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The Life Cycle of a Conference

Explore the life cycle of a conference, including the key stakeholders, various tasks involved, and potential challenges that may arise. Get insights into the roles of steering committees, organizers, program committees, and attendees, and learn about the importance of sponsorship, budgeting, paper reviewing, and event management. Discover how to get involved in conference committees and understand the benefits it can bring to your career.

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The Life Cycle of a Conference

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  1. The Life Cycle of a Conference Jon Crowcroft, http://www.cl.cam.ac.uk/~jac22

  2. Stakeholders • Official Sponsor/Publisher • Usenix, ACM, IEEE, other • Steering Ctte, Org Ctte, ProgCtte • Community memory, admin, tech • Habitual Attendees • Phds, postdoc, academic, industry • Recruiters (from above) • Public/Post Hoc • Readers of proceedings/blurbs • Citers of papers/users of results etc

  3. Timeline • Steering Ctte finds OC&TPC chairs • OC chairs find OC • (T)PC chairs find PC members • OC find venue(s) • TPC&OC fire of CfP/web,publicise • PC create review sys (hotcrp, easychair) • OC create (and maintain) budget • Run event • Wrap up proceedings/budget (weeks after)

  4. OC tasks • Budget, venue, vitalls, registration • 100 people 3 day event takes team of 10+ • Use shared doc/repo/im tools • may inherit standard budget model/constraints (e.gieee/acm tax) • Sponsorship, Web, Publicity • Team need to be responsive (<same day) • Deliver profit to org (or break even) • What if loss? • Insurance&contingencies

  5. PC tasks • Help advertise CfP • Choose/Review papers (poss abstracts) • Discuss reviews (poss. update) • Attend (possibly online) PC meet • Resolve differences, select program • Possibly shepherd papers • See also Shadow PCs.

  6. Getting on OC or PC • Why? What’s in it for you • See process in detail • Understand how to use best • Goes on your CV: • research, teaching, service to community • May meet future nice referee • May get hired • How? Volunteer, mention in talks • May have to have been at prior event

  7. Annoying details • Late registers • Visa invite letters, no shows • Dietary complexity • Venue cancels • Demo/poster complexity • Broken format papers • Bad (rude, wrong) reviews • Non-responsive author (camera ready)

  8. What more can go wrong? • Not enough (decent) submissions… • Cancel, downsize, invite... • Not enough attendees... • Invite, guests, • TPC don’t do reviews well • Get more TPC members • Fire bad ones

  9. References, examples http://icnp18.cs.ucr.edu/committee.html https://www.eurosys2019.org/program-committee/

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