Conference Schedule (with deadlines)

May

two calendar years in advance

SIG TAC

select TPC chairs and add them to TPC for Sigcomm 1 calendar yr in advance

Oct

two calendar years in advance

SIG site committee

preliminary site proposals due

ACM

ACM begin site evaluation preparation

Feb

prev calendar year

SIG EXEC

site/chair is selected (as late as May)

ACM

start site contracts

publicity chair

create and post base website

Mar

prev calendar year

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.

May

prev calendar year

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

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

Sigcomm conf.

prev calendar year

conference EXEC

prelim. exec meeting, including current ('previous year') exec

publicity chair

distribute CFP at conference
(current publicity chair helps print)

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

prev calendar year

collect local info (travel, hotels, etc.) as soon as available

create template pages for workshops to use

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

Dec

prev calendar year

post list of workshops, CFP for workshops, student posters

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

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.

program chair

send acceptance/author kits to authors

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?)

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

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

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)

all

list suggestions for next Sigcomm

registration chair

report registration figures to ACM, SIG treasurer

all

submit final reports to treasurer

conference treasurer

close bank account and submit final report