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General Timelines, When and Who Does What

Contact: Christine Petit-Jean-Genaz (CERN)
This is a brief overview of the timelines for the organization of a JACoW Conference.

General Overview

There is some general overview information and documentation on this page http://www.jacow.org/Editors/ScientificPrgmProceedings

Organizing IPACs

The document Organizing IPACs by Christine Petit-Jean-Genaz, CERN, provides a chronological approach to the organization of an IPAC using SPMS. Much of the information in this document has been extracted into a number of different wiki pages. The document is regularly updated as new functionality is added to SPMS, or as successive IPAC SPCs decide new challenges. The document explains why and how to run the various activities in and out of SPMS. This is useful for any other JACoW event and in particular for JACoW Team Members with little or no experience of conference organization. The chart below is Annex 1 of this document. It can be tweaked depending on the local environment.

ActionsC-
Request an SPMS Instance, set parameters, import classifications from previous instanceC-24-20
Composition of OC/SPC/LOC decided and entered in SPMS with privileges and rolesC-24-20
First SPC/OC meetingsC-20-17
Invitations to join SABC-19
OC/SPC/SAB invited to submit proposals (via SPMS) for invited oralsC-17
First Conference Announcement sent to Industry (via SPMS)C-15
SPC decides Main and Sub-classifications, & SPMS customizationC-14
OC approves SPC proposal for invited oral presentationsC-12
Invitations to invited speakersC-12
Conference Website On-line (at best) with scientific programmeC-10
Mailing of Posters/Postcards using SPMS for addressesC-10
Conference Announcement and Call for Papers via SPMSC-9
Second Conference Announcement to Industry (via SPMS) with full information about exhibition registration packageC-9
Deadline for nominations for accelerator prizesC-6
Deadline for Abstract SubmissionC-5
Deadline "cheap" booth registration/deadline for paymentC-5
Invite Editorial Staff (Core Editors, Editors, Paper Reception, Poster Session Managers, Presentations Management)C-4
SPC Meeting: Correct erroneous classifications (proposals from SPC, approval by Main Class. Coordinator). Select Contributed Orals, Decide Session ChairsC-4
Invite Contributed Oral Speakers via SPMSC-4
Accept/Reject Contributions via SPMS, encourage registration via e-mail, remind concerning registered presentersC-4
Publish the guidelines for the preparation and upload of papers and inform authors, remind concerning registered presentersC-3
Deadline for “cheap” delegate registrationC-2
Set up a pc with all software required for Editors, and clone to several pcsC-2
Clone software setup to all pcs to be installed in Proceedings OfficeC-2
Write to all contributors to warn of deadline for registrationC-2-1.5
Check there is a registered presenter to for ALL contributions (policy is that to be scheduled for presentation each contributions must have a registered presenter). Write to all primary authors where there is uncertainty. If necessary, withdraw contributions that cannot be presented.C-2-1.5
Set up server for paper upload via Region (PSI or JLAB), testC-1.5
Number posters into time and space (program codes) and enter into SPMSCC-1.5
Prepare printed programme bookletC-1.5
Write to Contributors to announce programme codes, remind of deadline, etc.C-1
Programme to printerC-1
Deadline for submission of papers for light peer reviewC-21 days
Deadline for paper submissionC-5 days
Editors begin processing at venueCC-4 days
Conference 
Publish "pre-press" proceedingsC or C+7 days days
One week “grace” for late paper submission and re-submissionsC+7 days
Publish proceedings on JACoWC+2 to 3 weeks

Using this table as a guideline for when, the list below covers the what. Each item is listed as far as possible along with:

  • Approximate timing (Conference Date (C) minus amount of time)
  • Menu item(s) needed
  • Link to the documentation on this wiki
  • Description and additional notes

Request an SPMS instance

  • C-24 to 20 months
  • http://www.jacow.org/Editors/PermissionToUseSPMS
  • Send the required agreement email as show on the web page. Each conference chair must request permission to use the JACoW tools of the JACoW chair and/or coordinator, who will ask the relevant regional support center to set up the instance.
  • This request calls for the all important respect of the integrity of the data in SPMS concerning the profiles and affiliations, and the respect of JACoW's privacy policy in order not to inundate profile/account owners with unsolicited e-mails.

Initial Parameter Setup

  • C-24 to 20 months
  • Overall Database Administration | System Parameters http://www.jacow.org/Editors/InitialParameterSetup)
  • Some of this will be prefilled for you by the Regional Support Centre, but you should verify it. Your conference logo needs to be sent to your instance administrator to be placed on the server. This logo appears in all the web pages' upper right hand corner and will link to your conference website (set within the parameters).

Import Classifications from Another or Previous Conference

  • C-24 to 20 months
  • Scientific Program Administration | Classifications | Import Classifications http://www.jacow.org/Editors/ImportClassifications
  • This step is not obligatory, but it is very useful to be able to import data from a previous event to avoid duplication of effort.

