The obvious: first designate PC chair. PC chair chooses PC and writes CFP. Local arrangements chair finds nice location, meeting room for 50-60, adjacent lodging (shared rooms preferred), nice food, nice wine. Remote yet accessible. General chair oversees, is consulted on big decisions, makes sure the others are following the calendar below.
Do TMRF very early. ACM is very slow, and nothing can be done officially without TMRF. Should be finished and approved 1 year before conference (T-12). Send material to ACM as soon as basic decisions made (T-18). Only when it is approved will ACM consent to sign contract, downpayments, use of logo.
Compose PC and write CFP early. Should be ready 1 year ahead -- present at previous SOSP, publish simultaneously in OSR (see below).
Publicise CFP in OSR, to appear T-12, T-9, T-3 issues (Publication deadlines: 15 Feb for April issue, 15 May for July, 15 Aug. for Oct., 15 Nov. for Jan. issue)
Post CFP on newsgroups at D-6, D-3, D-2, D-1 (=T-12, T-9, T-8, T-7).
Hold physical PC meeting (D+2=T-4)
Post programme on newsgroups after PC meeting (D+2) then at T-2 and T-1.
Budget should include:
Write "a word from the chairs" in Proceedings.
Arrange scribes. Write a report of the meeting for OSR.
Arrange Internet connection.
T-1: verify all authors have registered (otherwise pull their paper from proceedings)
| Abs. Date | To conf. T | To subm. deadl. D | |
| T-18 |
Submit TMRF to ACM --- the sooner the better.
Check dates of submission deadline, PC meeting (location too), informing authors of decisions, camera-ready deadline, registration deadline, conference with printer, hotel, etc. Set them. Update this calendar accordingly. |
||
| 15/8 | provisional CFP to OSR (appears 15/10=D-9) | ||
| 15/11 |
Finalise composition of PC, write CFP.
Send final CFP to OSR (appears 15/1=D-6) |
||
| T-12 | D-6 |
TMRF approved.
Contracts signed. Present CFP at SOSP. Post CFP on newsgroups. Open Web site. Open paper submission system. Set up PC mailing list. |
|
| 15/2 | CFP to OSR (appears 15/4=D-2) | ||
| D-3 | Post CFP to newsgroups | ||
| D-2 | Post CFP to newsgroups | ||
| D-1 |
Post CFP to newsgroups.
Set up automated PC discussion system. |
||
| D |
Close submission system.
Distribute papers to PC members. Open PC discussion system. |
||
| D+2 |
PC meeting.
Close PC discussion system. Announce programme to authors. Post programme to newsgroups. Open registration. Make papers available to participants on Web site. |
||
| 15/5 | Publish programme in OSR (for 15/7 issue=T-2) | ||
| T-2 |
Camera-ready papers.
Word from the chairs. Print proceedings. Post programme and registration reminder to newsgroups. |
||
| T-1 |
Arrange scribes.
Close registration. Verify all authors have registered. Post programme and registration reminder to newsgroups. |
||
| T | Conference | ||
| T+1 |
Publish proceedings on ACM Digital Library.
Collect scribes' notes; write minutes; send to OSR. Finalise budget. |