AUTHOR: Chris Edmondson-Yurkanan, chris@cs.utexas.edu, +1 512 471 9546 DATE: last updated 11/21/2004 CONTENTS OUTLINE: 1. Role of publicity chair 2. Design concept 3. Contact plan ( postal and email and distribute at conferences) 4. Call for papers 5. Advance program 6. Proceedings cover and Tutorial Notes Cover 7. Final program bookmark 8. Final program and Poster Abstracts Booklet 9. Promotion of ACM and SIGCOMM names and benefits through all of the conference materials 10. little detail: I have negotiated with a foreign mail house for lower rates on our bulkier items. They are enveloped here in the US and mailed to a sort facility in Europe. Thanks, Julia Codrington ******************************************************************************* 1. Role of publicity chair a) RESPONSIBILITIES: 1) This role is oriented towards spreading the word about the conference and is NOT responsible for putting together the proceedings. The actual finished products include: * getting an entry in society calendars ( ACM, IEEE ) for both the call for paper deadline and the advance program contact. HINT: check the entries from time to time to maker sure it's up and correct. If not, notify SIGCOMM's program director. * print advertisements * hard copy call for papers ( CFP ) * on-line version of call for papers * hard copy of the advance program ( most important deliverable ) * on-line version of the advance program * assistance on logos for covers of proceedings, workshop, tutorials * final program bookmark * final program booklet * postings to mailing lists and newsgroups, on an ongoing basis * online info via WWW and email * (sometimes) publicize the SIGCOMM award winner and/or other keynote speakers 2) This volunteer does not have to be a designer & is encouraged to work with a designer ( if desired ) to produce a "conference image" that is used throughout the conference; SIGCOMM has only done this extensively once, in 1994, and the design was a positive part of the conference. 3) This role ends up being key in producing the advance program, because this person will be the first to notice all the missing pieces of info. 4) This role requires care, proofing, and attention to details like email addresses and phone numbers. Some typos are deadly. b) MILESTONES - are ancient so they need to be redone. SPECIFIC PUBLICITY MILESTONES WKS BEFORE CONF *Call for papers designed (draft? ) 56 *Copies of the Call For Papers available for 54 distribution at the current year's conference ( these could be drafts if necessary ) *Electronic posting begins 51 *Contact info to ACM/IEEE/SIG editors for calendar entries 50 *Publicity budget/plan drafted ( includes input to TMRF ) 48 *Call for Papers ascii version complete for electronic dist. 45 *Call for Papers labels ordered from ACM/other orgs 40 *Call for papers design complete 38 *Call for Papers Mailed 36 *Call for Papers Received 33 *Paper Submission deadline 25 *All info gathered for advance program except papers 25 *Program info provided for advance program 21 *Advance Program to Printer 15 *Calendar info to magazines 17 *Electronic mail postings #1 14 *Electronic mail postings #2 9 *Electronic mail postings #3 5 *Advertising copy if any to magazines 14 Publicity ( none planned in CACM ) *SIGCOMM 93 Award winner selected June 1 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 *Final program to printer ( if necessary ) 2 Publicity * Advance program to printer 16 * Advance program distributed electronically AND to the appropriate SIG editors for inclusion in the newsletter * Advance program mailed 14 * Advance program received 11 *Proceedings Cover design to ACM 11 Publicity * Publicity in local papers/topical material, especially for any keynote speaker, SIGCOMM award winners..... * Final program ( if necessary ) c) AT THE CONFERENCE .... ( questionnaire ) 2. Design concept: a) In 1994 the design was geographic based: an image evoking London. If you look at the 1990 and 1992 conference proceedings, you'll see images that were designed for the proceedings. Twice T-shirts were made, but I think that was a money-loser, and a venue that not many people would actually see. The call for papers and advance program in 1994 ( and for years in the SIGMETRICS community ) have really evoked a professional, inviting image. I think the effort is well worth it, but don't have any data to support this. b) The cost of a designer certainly has to be carefully managed. The designer should be told the complete set of deliverables (full-page and/or half-page advertisement of the program/conference, full and single-page CFP, advance program) to allow a consistent image to be developed and to obtain the best package-deal price on design expense. Printing costs, along with the mechanics of mailing, are handled by a printer via ACM SIG SERVICES The dates the deliverables are required, along with a commitment of when the raw data will be available from the committee, to be negotiated with the designer to avoid rush-charges. 