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For the Annual Meeting and Conference Steering Committee calendar, see Master Calendar

Annual Meeting & Conference Committee Planning Calendar

Activities/Deadlines

WEEK ACTIVITY
- 52
- 51
- 50 Key Activity: (Stub) conference website opened on OCS
- 49
- 48
- 47
- 46 Key Activity: Conference theme determined
  • Prepare spreadsheet of previous year's peer reviewers and email header file of email addresses {Conference Committee Chair}
  • Start inquiry with PC chair(s) regarding additional peer reviewers (add to spreadsheet) {Conference Committee Chair}
  • Prepare and review invitation to review email to candidate reviewers. BOILERPLATE FILE: (a) Media:Reviewer-invitation_to_review.txt (b) File:Reviewer-invitation to review.txt {Conference Committee Chair}
- 45 Key Activity: Publish "Call for Participation"
Key Activity: Publish "Call for Sponsors"
  • Send peer reviewer email prepared in week 46 {Conference Committee Chair}
  • Maintain/update peer reviewer accept/decline responses on spreadsheet in shared Dropbox {Conference Committee Chair}
- 44
- 43
- 42
- 41
- 40
- 39
- 38
- 37
- 36 Key Activity: Keynote presenters determined {Conference Committee Chair}
- 35
- 34
- 33
- 32 Key Activity: Tutorials and tutorial presenters determined
- 31
- 30
- 29
- 28 Key Activity: Workshop and workshop presenters determined
- 27
- 26
- 25
- 24 Key Activity: Author submission deadline (peer reviewed program)
- 23
- 22 Key Activity: Author submission deadline extension
- 21
- 20 Key Activity: Peer reviewers assigned {PC Chairs (assign); Conference Committee Chair (executes)}
- 19
- 18
- 17
- 16 Key Activity: Peer reviews due
- 15
- 14
- 13 Key Activity: Accept/decline decisions made {PC Chairs (decide)}
Key Activity: Author notifications sent {Conference Committee Chair (execute)}
  • Begin session determination and paper assignments {PC Chairs}
- 12 Key Activity: Registration opened (latest date)
Key Activity: Abstracts published {Conference Committee Chair}
  • Complete session determination and paper assignments {PC Chairs}
  • Arrange with the host for following year's conference for a closing ceremony presentation {Conference Committee Chair}
- 11 Key Activity: Preliminary program published {Conference Committee Chair}
Key Activity: Canvas AB for session moderators {PC Chairs}
- 10
- 9
- 8 Key Activity: Author final copy due
  • Choreograph plenary sessions with host
  • Review submissions for substance {PC Chairs}
  • Review submissions for formatting {Conference Committee Chair}
- 7
  • Review submissions for formatting {Conference Committee Chair}
- 6
  • Review submissions for formatting {Conference Committee Chair}
  • Load final files on OCS and generate single-doc PDF for flashdrives {Conference Committee Chair}
- 5 Key Activity: Proceedings & flashdrive Files ready {Conference Committee Chair}
- 4 Key Activity: Session moderators assigned {PC Chairs}
- 3
  • Develop (modest) print program schedule {Conference Committee Chair | Host}
- 2 Key Activity: Open author session Dropboxes for session presentations {Conference Committee Chair}
- 1
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0
Annual
Meeting
  1. Identify all local volunteers monitoring specific rooms
  2. Monitor Dropboxes for presentation submissions and update website
  3. Monitor each peer reviewed session to make sure:
    1. Session moderator is present and ready
    2. All session presenters are present and ready
    3. Make sure all presentations are on the session computer and work properly
  4. Archive on Dropbox all keynote presentations (PowerPoint/Key/OpenOffice) or PDF files of the presentations
  5. Archive on Dropbox all special session, tutorial and workshop resources including presentations and handouts as native files or PDFs