FILE NAME: sigcomm/conf/guidelines/milestones AUTHOR: Chris Edmondson-Yurkanan, dragon@cs.utexas.edu, +1 512 471 9546 DATE: 9/24/95 CONTENTS OUTLINE: 1. A year of conference milestones ******************************************************************************* SIGCOMM CONFERENCE PLANNING MILESTONES Chris Edmondson-Yurkanan September 24, 1994 This set of SIGCOMM conference planning milestones is an attempt to save new SIGCOMM conference volunteers from having to reinvent the wheel by recording some of the accumulated knowledge of previous SIGCOMM conference volunteers. These milestones are more oriented toward the annual SIGCOMM Technical Symposium on Communications Architectures and Protocols, but should assist the committees for the Wireless conference. The milestones are based on general ACM conference milestones, but include details that have applied to most of the recent SIGCOMM conferences. Use them like a checklist to minimize the impact of something overlooked. ( eg in SIGCOMM 93 I forgot the plaque for the student paper award, until a week before the conference ) FORMAT: The (Wks) columns refers to the number of weeks before the conference and is VERY general and may need to be adjusted for YOUR conference. ???? how to sort ???? These milestones are organized by general area and are sorted within that area. Date Due Chair's Milestone Wks before Conf Responsibility -------------------- --------------- -------------- *General chair and Program chair selected ASAP SIGCOMM ex.comm *Select general city ASAP General *Select date of the conference, avoiding ASAP General/Program scheduling conflicts of other conferences and religious holidays *Conference committee selected ASAP General ( definitely before the Call for Papers goes to print, so that contact names/info are included in the C.F.P. ) *Tentative hotel/facility commitment 58 Local Arrange. ( final commitment must be handled by ACM ) -------------------- *Call for papers designed (draft? ) 56 Publicity *Copies of the Call For Papers available for 54 Publicity distribution at the current year's conference ( these could be drafts if necessary ) -------------------- *Review questionnaires from current conf. 50 ALL *planning meeting with exec. comm. and 52 ALL current conference ( at current conf. ) *special projects decided on ( any demos, *top down financial budget, based on previous conference budgets AND including typical meal costs for this particular city! Conference/Tutorial rates should be adjusted for this particular city! -------------------- *Program committee members selected 52 Program ( this must happen earlier if you want their names in the Call for Papers ) *tutorial plan *program plan *Call for Papers ( final ) designed and Publicity printed -------------------- *Publicity Plan *Get calendar entries in the cfp section of CACM, IEEE Network, IEEE ????? *Fund raising plan Fundraising *Fund raising efforts are most impt early so that we have absolute confirmation by the advance program *email plan *On-line info plan *social event reserved *reception Date Due Chair's Milestone Wks before Conf Responsibility -------------------- --------------- -------------- *Acceptance and author kits to authors 18 Program *Receive Papers from Authors 13 Program *Papers to ACM with all front material 11 Program and index and page numbers ( except copyright page ) *Proceedings Cover design to ACM 11 Publicity *Fundraising deadline for logos to ACM 11 Fundraising for the proceedings *Papers to Printer 10 ACM *Student Paper Award Plaque ordered 4 ? -------------------- *Advance Program to Printer 15 Publicity *Advance Program in mail 13 ACM *Advance Registration procedures planned 13 Registration tracking registrations by all categories, depositing,confirmation letter,special meals, attendee list, printed badges.... ( SIGCOMM now has some reg. software ) -------------------- *Calendar info to magazines 17 Publicity *Electronic mail postings #1 14 Publicity *Electronic mail postings #2 9 Publicity *Electronic mail postings #3 5 Publicity *Advertising copy if any to magazines 14 Publicity ( none planned in CACM ) *SIGCOMM 93 Award winner selected June 1 Wood/AwardsComm ( in 95 will be April 10th or so ) *Press release to magazines and newspapers 13 Publicity *Ads appear ( if any ) 7? Publicity *Press release about SIGCOMM award winner 5 Publicity *WWW and anonymous ftp and email-info set up ? ? -------------------- *Submit Schedule of Functions to Hotel 16? Local Arrange. and conference site and special event site ( lunches, breaks, reception, soc. event ) *On site registration plan 6 Registration (equipment,staff(paid and student),signs,forms, display tables,ACM membership booth,attendee list, reg. hours, tickets ) *Internet Radio plan 6 Local Arrange. ( are we doing it this year ? ) *Electronic Mail plan 6 Local Arrange. ( this year I guess it will be pretty easy ) *Advance registration closes 4 Local Arrange. *Financial assessment based on current 4 Treasurer projections, ( consider more fundraising or cutting back on expenses if needed ) *Tutorial Notes to local site printer 4 Local Arrange. *Final room assignments of sessions/events 3 Local Arrange. to conference site *Badges & ribbons & signs available 2 Registration ( ? badges for students marked differently? ) ( ribbons for authors & committee ) *Final program to printer ( if necessary ) 2 Publicity *Proceedings delivered to conf. site 1 ACM *All material to Registration chair for packets 1 ALL *Guaranteed function numbers for food 1 Local Arrange. *Coordinate with reg.staff (paid/student 1 Registration volunteers *Conference/Tutorial Questionnaire written 1 *Packets stuffed 0 Registration *Attendee List handed out 2nd day of conference 0 Registration ( with email addresses) *Draft treasurer's report for SIGCOMM bus. mtg 0 Treasurer *Write down suggestions for next SIGCOMM while 0 ALL still attending this one *Report registration figures to ACM +2 Registration *Submit individual final reports to treasurer +4? ALL *Close bank account and submit final report +12 Treasurer