ROLE of COORDINATING the preparation of the SIGCOMM Proceedings advice/experiences (updated 7/18/2005) 1) CONTACTS: ACM always has a special program director for proceedings. Adrienne Griscti (griscti@hq.acm.org) is the current (2003) contact. check here in future http://www.acm.org/sig_volunteer_info/sigsvce.html SIGCOMM Information Services Director (the current contact is Erich Nahum). For future references, see the inside cover of SIGCOMM's CCR, or the SIGCOMM web page. 2) WHO CREATES THE CAMERA READY COPY In 2000 --- 2002 SIGCOMM has used ACM's contractor for proceedings Sheridan Printing to produce the proceedings (i.e. create a camera ready copy to be printed). (In some of the earlier years, a staff member of the PC chairs has volunteered to produce the camera ready copy, but at this point, using Sheridan is a win-win.) From a budget perspective, the production of the camera ready copy costs approximately $6 a page (was $4). 3) SELECT the person who will assume the Proceedings Coordinator role: While using ACM's contractor offloads the SIGCOMM committee significantly, there are several coordination activities still required by a member of the committee: i.e. a "Proceedings Coordinator". SOMEONE needs to be Sheridan's contact. In 1999 it was a PC staff member; 2000 it was one of the Program Co-chairs (prob. staff asst?); in 2001/2002 the committee had a separate Publications Chair (who managed the cfp, ap, and proceedings); in 1995 the committee had a separate Proceedings Chair. Each approach works. The rest of this document describes what the Proceedings Coordinator needs to do, and who they need to coordinate with (PC chairs, Local arrangements, Webmaster...). 4) WHAT NEEDS TO BE COORDINATED: The proceedings coordinator functions as a go-between and a reviewer. The coordinator should provide the necessary info for the following (some can be lifted from the AP), AND should review/approve Sheridan's camera ready copy for all of the following: (there are ALWAYS some important typos, so this is essential) * Instructions to the Authors * Conference Logo * Exactly what should be on the proceedings cover * page i - Title page in the proceedings (with logos) * page ii - ACM provides this to Sheridan * page iii/iv - Chair's messages (General and Program) * page v - Table of contents * page ix - Committees (conf, pc, poster, student travel?) and Reviewers * the look of each session's cover page * Author index Hint: Use the last 2 SIGCOMM proceedings as examples, and browse earlier ones if desired. In 2001 Ramesh used the web as his way to supply materials to the ACM contractor. OTHER: * coordinate web publishing the ELECTRONIC COPY of each paper. * coordinate on shipping 5) INSTRUCTIONS to authors (both from the PC chairs and from ACM contractor) PC chairs: See 2002's sigcomm acceptance letter: www.cs.utexas.edu/users/chris/sigcomm/conf/planning/program.chair/accept.ltr * be sure to include some advice about the presentation of the paper (length of time, how to create slides, A/V provided) or this could be done separately. * be sure to specify to send the pdf version ALSO to the designated committee member, in order to get the papers online asap (must be in JUNE!) * page length: it's 12 pages. They have to ask the PC chairs for an exception. Given that each paper starts on the right hand side of the book, then if more pages are given, allocate 2 instead of 1. ADVICE to PC CHAIRS: Some authors request more pages and the 2001 chairs: "asked all authors to contact us before and we gave them strong pushback to make sure they really needed them. We also tried to get them to use only one extra page and only agreed to two (14 pages) in a very few cases." SIGCOMM does not charge authors for extra pages. ACM contractor: (instruction to authors) This require a small amount bit of coordination, between the ACM proceedings program director, the contractor AND the Proceedings Coordinator... to approve the schedule and to make sure they include the appropriate references to our early online publishing. See the end of this document for a schedule example and an example of a letter to authors. 6) LOGO DESIGN coordination The Web/AP/CFP conference logo may have to be altered a bit, in order to blend with the cover of the proceedings, and also to be used (if it works) as a small image on some of the front pages. This always requires an iteration or two, so don't forget this one. We always keep the same basic look, since the proceedings is one of 5 SIGCOMM CCR issues. The conference logos are typically black silhouettes, but 2001's combines black/white/grey... I don't think that we want to use color. 7) PROCEEDINGS COVER/SPINE coordination Proceedings cover memo from 2001 proceedings chair: Here's what we'd like. We use the same design as the Sigcomm2000 cover, with the following changes: a) The volume, number and date of the edition should be changed appropriately (I'm assuming you have this information) for the cover and the spine. b) We should use the upper (of the two logos) logo on this page: http://www-cse.ucsd.edu/users/voelker/sigcomm01/logo.html c) The location of the conference is "San Diego, USA" d) The dates of the conference should be August 27 - August 31, 2001. e) Do NOT include a URL. 8) TITLE PAGE (page i) coordination Notice that the logos are on this page, along with most of the info from the proceedings cover. Since this is a very visible (and long-lasting) form of sponsorship publicity, check with the fund raisers to see if there are any last sponsors about to come on board. Ask the ACM Contractor to produce a sample title page and then review it. a) I suggest that the logos be ordered subtly in terms of donations to give a bit of emphasis to the significant donors. b) Please do include the URL on this page. 9) CHAIR's MESSAGES: Coordinate with the printer as to when they need this info, then get it from the General Chairs and the Program Co-chairs. 