Enter key personnel (authorized users/roles)

  • C-24 to 18 months
  • Overall Database Administration | Privileges, Roles & Users | Authorize http://www.jacow.org/Editors/IntrotoPrivilegesEtc
  • You will be doing this throughout the conference planning, so get a feel for it now. The Authorise screen and associated ones allow the Administrator to decide/enter functional roles, and to associate the people and privileges associated with them.

Composition of OC/SPC decided

  • C-24 to 18 months
  • Overall Database Administration | Privileges, Roles & Users | Authorize http://www.jacow.org/Editors/IntrotoPrivilegesEtc
  • Add the accounts of the members of the OC/SPC to the functional groups in SPMS. If the committee members do not vary much, it is a good time to use the Bulk Upload link and load them into the functional role at one time.
  • Create a Website for the Organisers (typically OC/SPC) to be able to publish Agendas, Notes, Documentation.
  • Invite OC/SPC members to meetings using the e-mail utility in SPMS (Editor | Proceedings Administration | Email | SPMS Roles).

Set up for Invited Oral Proposals

Invite OC/SPC/SAB to submit proposals (via SPMS) for invited orals

  • C-20 to 17 months
  • Editor/Proceedings Administration | Email | SPMS Roles http://www.jacow.org/Editors/EmailUtilityRepository
  • Use the SPMS Roles email utility to send emails to the OC/SPC groups. Note the substitute values at the bottom of the screen to use as fields for the email. It is easiest to copy and paste these values into your text. You may also use basic html formatting within the text of the email.
    Clicking Submit will show you how many emails will be sent and will also allow you to preview the email and see a sample before you actually send it.

First Conference Announcement sent to Industry (via SPMS)

  • C-15 months
  • Overall Database Administration | Email Utility (Repository) http://www.jacow.org/Editors/EmailUtilityRepository
  • Remember you can only send 1 (and only 1) unsolicited email through the repository. The first type of these is typically to industry to solicit for the exhibition and sponsorship. It is recommended to be careful to craft and tailor the email properly before the actual send.
    Select the conference mailing list, and the affiliation type "industry".

SPC decides Main and Sub-classifications, & SPMS customization

  • C-14 months
  • Scientific Program Administration | Classifications http://www.jacow.org/Editors/MainClassifications
  • Scientific Program Administration | Classifications | Main Classifications http://www.jacow.org/Editors/AssignExperts
  • Adjustments to Main and Sub-classifications are made using the screens under Main and Sub-classifications, and Combine Main and Sub-classifications. Experts, who are normally the SPC Primary Coordinators, are entered in the Experts screen whereby they have extra privileges for accept/reject issues.

OC approves SPC proposal for invited oral presentations

Invitations to invited speakers including date of presentation based on SPMS schedule

  • C-12 months
  • Editor/Proceedings Administration | Email | Email Utility http://www.jacow.org/Editors/EmailUtilityRepository
  • Building the Program codes: http://www.jacow.org/Editors/Introduction
  • Invitations can be sent through the SPMS using the email utility, or via surface mail by doing a mail merge using the exported invited extract file (some speakers need a paper version to get approval for travel). A sample invitation letter can be found at the end of the Organizing IPAC document. At this stage is it useful to specify that a contribution to the proceedings is expected.

Once all speakers have responded to the invitations, the Administrator can choose to Withdraw all Proposals with no Accepted Priority or Withdraw all rejected proposals. Withdrawn abstracts can also be restored later if necessary using the Restore Withdrawn Abstract links.

Conference Website On-line (at best) with scientific programme and registration information. Avoid going online with pages in construction

Mailing of Posters/Postcards using SPMS for addresses (almost obsolete in practice)

  • C-10 months
  • General | Data Extracts | via Mailing List
  • http://www.jacow.org/Editors/ViaMailingList
  • EPAC/IPAC in Europe/Asia in earlier days sent several posters to a selection of prominent persons in the larger laboratories with a request to post them up prominently. Conference posters are normally downloadable from conference websites. Postcards were normally sent to all JACoW SPMS profile owners who request conference announcements. This list can be extracted by the via Mailing List Data Extract.

Conference Announcement and Call for Papers via SPMS with abstract submission deadline

  • C-9 months
  • Overall Database Administration | System Parameters | PC http://jacow.org/Editors/PCProgramCommittee
  • Overall Database Administration | System Parameters | User http://www.jacow.org/Editors/User
  • Scientific Program Administration | Presentation Type (Contributions) http://www.jacow.org/Editors/CallforAbstracts
  • Overall Database Administration | Email Utility (Repository) http://www.jacow.org/Editors/EmailUtilityRepository
  • Prior to sending the announcement and call for papers, turn off the proposal mode settings in use for the SPC meeting, ensure the presentation types are correct, and open submission of abstracts.
  • Only 1 (and only 1) Announcement email through the repository is allowed according to JACoW privacy policy. This email will now go to only those who have signed up for this particular conference series announcement. Again, it is highly recommended to be careful to craft and tailor the email properly before the actual send.

Second Conference Announcement to Industry (via SPMS) with full information about exhibition registration package with deadline for booth reservation on a first come-first served basis

  • C-9 months
  • Overall Database Administration | Email Utility (Repository) http://www.jacow.org/Editors/EmailUtilityRepository
  • Exception to the rule of only one announcement per conference. Industry gets a second email with more detail about the opening of booth reservation on a first come first served basis.

