| 12 |
GC, LC, Office |
Create and disseminate Call for Participation |
|
GC, LC, Office |
set approx. registration deadlines and costs; design conference logo for program, posters, etc; create call for participation; design posters and fliers with Call for Participation; print and distribute them (web, email, hardcopy, posters, etc.) |
|
GC, PC, LC, publication, publicity |
Create Call for Papers (see sample call-for-papers): determine general conference theme(s); if possible, identify some invited speakers; set dates of submission, notification, and final copies (T-7 / T-5 / T-3); set format requirements for papers; distribute Call for Papers (see publicity chair duties): on Web (ACL portal) / mailing lists / SNS |
| 11 |
PC |
Assemble program committee: determine program committee structure and review process; establish major topic areas and likely submission distribution; invite appropriate reviewers (confirm first with ACL Exec)?people from research, development, commerce, users, government-funders, etc; ensure proportional representation of gender, seniority, origin, etc. |
|
Tutorial, workshop, SRW, demo, and PC |
Solicit tutorials, workshops, and demos; create Calls for Bids/Proposals/Papers; issue them (conference website, ACL portal, mailing lists, SNS, etc.) |
| 9 |
Tutorial, workshop, PC |
Select tutorials and workshops: select tutorials, taking into account coverage and recent past tutorials (contact ACL Exec); select workshops (contact ACL Exec); liaise with local chair for space needs and scheduling; issue instructions to tutorial teachers and workshop chairs about printed material, agenda/time management, payments, fees, etc; update webpages; liaise with ACL Office for registration form |
|
Workshop, SRW |
Issue workshop calls for papers: liaise with local chair for space needs and scheduling; liaise with general chair about printed material, agenda/time management, payments, fees, etc; liaise with sponsorship chair for funding applications; create and disseminate call for workshop papers; update webpages; liaise with ACL Office for registration form |
|
Exhibits |
Locate and sign up exhibitors: approach CL corporation exhibitors; approach book publisher exhibitors (unless this is done by ACL Office?); sign them up |
| 8 |
PC, Sponsorship |
Update financial picture: update budget; project financial needs and make plans to meet them |
| 7 |
PC |
Accept and distribute submitted papers: create review form and reviewer instructions; accept submitted papers; assign to reviewers; send out for review |
|
PC, workshop, sponsorship |
Finalize invited speakers, panelists, etc: create basic plan of speakers and panels; invite speakers; reissue Conference Announcement; update webpages |
|
LC |
Confirm venues: confirm arrangements with meeting venue: rooms, spaces, lunches, etc; confirm arrangements with accommodation venue: rooms |
|
LC |
Arrange conference social program: confirm arrangements with banquet and other social event providers; arrange reception; arrange banquet: location, cost, transport, etc; plan outing, for open evening?; plan anything special? Spouses’ events? Outings?; update webpages; liaise with Priscilla for registration form |
| 7-5 |
sponsorship |
Apply for corporate funding: approach/confirm companies for grants and donations |
| 6 |
workshop, SRW |
Process workshop submissions: accept submissions; review them; send accept/reject letters |
|
demo |
Call for demos: create and issue Call for Demos (see Sample Calls for Demos) |
|
GC |
Update website: contact all chairs to collect their info for the website; liaise with Office for registration form |
|
Office, GC, PC, LC |
Create and issue registration form: create form, with input from all relevant people |
|
LC |
Plan registration process: report to ACL Exec; update on conference registration; update on venue (meeting and accommodation) bookings; plan on-site process, staff needs, etc.; organize conference bag or other gimmicks; liaise with sponsorship chair for corporate logos. By this stage Volunteer co-ordinator should be on board and up to speed. |
| 5 |
PC |
Process reviewed papers and create program: accept reviews; decide on paper selection; create program, more or less (remember time for ACL business meeting, social event, reception, award ceremony, outings if any, etc.); liaise with Local chair; send out accept and reject letters with reviews; update conference announcement and redistribute; update webpages |
| 4 |
GC, PC, workshop, tutorial, exhibits, publication |
Collect Proceedings descriptions: collect from tutorial teachers, workshop organizers, exhibitors, etc. short descriptions, for proceedings; provide them to publication chairs |
|
Exhibits |
Set up exhibit: locate exhibit company for pipe-and-drape stands, signage, etc.; buy insurance, if needed; liaise with exhibitors, local committee, and venue about display needs; work with program and sponsorship chairs on exhibitor fees |
|
Demo |
Arrange demos: select demos; work with selected demo-ers for AV needs;liaise with local chair for AV needs; liaise with program chairs for scheduling and proceedings; update webpages |
| 3 |
PC, sponsorship |
Update financial picture: update budget; project needs; seriously go after corporate sponsors, now that logos are being put onto signs, publications, and toys |
|
LC |
Confirm local events: confirm meeting venue: rooms, spaces, lunches, etc.; confirm accommodations; confirm social events: banquet, reception, entertainment, outings, etc. |
|
PC, tutorial, workshop, demo, SRW, exhibits |
Confirm invitees: confirm attendance of invited speakers and panelists; confirm attendance of paper and demo presenters; confirm tutorials and workshops; confirm exhibitors |
|
Exhibits |
Finalize exhibit spaces: finalize payments of all exhibitors; complete design of exhibition space(s); complete arrangements with pipe and drape rentals, etc. |
|
LC |
Set up demo AV equipment: determine AV requirements of demo and paper presenters and other speakers; link up with venue |
|
Publicity, office |
send out registration form again; contact local authorities, as relevant |
|
publication, tutorial, workshop, demo, exhibit, sponsorship, SRW |
Receive final papers and create Proceedings: accept final camera-ready papers; create Proceedings (main volume and any accompanying ones); front matter: title page, ToC, foreword(s), list of authors, etc.; body (xerox page numbers onto submitted final papers); covers; send to printers and binders; update webpages as needed |
|
Tutorial, workshop, SRW |
Create tutorial and workshop material: arrange for printing of tutorial and workshop materials (see workshop proceedings format); collect material from presenters; create books/proceedings |
| 2 |
PC |
Assign session chairs: send out instructions to session chairs and speakers about time and place, as well as time management for the talks |
|
LC |
Finalize on-site admin: assemble team of assistants for registration, gophering, etc. |
|
GC, PC, tutorial, workshop, SRW, exhibit, LC |
Create conference registration material: create program to be included in conference registration package; gather all other material, incl. freebies |
|
Office, LC, sponsorship |
Give registration update: update ACL Exec on conference registration, venue and accommodation bookings, financial status; update webpages, especially local and travel conditions (check the travel instructions, local weather, medical and political conditions, etc.) |
| 1 |
GC, publicity |
Perform local outreach: start local advertising; contact press, TV, etc. |
|
PC, tutorial, workshop, SRW, exhibit, demo |
Finalize all Proceedings and tutorial material: collect and check proceedings (papers, students and other workshops, demos, etc.); collect and check final tutorial materials |
|
LC |
Finalize demo AV equipment: finalize AV requirements of demo-ers |
|
Office, LC, sponsorship |
Give registration update: update ACL Exec on conference registration, hotel and dorm bookings, financial status |
|
LC |
Finalize registration package: assemble all materials into registration packets: local maps, local events, conference program, freebies, etc. |