3. Contact plan ( postal and email and distribute at conferences) a) postal mail: SIGCOMM 2002 ordered > sigcomm 2001 attendees > sigcomm members > sigops members > sigmetrics members > sigmobile members and approx 3000 labels from IEEE that were "local" to the conference. and INFOCOM attendees, and tried to get an intersection of computer society and communications society, but the # was too small. b) At the end of this file is an almost complete plan for 1994. It is very important to put a plan/budget together, because this item is the most costly expense of the conference and the expenses are what ACM calls "fixed expenses", since the expenses are independent of the actual number of attendees. c) When writing postings to email or newsgroups, then check out the following guidelines: Since we are only sending ASCII text announcements, there are a few guidelines: * avoid tabs, indent when necessary with spaces * don't try to center too much. * Use various ASCII list and bullet techniques... * don't use any automatic wraparound, add cr to the end of each line * Use 72 character lines 123456789012345678901234567890123456789012345678901234567890123456789012 (so even if a mail reader isn't displaying using fixed size fonts, it's still pretty easy to read) excerpt from Pat Dowd: Please note that you should post to each group individually rather than all at once. I realize that this is a pain but most moderators (including me) seem to filter their incoming mail and automatically delete messages that have been cross-posted. 1994 newsgroups: ANCIENT --- needs to be updated. comp.simulation comp.dcom.cell-relay comp.dcom.telcom comp.parallel comp.os.research comp.protocols.tcp-ip news.announce.conferences comp.infosystems comp.multimedia comp.org.acm comp.org.ieee comp.realtime c) 1994 mailing lists performance@santur.zko.dec.com tccc@cs.umass.edu d) Another avenue of publicity: Consider contacting some editor/publisher of a journal that would be interested in the conference, to exchange a presspass for an ad or a write up or...... e) Distribute at various conferences: CONFERENCES: this is critical and requires planning now, and postal mailing batches to specific individuals.... http://www.cs.utexas.edu/~chris/sigcomm/conf/planning/publicity.chair/distribute.conferences 4. Call for papers a) Electronic posting of next year's Call for Papers should begin the day after the end of the current year's conference. The frequency should be a posting to the newsgroups about once a month and alternative months on electronic lists. Send the 1-paragraph CFP and then the conference announcement to relevant technical publications with calendar-type columns. b) The Communications of the ACM has a calendar entry; we need in there. Talk to the SIG services person. c) IEEE Network and IEEE Communications magazine have calendars d) Other hardcopy calendars: sponsoring SIGs have a newsletter; some of them have calendar sections. e) On-line calendars: See the general chair's guidelines for info on f) It is very important to have at the current conference information on the next year's conference, starting the first day of tutorials. Also, it would be nice to have "chamber of commerce" info from the next year's city at the current conference. 5. Advance program a) This requires lots of coordination to get everyone to supply the information and look for missing pieces. You can use the previous year's program to act as an initial checklist to see what's missing. See the following: AdvProg2000.pdf AdvProg2000xerox.pdf AdvProg2001.pdf AdvProg2001xerox.pdf AdvProg2003.pdf The color is a bit weird in the 2001 pdf, so the xerox may be more readable. The 2000 color pdf is reduced for a "reference" for the printing company --- Per archived the logos, images and even the quark files - everything that the printer needed. 6. Proceedings and Tutorial Note covers a) The bottom third of the proceedings cover has carried some conference image in the red bottom part of the CCR. However, if the proceedings is currently an issue of the SIGCOMM newsletter, then minimal design is allowed. If this changes, then this may free up ( or just change ) the restrictions on the cover. b) Tutorial Notes have a cover with the same artwork, and then with just the titles different. 