Notes

Week Assuming FLAIRS in
May week 2
Who Action Data
-78 Nov w2 General chair Confirm with FLAIRS president that DDD II award nominations are open
-78 Nov w2 FLAIRS board Have chair and location chosen
-76 Nov w4 General chair Provide preliminary budget to board
-75 Dec w1 General chair Have hotel booked
-57 April w1 General chair
Program co-chairs
Submit free AAAI mag ad, Summer issue
-57 Apr w1 Program co-chairs Produce CFP and CFST and CFTuts
-56 April w2 Program co-chairs Request submission system www.easychair.org
-56 Apr w2 Program co-chairs Determine invited speakers to invite Need distribution over
  1. A distribution of topics
  2. Some symbolic some statistical
  3. Some academic, some industrial
  4. Some theoretical, some practical
  5. Geographic distribution
  6. At least one senior "name"
-53 May w1 Program co-chairs Invite invited speakers $1500 + accomodation + registration waiver (see budget at top). Also invited to submit a paper, or at least an abstract.
-52 May w2 Board and chairs Choose next person to go into pipeline This is a board decision. Chairs can advise, but not decide.
-52 May w2 Program co-chairs Distribute CFP and CFST and CFTuts at FLAIRS Put in conference bags
-52 May w2 Next conference chair Present plan at business meeting
-51 May w3 Program co-chairs Configure submission system www.easychair.org administration->configuration, using previous year (but delete old special tracks)
Add program co-chairs as "superchair"s
Set email forwarding in EasyChair
Add ST proposals, General, and Poster track
Add "all student authors" group
Add general conference topics
Add evaluation criteria - relevance, originality & significance, technical quality, presentation
Open ST proposals, general track, poster track
-50 May w4 General chair
ST coordinator
Send out CFP and CFST and CFTuts To all authors and PC members from previous year.
-46 Monday Jun w3 ST coordinator ST proposals due
-45 Jun w4 General chair
Program co-chairs
Check AAAI mag article was published If not in summer issue, resubmit for fall issue
-44 Jul w1 Programs co-chairs Remind invited speakers they can (should) submit a paper/abstract
-44 Jul w1 General chair
Program co-chairs
Send out CFP and CFTuts
-44 Jul w1 General chair Web site to include rego fees
-44 Jul w1 General chair
Program co-chairs
Send advert to AAAI for fall issue
-44 Jul w1 Program co-chairs Build general PC list Invite old PC members after checking their previous year's reviews. Invite new PC members, e.g., best paper award winners. Ensure coverage of area.
-43 Jul w2 ST coordinator
Program co-chairs
ST acceptance notices The accept notices must explain ...
  • Track PC members must be warned that if they also separately invited to join different FLAIRS program committees, the paper allocations are separate, i.e., PC members will get a full allocation of reviewing for each committee.
  • ST tracks may not offer extra pages - same rules aas as general conference.
-43 Jul w2 Program co-chairs Invite general PC
-42 Jul w3 Program co-chairs Add special tracks to EasyChair
Add ST chairs to EasyChair
Instruct ST chairs to add their PCs
Open STs for submissions
-41 Jul w4 Program co-chairs Finalise general conference PC
Add PC to EasyChair in "PC" option
Send email to PC to select topics, in "PC" option
Put into web, CFP
It's important to put in their names "nicely" (e.g., "David Wilson" rather than "dave willson"), as that information is used to generate information for the proceedings.
-40 Aug w1 Program co-chairs Send instructions to ST chairs how to submit their own papers to their own track. Have them submit to the general track with a checkbox that this is what they were doing and moving them later.
-40 Aug w1 Program co-chairs Ask ST chairs to advertise. Find out where they do.
-40 Aug w1 General chair
Program co-chairs
Send out CFP and CFTuts
-35 Sep w1 General chair
Program co-chairs
Send out CFP and CFTuts and conference ad
-35 Sep w1 Programs co-chairs Remind invited speakers they can (should) submit a paper/abstract
-31 Oct w1 General chair
Program co-chairs
Send out CFP and CFTuts and conference ad
-27 Nov w1 General chair
Program co-chairs
Send out CFP and CFTuts and conference ad
-27 Nov w1 Program co-chairs Remind PCs of upcoming reviewing
-27 Nov w1 General chair
Program co-chairs
Remind invited speakers they can (should) submit a paper/abstract
-27 Nov w1 Program co-chairs Explain reviewing procedure to ST chairs.
Remind ST chairs of procedure for their submissions to their tracks.
-24 Monday Nov w3 Program co-chairs
ST chairs
Submission deadline (papers and tutorials)
Invited speaker abstract deadline
(Always have submissions due on a Monday, so people can do a weekend panic.)
-24 Monday Nov w3 Program co-chairs
ST chairs
Submission deadline extension if needed
-24 Friday Nov w3 Program co-chairs Close submissions in EasyChair
Check all submissions are anonymous.
(May be done before now, but must be done before assignment.)