Deadline for nominations for accelerator prizes. This varies by region. The names of winners should be decided and announced at the conference website, and sufficient time allowed to contact the winners to organise their oral presentations during the conference

  • C-6 months

Deadline for Abstract Submission

  • C-5 months
  • Overall Database Administration | System Parameters | User http://www.jacow.org/Editors/User
  • <Report/Search> http://www.jacow.org/Editors/AbstractQA
  • <Report/Extract>
  • Do Abstract Q/A, and then disable abstract submission just prior to turning contributions over to SPC to a) review main and sub-classifications and b) select Contributed Orals in preparation for their meeting.

Deadline "cheap" booth registration/deadline for payment

  • C-5 months

Invite Editorial Staff (Editors, Paper Reception, Poster Session Managers)

  • C-4 months
  • The number of persons required for editing is calculated, is based either on experience at previous events, or on the basis of the number of papers and oral presentations to be processed. For IPAC and other larger events, there is also an obligation to offer “hands on” experience in electronic publication to inexperienced or newly nominated JACoW editors. Extra staff is needed to provide the interface with authors (author reception), to file the pdf files produced by the editors, and most importantly to thoroughly check titles and authors on the papers against those in the SPMS.
    The number of editors to be invited is decided by the SS/Editor, coordinating with the LOC Chair re. budget. For EPAC/IPACs to date the following basic formula is used:
    • the number of papers to be processed will be approximately 80% of the contributions submitted at abstract submission
    • 80% of this 80% needs to be processed during 3 days of pre-conference processing
    • estimate an average of 35 papers per day per experienced editor during pre-conference processing.
  • An example with 1000 contributions in the SPMS:
    • 80% of 1000 = 800 contributions to process in total
    • 80% of 800 = 640 papers to be processed in 3 days
    • 640 divided by 3 days = 213 papers to be processed per day
    • 213 divided by 35 (average number of papers per editor) = ~6 pre-conference editors are required for pre-conference processing.
Six is thus the “lower basic” number of experienced “core” editors to achieve 80% of the pre-conference processing.
This number should be doubled at least for the conference week to take into consideration all of the other tasks. It is particularly critical for the larger events, with for example 1500 contributions in the SPMS, to have a slightly larger team to allow half a day or a day off for the pre-conference “core” editors.
The travel expenses of Editors are normally at the expense of their own institutes or conferences. The hosting conference covers the cost of accommodation and a per diem. Refreshments are provided for all of the staff in the proceedings office (breakfast, lunch, snacks). The full team is also invited to all social events (Chairman’s cocktail, reception and banquet), a special dinner is also on occasion organized for the whole team, who also receive conference bags.

SPC Meeting: Finalise re-classifications, Select Contributed Orals, Decide Chairs

Invite Contributed Oral Speakers and Session Chairs

Accept (occasionally reject) proposed contributions via SPMS

  • C-4 months
  • Remind authors of the deadline for cheap registration (C-2) and necessity for a registered presenter for the work to be scheduled/presented.

Publish guidelines for preparation and upload of contributions to the proceedings and e-mail authors

  • C-3 months
  • Email authors concerning the guidelines for the preparation and upload of contributions to the proceedings, with another reminder about the necessity for a registered presenter ...

Deadline for early delegate registration discount

  • C-2 months

Set up a pc with all software required for Editors, clone to pcs to be installed in Proceedings Office

Write to all contributors to warn of the imminent deadline for registration, and to ensure there is a registered presenter

  • C-2-1.5 months
  • Ensure there is at least one registered co-author, and that the presenter for each contribution is also registered, in line with IPAC policy to only schedule contributions where at least one co-author is registered. Requires numerous iterations with authors and may require withdrawing contributions where nobody is can attend to present the work.

Set up server for upload of contributions to proceedings, and test

  • C-1.5 months

Number posters into time and space (assign program codes) ensuring there is a registered presenter for each contribution

  • C-1 months

Enable paper upload in SPMS

  • C-1 month

Write to Contributors to announce program codes, to remind concerning templates, reference formatting, and how to prepare and how upload via SPMS

  • C-1 month

Prepare printed programme booklet as necessary (Volker Schaa has developed scripts to do this)

  • C-1 month (or less depending on printing time)

Programme to printer

  • C-1 month

Deadline for submission of contributions to be peer reviewed

  • C-21 days
  • The peer review system was reported by Ivan Andrian at TM'17. The procedure is being refined for IPAC'17 and it will be written up in due course.

Deadline for paper upload

  • C-5 days

IT Staff set up at the venue (arrival is the previous day)

Core Editors begin processing at venue (arrival is the previous day)

  • C-4 days

Editors, Author Reception Staff, Presentations Managers, Poster Session Managers begin work

  • C-1

Conference

Publish "pre-press" proceedings

  • Lunchtime on the last day of the conference

One week “grace” for late paper submission and re-submissions

  • C+7 days

Publish proceedings on JACoW

  • C+ 2 to 3 weeks

References