| When |
What |
Who |
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SPMS Location |
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| Jun 04, 2024C-20 to 24 |
- Submit request to use SPMS with the JACoW Central Repository |
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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. |
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- Set up initial parameters |
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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
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- Import classifications from another or previous conference |
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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
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| Aug 04, 2024C-18 to 24 |
- Composition of OC/SPC/LOC decided and entered in SPMS with privileges and roles |
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[[JTM2016.ProposingInvitedOrals|Invite SAB to submit proposals for invited orals]] |
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| Jun 04, 2024C-20 |
- First SPC/OC meetings |
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| Jul 05, 2024C-19 |
- Send invitations to join SAB |
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| Sep 03, 2024C-17 |
- Invite SAB to submit proposals for invited orals |
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| Nov 03, 2024C-15 |
- Send first conference announcement to industry |
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| Dec 04, 2024C-14 |
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Decide on main and subclassifications and any needed SPMS customization |
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| Feb 03, 2025C-12 |
- Approve proposals for invited orals |
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- Send invitations invited speakers |
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| Apr 04, 2025C-10 |
- Publish conference website, ideally with complete scientific programme |
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- Mail posters/postcards |
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| May 05, 2025C-9 |
- Announce conference and call for papers |
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- Send second conference announcement to industry with complete information about exhibition registration package |
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| Aug 04, 2025C-6 |
- Deadline for nominations for accelerator prizes |
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| Sep 03, 2025C-5.5 |
- Send second conference announcement w/reminder of abstract submission deadline |
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- Deadline for abstract submission |
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- Deadline for "cheap" booth registration and payment |
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| Oct 04, 2025C-4.5 |
- Set up server for paper upload |
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- Invite proceedings office staff (editors, paper reception, poster session managers, etc.) |
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Select contributed orals, reclassify if necessary, select chairs |
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- Invite speakers w/contributed orals |
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Accept/reject nominations for contributed orals |
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| Nov 03, 2025C-3 |
- Set up a pc with all software required for editors, and clone to several PCs |
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| Dec 04, 2025C-2.5 |
- Send authors reminder of registration deadline |
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- Deadline for "cheap" delegate registration |
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- Set up server for paper upload, test, and enable |
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- Number posters to work with conference space and assign program codes |
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- Notify authors of program codes for papers |
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- Publish guidelines for submission of papers |
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- Enable paper submission |
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- Clone software setup to computers for proceedings office |
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| Jan 03, 2026C-1.5 |
- Prepare printed programme booklet if desired |
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- Send programme to printer |
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| Jan 29, 2026C-5 days |
- Deadline for paper submission |
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| Jan 30, 2026C-4 days |
- Begin paper processing at venue |
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| Feb 03, 2026C or C+7 days |
- Publish "prepress" proceedings |
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| Feb 10, 2026C+7 days |
- Set one week grace period for late paper submission and resubmissions |
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| Feb 24, 2026C+3 weeks |
- Publish proceedings on JACoW |
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