Local Organization Chair
Overview
The Local Organization Chair, responsible for overseeing and coordinating all the meeting, accommodation, entertainment, and eating arrangements, is a key person for the success of the conference. Much depends on their organizational talent and the quality of the Local Organization Committee assembled to help. The Local Organization Chair can work with a local professional organizer (highly recommended), but the cost of this must be built into the conference budget.
The Local Organization Chair (assisted by the Local Organization Committee) has the following responsibilities:
Delegation is going to be your best tool! Utilize your more involved people on the team!
Bid
- Choosing the conference venue and dates, to be included in the initial bid (see Bid Guidelines).
Post-acceptance
- Negotiating with provider(s) of accommodations: hotel and/or dormitory organizers. Centrally, this involves negotiating a contract for the services provided, with financial guarantees. The ACL Office has considerable experience in this area.
- Arranging the spaces for the conference meetings, including:
- auditorium and meeting halls
- system demonstration spaces
- breakout session rooms
- workshop rooms
- tutorial rooms
- exhibit space
- registration area
- email room (if needed)
- meeting room for ACL Exec
- wireless internet access for conference participants. Make sure that arrangements are as convenient as possible for users of all types of computer and all ports and services that can be accommodated.
- Handling AV needs of presenters (conference, workshops, tutorials) as well as the needs of system demos. This includes projection equipment, microphones, blackboards, writing materials, internet access, etc.
- Selecting and organizing food (refreshments during the conference; meals for ACL Exec and other meetings, etc.). The ACL Office is very experienced at negotiating with hotels about in-conference catering. Discuss plans with the Office before finalizing, it may be able to get a much better deal than someone with less experience.
- Organizing all additional activities, including:
- the social event (location and food)
- the reception(s)
- entertainment at/after the social event (and elsewhere). ACL policy is that the social event should include a live band or DJ for dancing.
- Arranging any local excursions, for example pre-conference tours or tours for spouses (if provided)
Pre-conference
- Supervise the building of the local web site (coordinate with Website Chair)
- Coordinate and communicate with Publication Chair, Website Chair, Volunteer Chair, D&I Chair, and Handbook Chair since they need local information and the schedule.
- Arranging local support, including:
- a support team, that helps both before the conference (to prepare registration materials) and during (with registration and attendee questions) and after (for teardown)
- a suitable person to act as Volunteer co-ordinator to act as a focal point for volunteers
- a suitably secure registration area, with computer and printer and internet access
- signage to rooms, meetings, etc., as needed
- several notice boards: participant messages, job postings, official announcements, etc.
Post-notifications
- Providing travel information (airport, weather, medical, visas)
- Arranging local transport, if needed
- Prepare brochure and other promotional materials for the conference
Conference
- Maintaining oversight of local support team
- Continuing coordination with other chairs and adjusting as needed
Post-conference
- Assisting in coordination of teardown, and close-out of conference spaces
- Compiling notes for best practices and recommendations for future chairs