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May
two calendar years in advance
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SIG TAC
select TPC chairs and add them to TPC for Sigcomm 1 calendar yr in advance
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Oct
two calendar years in advance
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SIG site committee
preliminary site proposals due
ACM
ACM begin site evaluation preparation
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Feb
prev calendar year
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SIG EXEC
site/chair is selected (as late as May)
ACM
start site contracts
publicity chair
create and post base website
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Mar
prev calendar year
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general chair
form the core exec: treasurer, publicity, local, web, workshop, tutorial, reg.
prepare and submit preliminary Technical Meeting Request Form (TMRF) for the ACM - see the ACM conference guidelines, or the TMRF forms page
begin fundraising
reserve a room at upcoming Sigcomm for meeting w/core exec.
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May
prev calendar year
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program chairs
complete TPC selection (esp. if in CFP)
SIG TAC
pick TPC chairs for the following conference and add to TPC of this conf
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Jun
prev calendar year
|
general chair
select conference date (week)
publicity chair
enter dates into ACM, IEEE calendars
enter dates into conference lists in journals
complete the logo
complete 1-page CFP to distrib @ upcoming Sigcomm
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Sigcomm conf.
prev calendar year
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conference EXEC
prelim. exec meeting, including current ('previous year') exec
publicity chair
distribute CFP at conference
(current publicity chair helps print)
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Sep
prev calendar year
|
general chair
select conference week's format
web chair
update site with week's format
conference chair
review feedback from recent conference
local arrangements chair
select sites for events: reception, banquet, student dinner
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Oct
prev calendar year
|
web chair
collect local info (travel, hotels, etc.) as soon as available
create template pages for workshops to use
|
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Nov
prev calendar year
|
web chair
info on social events, student dinner, reception
tutorial chair
determine deadline for tutorial proposals
workshop chair
determine deadline for workshop proposals
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Dec
prev calendar year
|
web chair
post list of workshops, CFP for workshops, student posters
|
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Jan |
local chair
select vendor for bag/promotional item
select vendor for polo shirt/identification item
select sites for non-budget dinners, make reservations
optimally, this is when the final TMRF gets sent in for approval (8 months in advance) - can delay to Feb if needed to finalize contracts
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Mar |
web chair
post list of tutorials, tutorial descriptions
publicity chair
create advance program (Adobe InDesign .indd source file)
See also this link with some history on the AP.
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Apr |
program chair
send acceptance/author kits to authors
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May |
web chair
post student travel grant application
post list of accepted papers
add student award, Sigcomm Award winner
post workshop schedules/list of papers as available
publicity chair
send advance program to printer
electronic mail postings #1
press release/ads to mags, newspapers (?)
program chair
receive papers from authors
ACM
advance program in mail
?
order student paper award plaque
local arrangements chair
submit schedule of functions to hotel, etc.
conference treasurer
financial assessment (more fundraising?)
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Jun |
web chair
post content (PS/PDF/abs) of accepted papers
post info for travel grants
post registration info.
open registration
local arrangements chair
collect final room assignments for bookmark
publications chair
create bookmark (.doc file here)
start collecting info for final program from workshop chairs (schedule), local arrangements chair (room assignments)
registration chair
registration procedures in place, incl. depositing, confirmation letter, special meals, attendee list, printed badges
general chair
deadline for fundraising - logos to ACM
student travel chair
deadline for student travel grants
program chair
forward papers to ACM/publisher with front material, index
SIG chair (?)
order Sigcomm award, award check
student travel
notify student travel grant awardees
|
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Jul |
web chair
fade advance registration rates (6 weeks prior)
publicity chair
electronic mail reminders
registration chair
finalize onsite registration plan - equipment, staff,
hours, tickets, tables, etc.
local arrangements chair
Internet radio/taping plan (if applicable)
prepare wireless info for distribution
conference treasurer
financial assessment (cut back if needed)
tutorial chair
tutorial notes to local site printer
publications chair
create final program (extended version of bookmark with papers/session chairs for workshops too) for inclusion in poster booklet
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Aug |
student travel chair
receive confirmation from awardees
registration chair
coordinate badges, ribbons, signs
ACM/publisher
proceedings delivered to conf site
all
forward material to registration chair for packets
local arrangements chair
finalize food numbers
registration chair
arrange/coord. with paid/student volunteers
volunteers
stuff packets
conference treasurer
draft report for Sigcomm business meeting
conf. coordinator
write survey questions (coord with CCR, tutorials) (.doc here)
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At the Sigcomm conference |
all
list suggestions for next Sigcomm
|
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Sep |
registration chair
report registration figures to ACM, SIG reasurer
all
submit final reports to treasurer
|
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Nov |
conference treasurer
close bank account and submit final report
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