Re: [guadec-list] Call for papers Howto

[David Neary <dneary free fr>]

Hi Quim,

If you can suggest a better place I'm all ears :)

2005 call for papers: http://live.gnome.org/Stuttgart2005/CallForPapers

Provisional schedule which I set myself (and kept to pretty well) for 
the conference organisation last year: 
http://live.gnome.org/Stuttgart2005_2fInternalPlanning?action=recall&date=1113291162 
(it got deleted in a later revision).

Copied & pasted here:

Provisional schedule for talks organisation

    * Dec. 1: Done Announce call for papers - see the call for papers.

      Short annoncement by mail, longer one on the website.

      Abstracts should be accompanied by a photo (at least 1024x768 for 
printing, we can shrink them for the website) and a short biographical note.
    * Dec. 15: Done Informal reminder about call for papers
    * December: Solicit help for paper selection

      Done - Federico Mena, Ross Burton, Edd Dumbill, Mark Mc Loughlin 
and Michael Meeks will select the papers.
    * Jan. 1: Done Final reminder of CFP abstracts deadline
    * Jan. 6: Done Another final reminder of CFP abstracts deadline
    * Jan. 12: Done Deadline for submission of abstracts and personal 
info (accept abstracts for a few days after this)
    * Start contacting "important" people who should submit a paper 
(Nat, Miguel, Owen, Havoc, who else?)

      Need a list of talks we really want to have.
    * Jan. 16: Done Get a list of the papers submitted into the wiki to 
allow easy access and centralised comments
    * Feb. 15: Done Let people know whether they have been accepted or 
rejected (travel expenses issues start coming up around now)
    * Mar 7: Done (10 days late) Announce schedule (the 2 weeks give us 
a chance to update the website with bios and the like).
          o Checklist

            Extract bios and photos from the archives - Done Murray Cumming
          o Pester remaining people for something - Done
          o Finalise schedule (current draft is at 
/PresentationsSchedule) Done - Glynn, Dave, Anne, Tim
          o Convert schedule to HTML - Done - Glynn Foster
          o Separate public schedule from private schedule (vague 
titles and surprise guests) - Abandoned - we now have proposed.html 
(unlinked) and index.html (linked)
    * Mar. 15: Done Closing date for papers
    * Mar. 22: Done Really final closing date for papers (still 
accepting papers until we start getting the papers together, though - 
final deadline April 15th)
    * Apr. 22: Extended Get papers, abstracts & bios to printers
            This is unrealistic now. Suggest May 1st as better deadline.

In this plan, we ended up not soliciting too many talks. And the papers 
in their final form were put on a LiveCD, not in the conference booklet. 
And the abstracts and bios were finalised and sent around the 1st of May.

For keynotes, I suggest that we brainstorm a list of 10 or so that we 
would like, and have someone chase them down and try to get 4 or 5.

We have always issued a call for papers with some idea of a focus, but 
never with something you could call a solid idea of what the tracks 
would be. Last year, I picked 5 or 6 things which I thought might be 
interesting and added them as tracks, but paper selection was made 
independent of those.

I'm all for opening up the process and having people suggest topics 
and/or speakers. But any topic we choose for presentation must have a 
speaker associated.

Cheers,
Dave.

Quim Gil wrote:
> Dave mentioned he will assist in the call for papers. Some questions
> about this process...
>
> Is the process of calling for papers documented anywhere?
>
> Who decides which papers are approved and which aren't?
>
> About the keynotes and 'special guests', apparently Tim had chosen them
> in previous GUADECs. How are we going to do this now?
>
> Could we set a process as open and participative as possible? It would
> be good to let people suggest speakers and subjects even if they were
> not to present a paper.
>
> Also, how are we going to publish a prper call for papers if we haven't
> decided (AFAIK) the tracks of the next GUADEC?
>
>
>
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--
Dave Neary
bolsh gimp org
Lyon, France