SIGCOMM Planning: Conference Schedule (with deadlines)

May

two calendar years in advance

SIG TSC

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

Sep

two calendar years in advance

SIG EXEC

preliminary site proposals due by Sep. 15th, two calendar years in advance of the event

Jan

prev calendar year

SIG EXEC

site/chair is selected

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.

ACM and general chairs

start site bidding process and contract

May

prev calendar year

SIG TSC

pick TPC chairs for the following conference and add to TPC of this conf

Jun

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

web chair/publicity chair

creata prelim website

Sigcomm conf.

prev calendar year

conference EXEC

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

publicity chair

distribute CFP at conference
(current publicity/local arrangement chair helps print locally)

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

select childcare provider

tutorial/workshop chairs

determine deadline for tutorial and workshop proposals

Oct

prev calendar year

web chair

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

create template pages for workshops to use

Nov

prev calendar year

web chair

info on social events, student dinner, reception

Dec

prev calendar year

web chair

post list of selected workshops, CFP for workshops, student posters

Jan local chair

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

Mar

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.

Apr

program chair

send acceptance/author kits to authors

Demo chairs

coordinate about indsutrial demo with indistrial board 

May

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

electronic mail postings #1
press release/ads to mags, newspapers (?)

program chair

receive papers from authors

?

order student paper award plaque

local arrangements chair

submit schedule of functions to hotel, etc.

conference treasurer

financial assessment (more fundraising?)

Jun

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

Notify grantees that they are expected to scribe talks (Layer9)

Jul

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

Aug

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)

At the Sigcomm conference

all

list suggestions for next Sigcomm 

Sep

registration chair

report registration figures to ACM, SIG treasurer

general chair

Update SIGCOMM wiki

all

submit final reports to treasurer

Nov

conference treasurer

close bank account and submit final report