[guadec-list] Call for papers

[Dave Neary <dneary free fr>]

Hi all,

There's some information that should probably go on the web-page now,
and the organisation of the programme would be getting underway any day
now, if you were following a timetable like previous years.

Info - where's the conference, what Brummy's like, "Getting here", Visa
requirements and where to send requests for invitations, things like that.

Second, the call for papers - it should probably go out around now.

I've included the TODO I set myself in 2005, and which we more or less
followed last year.

Third, a call for sponsors - a HTMLised version of your sponsors
brochure, with sponsorship levels and what you get at each level (you
may be blocking on me for this - I hope not - there's no issue with the
sponsorship levels you want to set (over & above the issues I pointed
out before) but we should talk about what I'll be proposing to ad board
members this year in terms of funding).

Here's the CfP TODO (it was on Stuttgart2005/InternalPlanning on an old
revision of the page - gah! should be somewhere in Guadec Checklist) -
as a reminder, the conference was held at the end of May. You can add 6
weeks to get ideal 2007 dates. We abandoned the idea of doing a printed
proceedings in 2006 and I reccommend you do the same in 2007 (the down
side is that you can't get university funding for a conference that
doesn't have a printed proceedings yet, but I think we can agree that
aggects a very small number of people, and we have funding to pay for
tickets). So modify as necessary.

Note that preparing the programme for printing is very time consuming,
so gather as much stuff at the submission as you can - good size photo,
decent abstract, speaker bio.

You'll need the same thing from keynotes as soon as they accept, so that
you can advertise them on the website and in press releases.



== Provisional schedule for talks organisation ==

 * Dec. 1: '''Done''' Announce call for papers - see
[:../CallForPapers: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 McLoughlin
and Michael Meeks will select the papers. (2006, Dave Neary, Ross
Burton, Edd Dumbill and Rodrigo Moya)

 * 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. 1: '''Late''' Let people know whether they have been accepted or
rejected (travel expenses issues start coming up around now)

 * Mar 7: '''Extended''' Announce schedule (the 2 weeks give us a chance
to update the website with bios and the like).

  Checklist:
  * Extract bios and photos from the archives
  * Pester remaining people for something
  * Finalise schedule (current draft is at /PresentationsSchedule)
  * Convert schedule to HTML
  * Separate public schedule from private schedule (vague titles and
surprise guests)

 * Mar. 15: '''Extended''' Closing date for papers

 * Mar. 22: '''Extended''' Really final closing date for papers (the one
we don't tell people about)

 * Apr. 22: '''Extended''' Get papers, abstracts & bios to printers

Cheers,
Dave.

-- 
Dave Neary
dneary free fr