7. Final program Bookmark * the advance program week's schedule can serve as the basis for the bookmark, but for the technical program component, we should IDEALLY start with the table of contents for the proceedings which is even more uptodate with exact paper titles, and affiliations, and session chairs * it's getting harder to squeeze everything onto one card * it needs room names/numbers... * The emphasis on the quality here is relaxed, and this is typically xeroxed onto "stiff colored paper" in the shape of a large bookmark. * 2003's size was the widest ever: 11 11/16 inches by 6 3/8 inches (A4 paper related?). (normally it's about the size of one piece of paper folded in half): Generally, height_of_bookmark >= height of the proceedings (11") so that it is slightly visible. 8. Final program and Poster Abstracts Booklet * See sigcomm 2003's booklet 9. Promotion of ACM and SIGCOMM names and benefits through all of the conference materials a) ACM Marketing has pointed out that we don't even include a statement about "who is ACM" or "who is SIGCOMM" or "what is the significance of SIGCOMM's conference?". They have also pointed out that we could include some of this info in: the call for papers, the advance program, and at the conference itself. ACM has lots of "canned" statements about ACM; plus they have a disk of machine readable ACM logos. b) Additionally, SIGCOMM has a logo. Plus SIGCOMM has a membership brochure that spells out some of the benefits of joining SIGCOMM. Plus, the SIGCOMM exec. committee is tasked with putting together some more current descriptions of "who we are". -------------------- Appendix: 1994 Plan According to Pat McCarren of the ACM, approximately 75% of SIGCOMM attendees are core conference attendees - they always attend the conference. Furthermore, the authors are usually drawn from this pool. The publicity strategy is designed to exploit this characteristic: spend publicity dollars on people most likely to participate. However, we have also included a broad distribution to hedge our bets. The following lists the plan: 1. Have a more attention-grabbing CFP. It was a little more aggressive this year than in the past. (done) 2. Distribute the 1994 preliminary CFP to all attendees of SIGCOMM'93 (done) 3. Bulk mail CFP to all ACM SIGCOMM members plus the attendees of selected IEEE conferences (INFOCOM, etc.) This is a general mailing to recruit new authors/attendees. (done) 4. Mail CFP via First Class (or bulk Air Mail) to the members of a high probability "target" list of past SIGCOMM attendees, IEEE LAN/MAN workshop attendees, etc. (in progress) 5. Focus on European authors/attendees through the mailing lists provided by RARE/EARN. They agreed to give us their mailing lists and we have mailed the CFP via bulk Air Mail to their members. They also agreed to help publicize the conference by including our announcement in their newsletters. In return, I have agreed to help them publicize their conferences via electronic - posts and supply them with a copy of the target list when it is complete. 6. Electronic distribution. Usenet newsgroups and mail lists such as performance and ieeetc. This a continuing effort requiring periodic postings. 7. Mail the Advance Program to ACM SIGCOMM and RARE members plus the people on the target list. This is designed encourage non-author attendees. ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- Plus, interesting tidbits that I have yet to include in the above text of the publicity chair. POSTSCRIPT IDEAS FOR FUTURE CONFERENCES: i just got back from a conference where the prograsm was printed in a miniature 'credit card' size booklet it was very very handy.... just an idea for sigcomm maybe cheers jon >Jon, I'm intrigued with the credit card idea. I assume that this was >just for the final program on site? you called it a booklet. How many >pages did it end up being? Thanks, Chris they managed to get a 3 day, 3 track conference details onto 34 sides it fit in my wallet and in my badge holder... very cute! cheers jon To: j.milizzo@ieee.org Subject: great home page Cc: dragon@cs.utexas.edu Status: ORS I have found all kinds of helpful info. I have been looking for the communications society on the net for months/years and am glad to finally see the info. So, in browsing around, I saw one of my sponsored conferences in the list of conferences and wondered if you have a mechanism for a) finding out about network conferences that could be added to your list, and b) if conferences get into this email list, does that ensure that they get added to the conf. calendar in IEEE Communications mag, IEEE Networks mag, and IEEE Personal Communications mag.???? I am currently involved with the planning of 2 conferences: ACM SIGCOMM 9x and ACM's Intl Conf on Mobile Computing and Networking. Thanks very much, Chris Edmondson, SIGCOMM sec/treas Greg, I just found IEEE Comm. Society conference home pages and they are so much more useful