JACoW Conference Tasks Timeline


Conference start date

When Conference Editor Scientific Secretariat SPC LOC IT Staff
Mar 16, 2017C-20 to 24 - Submit request to use SPMS with the JACoW Central Repository
- Set up initial parameters
May 16, 2017C-18 to 24 - Select composition of OC/SPC [[JTM2016.ProposingInvitedOrals|Invite SAB to submit proposals for invited orals]]
Mar 16, 2017C-20 - Hold first SPC/OC meetings
Apr 16, 2017C-19 - Send invitations to join SAB
Jun 15, 2017C-17 - Invite SAB to submit proposals for invited orals
Aug 15, 2017C-15 - Send first conference announcement to industry
Sep 15, 2017C-14 Decide on main and subclassifications and any needed SPMS customization
Nov 15, 2017C-12 - Approve proposals for invited orals
- Send invitations invited speakers
Jan 14, 2018C-10 - Publish conference website, ideally with complete scientific programme
- Mail posters/postcards
Feb 14, 2018C-9 - Announce conference and call for papers
- Send second conference announcement to industry with complete information about exhibition registration package
May 16, 2018C-6 - Deadline for nominations for accelerator prizes
May 31, 2018C-5.5 - Send second conference announcement w/reminder of abstract submission deadline
Jun 15, 2018C-5 - Deadline for abstract submission
- Deadline for "cheap" booth registration and payment
Jul 01, 2018C-4.5 - Set up server for paper upload
Jul 16, 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
Aug 15, 2018C-3 - Set up a pc with all software required for editors, and clone to several PCs
Aug 31, 2018C-2.5 - Send authors reminder of registration deadline
Sep 15, 2018C-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
Sep 30, 2018C-1.5 - Prepare printed programme booklet if desired
Oct 15, 2018C-1 - Send programme to printer
Nov 10, 2018C-5 days - Deadline for paper submission
Nov 11, 2018C-4 days - Begin paper processing at venue
Nov 15, 2018C or C+7 days - Publish "prepress" proceedings
Nov 22, 2018C+7 days - Set one week grace period for late paper submission and resubmissions
Dec 06, 2018C+3 weeks - Publish proceedings on JACoW