| When |
What |
Who |
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SPMS Location |
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| Sep 21, 2023C-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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| Nov 21, 2023C-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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| Sep 21, 2023C-20 |
- First SPC/OC meetings |
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| Oct 22, 2023C-19 |
- Send invitations to join SAB |
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| Dec 21, 2023C-17 |
- Invite SAB to submit proposals for invited orals |
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| Feb 20, 2024C-15 |
- Send first conference announcement to industry |
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| Mar 22, 2024C-14 |
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Decide on main and subclassifications and any needed SPMS customization |
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| May 22, 2024C-12 |
- Approve proposals for invited orals |
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- Send invitations invited speakers |
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| Jul 21, 2024C-10 |
- Publish conference website, ideally with complete scientific programme |
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- Mail posters/postcards |
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| Aug 21, 2024C-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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| Nov 20, 2024C-6 |
- Deadline for nominations for accelerator prizes |
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| Dec 20, 2024C-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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| Jan 20, 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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| Feb 19, 2025C-3 |
- Set up a pc with all software required for editors, and clone to several PCs |
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| Mar 22, 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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| Apr 21, 2025C-1.5 |
- Prepare printed programme booklet if desired |
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- Send programme to printer |
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| May 17, 2025C-5 days |
- Deadline for paper submission |
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| May 18, 2025C-4 days |
- Begin paper processing at venue |
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| May 22, 2025C or C+7 days |
- Publish "prepress" proceedings |
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| May 29, 2025C+7 days |
- Set one week grace period for late paper submission and resubmissions |
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| Jun 12, 2025C+3 weeks |
- Publish proceedings on JACoW |
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