and readable than ACM's. Would you please pass this on to the appropriate person. The URL is: IEEE Communications Society http://www.ieee.org/comsoc/confs.html ( has link option ) contact: j.milizzo@ieee.org and not only is it very readable, but some of the conferences listed are then linked to conference home pages. I understand that ACM's multiple SIGs complicate this quite a bit, but the designer of the web pages should look at all of the IEEE comsoc pages ( better than IEEE computer society pages ). Thanks, Chris Subject: Re: publicity today Content-Type: Multipart/Mixed;boundary=part_AB9F353F001875C400000005 Status: OR --part_AB9F353F001875C400000005 Content-Type: Text/Plain; charset=US-ASCII Content-Disposition: Inline Chris, > March 28th, 1995: plus I contacted various web site managers, corrected the > info if necessary and sent new cfps ( see below ). > elf@cs.washington.edu Terry Welch > http://snapple.cs.washington.edu:600/mobile/mobile_www.html > ( made corrections, sent new cfp ) > reichert@it.kth.se Frank Reichert > http://www.it.kth.se/TSlab/WS/ws.html > ( asked to be included in their list ) > rees@umich.edu Jim Rees > http://www.citi.umich.edu/u/rees/rees.html > ( sent latest cfp ) > g_f_wetzel@att.com Greg Wetzel > http://www.acm.org/sigcomm/wireless95/ In doing this, did you ask them to list http://www.acm.org/sigcomm/wireless95/ or did you send them a copy of the cfp? It would be better to get them to point to the home page, which we can then update as often as necessary without involving them. Greg Wetzel AT&T Bell Laboratories voice: +1 908 949 6630 Room HO 1L-426 fax: +1 908 949 1726 Holmdel, NJ 07733-3030 email: G_F_Wetzel@att.com To: dragon@cs.utexas.edu (Chris Edmondson-Yurkanan) From: e.wilber@ieee.org (Elizabeth Wilber) Subject: Re: conference announcements Status: O Dear Chris, We can add the following conference info. you sent to the conference calendars. ACM INTERNATIONAL CONFERENCE ON MOBILE COMPUTING AND NETWORKING 1995 November 14-15, 1995 (Tutorials on Monday, Nov. 13) Berkeley, California, USA Info: Dan Duchamp (djd@cs.columbia.edu) or Baruch Awerbuch (baruch@blaze.cs.jhu.edu) I did not find a second one which you mentioned in your email. Items for the calendar for all three magazines can be sent to Vik Punj at and he will include it in the file he forwards to us on a monthly basis. Thank you. Beth Wilber ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Elizabeth Wilber e.wilber@ieee.org IEEE Communications Society +1-212-705-7854; fax 7865 345 East 47th St., New York, NY 10017 USA ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ From vik@ihades.ih.att.com Wed Apr 5 10:30:09 1995 From: Vikram.Punj@att.com Original-From: vik@ihades.ih.att.com Message-Id: <9504051522.AA05466@ihalo116.ih.att.com> To: dragon@cs.utexas.edu Subject: Re: email address? Status: OR Chris, I already have SIGCOM in my database, Beth will take care of the other one. I only handle IEEE Network and Communications calendars and dont have any database fields for www at this time. Vik From j.milizzo@ieee.org Mon Apr 10 09:24:28 1995 Received: from rab.ieee.org (rab.ieee.org [140.98.2.3]) by mail.cs.utexas.edu (8.6.12/8.6.9) with SMTP id JAA16498 for ; Mon, 10 Apr 1995 09:24:26 -0500 Received: from tab.ieee.org by mail.ieee.org (4.1/R-3.83-03.03.95) id AA06443; Mon, 10 Apr 95 10:23:54 EDT Received: from [140.98.14.103] (mac03.comm.ieee.org) by tab.ieee.org (4.1/I-3.20) id AA11779; Mon, 10 Apr 95 10:23:40 EDT Message-Id: <9504101423.AA11779@tab.ieee.org> X-Sender: jmilizzo@140.98.2.2 Mime-Version: 1.0 Content-Type: text/plain; charset="us-ascii" Date: Mon, 10 Apr 1995 09:31:08 +0200 To: dragon@cs.utexas.edu (Chris Edmondson-Yurkanan) From: j.milizzo@ieee.org (Joseph Milizzo) Subject: Re: great home page Status: OR Chris: Sorry for the delay in responding. As publications manager at COMSOC, my primary responsibility is still managing the print products - my web-related work is completed during time I carve out from my regular schedule, and this is one of those "carve outs." Thank you for your comments about our web site. I've made some improvements and enhancements, and would appreciate any further comments you might offer. Regarding our conference listing: We have no procedure for actively soliciting listing items, if that's what you are asking. Currently, we sort through announcements we receive and include those we feel are appropriate for our readership. The listing that appears in out web site is a duplication of the master list. This master list is edited for publication in the magazines based on available space and relevance to that particular magazine's readership. This policy might change regarding the on-line listing. If you have a conference you want included