Slack or email.
Continuously Update Website ASAP ASAP - Always in progress. As soon as relevant information has been acquired, the website should be updated to reflect this.