JACoW Conference Tasks Timeline

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Conference start date

When What Who SPMS Location
Aug 21, 2017C-20 to 24 - Submit request to use SPMS with the JACoW Central Repository 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.
- Set up initial parameters 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). Overall Database Administration | System Parameters
- Import classifications from another or previous conference 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. Scientific Program Administration | Classifications | Import Classifications
Oct 21, 2017C-18 to 24 - Composition of OC/SPC/LOC decided and entered in SPMS with privileges and roles [[JTM2016.ProposingInvitedOrals|Invite SAB to submit proposals for invited orals]]
Aug 21, 2017C-20 - First SPC/OC meetings
Sep 21, 2017C-19 - Send invitations to join SAB
Nov 20, 2017C-17 - Invite SAB to submit proposals for invited orals
Jan 20, 2018C-15 - Send first conference announcement to industry
Feb 20, 2018C-14 Decide on main and subclassifications and any needed SPMS customization
Apr 22, 2018C-12 - Approve proposals for invited orals
- Send invitations invited speakers
Jun 21, 2018C-10 - Publish conference website, ideally with complete scientific programme
- Mail posters/postcards
Jul 22, 2018C-9 - Announce conference and call for papers
- Send second conference announcement to industry with complete information about exhibition registration package
Oct 21, 2018C-6 - Deadline for nominations for accelerator prizes
Nov 05, 2018C-5.5 - Send second conference announcement w/reminder of abstract submission deadline
Nov 20, 2018C-5 - Deadline for abstract submission
- Deadline for "cheap" booth registration and payment
Dec 06, 2018C-4.5 - Set up server for paper upload
Dec 21, 2018C-4 - Invite proceedings office staff (editors, paper reception, poster session managers, etc.)
Select contributed orals, reclassify if necessary, select chairs
- Invite speakers w/contributed orals
Accept/reject nominations for contributed orals
Jan 20, 2019C-3 - Set up a pc with all software required for editors, and clone to several PCs
Feb 04, 2019C-2.5 - Send authors reminder of registration deadline
Feb 20, 2019C-2 - Deadline for "cheap" delegate registration
- Set up server for paper upload, test, and enable
- Number posters to work with conference space and assign program codes
- Notify authors of program codes for papers
- Publish guidelines for submission of papers
- Enable paper submission
- Clone software setup to computers for proceedings office
Mar 07, 2019C-1.5 - Prepare printed programme booklet if desired
Mar 22, 2019C-1 - Send programme to printer
Apr 17, 2019C-5 days - Deadline for paper submission
Apr 18, 2019C-4 days - Begin paper processing at venue
Apr 22, 2019C or C+7 days - Publish "prepress" proceedings
Apr 29, 2019C+7 days - Set one week grace period for late paper submission and resubmissions
May 13, 2019C+3 weeks - Publish proceedings on JACoW