10) TABLE OF CONTENTS coordination: Most of the ToC comes from the Adv. Prog. Coordinate with Program Chairs on the names of the session chairs (this is highly desirable to include). The Program Chairs should also ask all of the authors to check for typos, or affiliation changes. Sometimes the webpage/AP will still be missing titles of the keynote, panel members, etc. The ACM printer does compare the final copy of the paper names/authors to the ToC. However, it's important for a committee member to review for typos or affiliations (see #11). 11) COMMITTEE MEMBERS AND REVIEWERS Confirm with the General Chairs that the general committee names and affiliations on the web are still correct. Confirm with the Program Chairs that the program committee names and affiliations on the web are still correct. Ask them (give them some advance notice) for the list of reviewers. 12) SESSION COVER PAGE Using the AP as the model (for session numbers), ask the ACM contractor to prepare a sample session cover page with: title, session chair, papers, and optional small conferfence logo. Review it, and they will prepare the others. 13) AUTHOR INDEX I believe that the ACM contractor produces this, so ask the PC chairs to review it for correctness. 14) ELECTRONIC COPIES SIGCOMM has been putting online electronic copies of the papers as soon as they are available in June. The authors now submit the paper electronically to the ACM contractor (in pdf). The SIGCOMM Info Services Volunteer will have some advice on how to structure the web pages for the papers (some years we have had abstracts, etc...) So coordinate with the Conference Web Master and ACM contractor and SIGCOMM Info Services volunteer. See: 15) SHIPPING ACM Sheridan will ask you how many copies to ship to the conference. Coordinate with others to see if the quantity specified in the TMRF is ok. We always want some extras, to sell, and to not be surprised. Any leftovers are given to the local organizers for dispersal to future grad students... SHIPPING ADDRESS: Contact the local arrangements chair to find out where the boxes can be shipped (ideally to hotel, but sometimes can't). 16) EXAMPLE SCHEDULE (followed by an example letter to authors) Since the schedule is so important and affects many different roles of the conference committee, it should be reviewed by all. Date: Tue, 24 Apr 2001 15:01:07 -0400 From: "Lisa at Sheridan Printing" To: guerin, Derek.Mcauley Subject: SIGCOMM'01: Productions Schedule Dear Chairs, Let me introduce myself....my name is Lisa ...and I am one of the proceedings coordinators at Sheridan Printing. Adrienne Griscti and myself have composed the following proposed schedule to help in the production of your conference/symposium's proceedings. List of Authors & Email address from Chair to Sheridan -- April 30, 2001 Sheridan sends instructions to Accepted Authors --May 1, 2001 Electronic files due at Sheridan -- June 15, 2001 (I was notified of the scheduled submission deadline of May 21st, but I would recommend to offer a later date, I did include in the schedule sending you the pdfs by June 28th with the June 15th submission deadline) Copyright forms due from Authors -- June 15, 2001 Front Matter: Preface, Conference Committee List, Sponsors Info due to Sheridan from Conference Contact -- June 22, 2001 Assemble papers and create Table of Contents & Indexes -- June 27, 2001 PDFs prepared and delivered to conference for conference website -- June 28, 2001 Quantity for conference and shipping instructions needed -- July 12, 2001 Page proofs to Conference Contact -- July 12, 2001 Page proofs "OK" due back to Sheridan -- July 18, 2001 Printing and Binding -- July 31, 2001 Ship by -- August 17, 2001 Arrive at Conference/Workshop site -- August 24, 2001 A letter will be sent to accepted authors with submission instructions and where and how to send the needed hardcopy of the copyright release form. We do encourage authors to use the ACM templates. >From the conference contact or chair I will need the following material: 1.. List of accepted authors and their email addresses by April 30th 2.. The page limit of the accepted authors submissions (if any) by April 30th 3.. Quantity of proceedings for the conference by July 12th 4.. Where and to whom the conference copies are to be shipped to by July 18th 5.. Cover/title page design by June 22nd 6.. Copy text for the foreword/chair's message (I will format this for you) by June 22nd 7.. Order of papers as they are to appear in the proceedings (if an advance program is available I can use this) 8.. Program/Conference Committee list (I will format it for you) by June 22nd 9.. Also any