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Timeline

Program Timeline

6-8 Months Prior

  • Plan the Call for Proposals. Draft the text, review it with other team members
  • Make list of groups and people to contact to encourage them to submit
  • Decide on deadlines and coordinate those with Opportunity Grants
  • Decide on number of tracks and talks
  • Decide on review criteria

5-6 Months Prior

  • Open CFP
  • Publicize CFP
  • Recruit people to submit talks
  • Recruit reviewers

4-5 Months Prior

  • Share reviewer guidelines with reviewers
  • Review talks
  • Select final talks
  • Send out acceptances
  • Send out rejections (stagger acceptances and rejections; some people will be accepted and not be able to present after all, so may be able to accept someone off the unofficial "waitlist")
  • Create the schedule
  • Share schedule with speakers first to deal with any time conflicts

3-4 Months Prior

  • Publish schedule
  • Make sure to send speaker registration codes

1 Month Prior

  • Communicate slide guidelines and other speaker information to presenters
  • Contact tutorial leaders to prompt them to come up with installation instructions for their attendees

1 Week Prior

  • Communicate slide guidelines, quiet room, green room, session emcee/runner information to presenters
  • Make sure speakers know when/where to meet their session emcee or runner
  • Make sure speaker knows their presentation length and that it includes time for questions
  • Give tutorial presenters a list of their attendees so they can manage communication with them

At the conference

  • Ensure bottled water is at the podium
  • Ensure extra adapters and dongles are available to debug speaker laptop issues
  • Ensure each session has an emcee and runner