in our listing, e-mail the information to me. Status: OS Great, Keshav. all that you have done looks very nice and I am thrilled it's now behind us. Here's a few random comments on 3 areas of promotion. Thanks again for your thoroughness and timeliness! :-) Chris --------------------------------------------------------------------------- RE: copies to mail out How many copies did you have printed and to what mailing lists besides SIGCOMM members? Is Pat sending these out to previous SIGCOMM 9x attendees? To IEEE members in NE? What European mailing lists? --------------------------------------------------------------------------- We want to have very good attendance at the tutorials. You would really help the financial health of the conference, the more you publicize them in the Boston/New England area. Mailings to university CS departments and local industry for postings on the wall; plus email and/or news. So look around for contacts and mailing lists in that area. --------------------------------------------------------------------------- I haven't looked at the publ. chair guidelines in a while, but I know your main task is now behind you. Here are some other smaller ones: *Who is taking care of the IEEE calendars? ( you or Pat? ) *As the deadlines approach, you should probably send some reminder postings. *And in a few weeks, you could check out some of the online calendars, to make sure all is ok, and send them the appropriate URL if they aren't using it. *publicize in some way Farber's talk ( news releases/ online/ ) plus a handout at the conference, *be in charge of getting the final program formatted( and xeroxed? ) and to Liann for "packet stuffing". --------------------------------------------------------------------------- From: Patrick McCarren Subject: Re: URLs/papers To: keshav , sc95adm , sigcomm-95-adm-request Message-id: <2FDF08E9@LAN-GATEWAY.hq.acm.org> X-Mailer: Microsoft Mail V3.0 Content-transfer-encoding: 7BIT Encoding: 21 TEXT Status: ORS ACM holds the copyright, but in the new guidelines the author is allowed to place his/her paper on their own site. You should check with the SIGCOMM EC if it is ok to link all of the papers (this may effect single copy sales of the proceedings but on the other hand the proceedings are sent to members of SIGCOMM as an issue of the newsletter so the potential customers already have the product). Pat ---------- From: sigcomm-95-adm-request To: keshav; sc95adm Subject: Re: URLs/papers Date: Tuesday, June 13, 1995 4:59PM Is there a copyright issue here. Does the author relinquish copyright to the ACM? Can they still give out copies after publication?? --Stu Date: Fri, 7 Jul 95 08:37 EDT To: sc95adm@mercury.lcs.mit.edu Subject: small version of advance program Status: ORS I am enclosing a 1 1/2 page version of the advance program, suitable for mailing on mailing lists etc. If you have any comments, please let me know - I will start mailing these out on Monday keshav From robertb@transmeta.com Fri Aug 23 16:25:26 1996 Received: from krypton.transmeta.com (neon.transmeta.com [206.233.230.10]) by mail.cs.utexas.edu (8.7.1/8.7.1) with ESMTP id QAA18088 for ; Fri, 23 Aug 1996 16:25:23 -0500 (CDT) Received: from gold.transmeta.com (gold.transmeta.com [10.1.1.79]) by krypton.transmeta.com (8.7.5/8.7.3) with ESMTP id OAA28025 for ; Fri, 23 Aug 1996 14:27:11 -0700 (PDT) Received: from arsenic.transmeta.com (arsenic.transmeta.com [10.1.1.33]) by gold.transmeta.com (8.7.5/Transmeta-2.1.3) with SMTP id OAA12664 for ; Fri, 23 Aug 1996 14:24:49 -0700 (PDT) Received: by arsenic.transmeta.com (5.x/TRANSMETA-SVR4-1.01) id AA18894; Fri, 23 Aug 1996 14:24:48 -0700 Date: Fri, 23 Aug 1996 14:24:48 -0700 From: robertb@transmeta.com (Robert Bedichek) Message-Id: <9608232124.AA18894@arsenic.transmeta.com> To: DRAGON@cs.utexas.edu Subject: Architecture Conference Status: OR ASPLOS (Architectural Support for Programming Languages and Operating Systems) will be held in Cambridge Massachusetts this October 1-5. Early registration ends 8/31, next week! So, put down you latte, uncover your web browser, go to http://cag-www.lcs.mit.edu/asplos7 All the conference papers are already in the web. Go through the "conference registration" link to get the information you need to register. You can register by phone. This conference is held only every two years and attracts a small number of fine papers that deal with the intersection of computer architecture, programming languages, and operating systems. (I got your email address from the ACM for the purpose of telling you about this conference. If you do not wish to receive email like this in the future, contact ACM. I don't control the list, I'm just a volunteer, please don't ask my postmaster to shoot me :-))