- First, review ACM's
How to
Organize a Conference information. Review SIGPLAN's
conference submission review policy and
diversity policy.
- Select potential Program Chair(s) and send to SIGPLAN Chair and Vice-Chair
for approval. Get approval before asking the person to serve. (18 months
prior). Make sure the Program Chair reviews SIGPLAN's
conference submission review policy and
diversity policy.
- Select three potential sites for the conference and send them to the
ACM representative and the SIGPLAN Vice-Chair. The date of the conference
has probably been established by the time you agreed to serve as chair (2 years prior to the meeting). Please be careful about what information you provide directly to the hotels
so as not to reduce ACM's negotiating leverage.
- The SIGPLAN Executive Committee recommends to steering committees of
sufficiently large conferences that the general chair and the program committee
members not be allowed to submit papers. The Program Chair may not submit
papers to the conference.
- The conference steering committee should be consulted for any changes
to the accepted way of organizing and running the conference. For those conferences/workshops without steering committees, the SIGPLAN
executive committee serves as the steering committee.
- Develop a time line 18 months in advance and submit a
SIGPLAN
sponsorship request form 1 year before the date of the conference to
the SIGPLAN Vice-Chair. This step is necessary only for new conferences and workshops. Existing
SIGPLAN conferences such as PLDI, POPL, ICFP, and OOPSLA do not require this
step. If you are unsure as to whether you need to submit a request form,
contact the
SIGPLAN Vice Chair.
- An ACM
preliminary approval form (PAF) must be submitted in order to issue a
call-for-papers. Submitting a PAF also causes the conference to be added to
ACM's master calendar.
- Establish a web site for the conference and send the URL to the
SIGPLAN
information director (as soon as date and site are determined.) You can put
a preliminary call on the Web without listing the program committee (but a
PAF must have been approved).
- The PAC committee of SIGPLAN has been established to award travel grants
for students to present at your conference. Please mention its availability
on your web page (http://www.acm.org/sigplan/PAC.htm).
PAC also has supported programs for underrepresented groups. If you would
like to explore this possibility, please contact the chair of the PAC committee
listed on the web page.
- Select other members of the organizational team (e.g., local arrangements
chair, publicity chair, publications chair, tutorial chair, etc). Send the
names to the Chair and Vice-Chair. (1 year before)
- Complete the budget form - the
TMRF.
The budget must include line items for contingency and return-to-SIG fees.
- Registration and hotel management for PLDI, OOPSLA, POPL, and ICFP are handled
by professional organizations.
- The conference steering committee should be consulted for any changes
to the accepted way of organizing and running the conference.
- ACM handles the bank accounts for conferences. Send email to the ACM Representative to SIGPLAN for an advance.
Expenses for reimbursements should also be sent to the
ACM Representative to SIGPLAN.
- Help the Program Chair in the selection of members of the program committee.
The list of potential committee members has to be approved by the SIGPLAN
Chair and Vice-Chair before the members are asked. You and the PC chair should
decide on the policy issues (see "Guidelines for Program
Committee Chair").
- Co-located conferences/workshops have been well received. However coordination
is more difficult.
- Consider appointing a workshop chair to coordinate the co-located
workshops. Establish a deadline for submission of workshop proposals. You
should contact chairs of co-located conferences/workshops and plan the common
advance program, joint technical sessions, joint social events, etc. You
should consider workshops on "hot" topics. Have the workshop chairs submit
a proposal to the SIGPLAN Vice-Chair as specified in the workshop guidelines
on the SIGPLAN web page (www.acm.org/sigplan)
- Once the conference program is set, prepare an advance program that can
be posted on the conference's web page. The advance program can also be used
to create a program with the schedule of events to be handed out at the
on-site conference registration.
- Send a report at the end of the conference to the SIGPLAN Chair and
Vice-Chair. The report should include information about any workshops that
co-located with the conference. Please include:
- number of attendees - break down into categories (ACM membership, students, SIGPLAN membership),
- number of papers and/or proposals submitted and the number accepted,
- financial information,
- general description of events that went well and those that did not, and
- discussion of problems.
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