other material that you or the conference wish to have contained in the proceedings by June 22nd Sheridan Printing will create the table of contents and the author index for the proceedings from the author's submissions. I look forward to hearing back from you at your earliest convenience, if you have any comment or questions, please feel free to contact me: Sincerely, Lisa Sheridan Printing 1425 Third Ave., Alpha, NJ 08865 ---------------------------------------------------------------- ---------------------------------------------------------------- (example acceptance letter, except it does NOT include any mention of the early online publishing, nor what the procedure is --- e.g. pdf files should be sent to: ????? ) Begin forwarded message: Date: Tue, 1 May 2001 08:02:20 -0400 From: "Lisa at Sheridan Printing" To: "Sheridan Printing Co., Inc." Subject: SIGCOMM Submission Instructions Dear Accepted Author, Thank-you for participating in the SIGCOMM'01 Conference Proceedings. This letter will acquaint you with the submission process of your accepted paper and expedite preparation of the proceedings for the conference. Please read all of the instructions below. Submission Deadlines and Preparation of Copy All ACM sponsored proceedings will be included in the ACM Digital Library as well as prepared for printed publication. All papers for the conference must be submitted in an electronic format which conforms to ACM specifications and must be received no later than ***June 15th, 2001***. Your submission is limited to 12 pages. Templates for ACM Proceedings are presented in Latex (use option #2 -- sig-alternate class file), WordPerfect, and Microsoft Word (using Word is preferred) and located at: http://www.acm.org/sigs/pubs/proceed/template.html. 1. Papers should be produced using the templates and submitted electronically via email (as an attachment to the email) to: typedept@ Use the name of the conference in the subject line when submitting your material. Be sure your text and .ps files are formatted for American Letter (8-1/2x11). If you are using WORD, please send me the .doc file (you do not have to send me a .ps file). See item #2B. For authors using LaTex, I need the .tex file and a .ps file. [Use option#2--sig-alternate class file (this is a tighter format and automatically inserts the acm copyright information needed)]. See item #2A. If you would like to use FrameMaker, please make the .fm file match the specifications outlined in the WORD template. FrameMaker users please send me the .fm and a .ps file. And be sure the figures are embedded. (see item #2C). 2A. Authors using LaTex, please fill in or insert the following three lines after \begin{document}: \conferenceinfo{SIGCOMM'01,} {August 27-31, 2001, San Diego, California, USA..} \CopyrightYear{2001} \crdata{1-58113-411-8/01/0008} 2B. Authors using WORD, please insert the info in the attached SIGCOMM Blurb file...8 pt. Times Roman, and note that SIGCOMM'01 is italicized. 2C. Authors using FrameMaker, there is a text file (SIGCOMM-copyright) attached with the ACM copyright information that needs to be inserted in the bottom/left of the first page in 8 pt. Times Roman, note that SIGCOMM'01 is italicized. 2D. Authors that are US Government employees, please contact me for the correct acm copyright info for your paper. Let me know the names and affiliations of your co-authors also. 3. Do not alter the templates other than for line or page breaks. Authors using LaTex, be sure to put all text into ONE .tex document, including the references from your .bbl file, please send your figures--zipped or tarred together. The use of Categories & Descriptors and General Terms are not mandatory. 4. Submissions that do not conform to the ACM standards and formats will be returned to the author for corrections and/or alterations. 5. Your actual text (source) file is needed to produce the METADATA for ACM's digital library. 6. Please incorporate the reviewers remarks into your paper. Also be sure that there are no bad page or column breaks--meaning no widows (last line of a paragraph at the top of a column). If this happens either tighten the previous column or force a line over. Section and Sub-section heads should remain with at least 2 lines of body text. Also, be sure that your .ps file is formatted for American Letter (8-1/2x11). Copyright Release Form ACM requires your original signature on a hardcopy of the copyright release form. The form itself can be downloaded from: http://www.acm.org/pubs/copyright_form2sheridan.html The title, authors and publication must be filled in at the top and signed at the bottom. Be sure that your title matches your submission, or a new form will be requested. The form with the lead author's original signature must be mailed or sent via an express carrier by June 15th, 2001 to: Sheridan Printing Attn: Lisa ***If you print this form now and send it in, you do not have to send it via an express carrier, regular USPS or airmail would be sufficient. Questions If you still have questions or problems please contact Lisa ...at Sheridan Printing, by phone: ...with the conference name (SIGCOMM'01) in the subject line. Thank you again for participating in this conference and I look forward to receiving your materials on a timely basis. Sincerely, Lisa