-24 Friday Nov w3 Program co-chairs
ST coordinator and ST chairs
Remove/merge tracks with too few papers
-23 Monday Nov w4 Program co-chairs
ST coordinator to ST chairs
Start paper bidding in EasyChair
-23 Friday Nov w4 Program co-chairs
ST coordinator to ST chairs
Send reminder for bids
-22 Monday Dec w1 Program co-chairs
ST coordinator to ST chairs
Disable bidding (superchair)
Send email to track chairs explaining what they must do
Delete PC members who have never logged in
Optionally delete PC members who have not bid
Set 0 papers for program chairs, and limits for other special cases.
Assign papers to PC (done by program and ST chairs).
-22 Friday Dec w1 Program co-chairs
ST chairs
Send email to general conference PC explaining the reviewing
ST coordinate to send that email to ST chairs, so they can use it if they want
Enable Status menu for chairs
Enable reviewing menu for PC
Set Permit PC members to enter reviews to Yes
Set Do non-chairs have access to reviews of papers not assigned to them? to No
Disable viewing of bids ( program and track chairs)
Assignment sent to main track PC
-21 Dec w2 ST coordinator
Send email to ST chairs asking if they want a panel or invited speaker
Add panels track to EasyChair for requests
-18 Dec w3 Program co-chairs Decide on tutorials
Let proposers know
Tutorial material for printing to be ready Apr w1.
-19 Monday Dec w4 Program co-chairs
ST chairs
Invited speaker paper deadline
Ask ST chairs to read invited speakers' papers
-17 Monday Jan w2 Program committee Reviews due (5 weeks for reviewing, but noting that there's a week of dead time in the middle, but it's also over the break.)
-17 Monday Jan w2 Program co-chairs Configure EasyChair for rebuttals
Send out reviews for rebuttal
-17 Monday Jan w2 Program co-chairs Configure EasyChair for decision making
Allow all PC members to see all reviews
-16 Monday Jan w3 Program co-chairs Remind ST chairs to make decisions
-16 Monday Jan w3 Program co-chairs Configure EasyChair to stop ST chairs' decisions (can only stop submission of reviews :-(
-16 Jan w3 Program co-chairs Make final decisions.
Disable status menu so that no more decisions can be made.
-15 Jan w4 Program co-chairs and ST cooordinator Cancel any tracks that are too weak
-15 Jan w4 Program co-chairs and ST chairs Delete PC members that did not contribute
-15 Friday Jan w4 Program co-chairs Notices of acceptance.
Send reviews to authors
(3 weeks should be enough to make the decisions, even if we have to get another review for borderline cases, so we may be able to get them out earlier.)
-15 Friday Jan w4 Program co-chairs Invite rejected papers to be submitted as posters.
Call for poster abstracts generally.
-15 Friday Jan w4 Program co-chairs
ST chairs
Final invitation to invited speakers for full papers
-15 Friday Jan w4 Program co-chairs Tell ST chairs that decisions have gone out
-15 Friday Feb w1 Program co-chairs Request ST descriptions from ST chairs
-13 Friday Feb w1 Program co-chairs Coordinate with AAAI - Find out what needs to be done
-13 Feb w1 Program co-chairs Send out instructions for camera ready versions
-13 Feb w1 Program co-chairs Start building talk schedule (ask ST chairs where they want to be)
-13 Feb w1 Program co-chairs Thank PC
Verify PC information in EasyChair
-15 Friday Feb w1 Program co-chairs Remind ST chairs to thank their PCs
Request list of reviewers from ST chairs for proceedings - names and affiliations, ready for proceedings.
-12 Monday Feb w2 ST chairs ST descriptions due
-12 Friday Feb w2 Program co-chairs (with ST chairs(s), conference chair) Start best paper evaluations
-12 Friday Feb w2 Program co-chairs
Make decisions on poster papers, notify authors
Make sure poster room is big enough
-12 Friday Feb w2 Program co-chairs
Finalize ST information - PC names, affiliations, etc.
-11 Monday Feb w3 Program co-chairs
Send AAAI (Mike) list of papers accepted, with paper number, title, authors, and email addresses.
-11 Monday Feb w3 Conference chair, Program co-chairs
Draft of proceedings, based on last year as a template
List of papers by author last name, with affiliations
List of tracks in alpha order
-11 Monday Feb w3 Program co-chairs
AAAI
Camera ready papers due
-11 Monday Feb w4 Program co-chairs Send list of papers and authors (as sent to Mike) to registration
Send list of posters and authors to registration
Remind authors that at least one must register
-7 Monday Mar w1 Program chairs Remind tutorial presenters to have material for print ready by Apr w1
-7 Monday Mar w1 General chair Remind authors to book hotel rooms now
-8 Monday Mar w2 Program co-chairs
General chair
Get invited speaker travel info
Book invited speaker hotel
Book organizers' hotel
-8 Monday Mar w2 Program co-chairs Draft schedule - ask ST chairs. No track should be last repeatedly.
Ask invited speakers what sessions thay'd like to chair
-8 Monday Mar w2 Program co-chairs Let authors know if their paper is moved to another track
-7 Monday Mar w3 Program co-chairs Finalize proceedings
Send to AAAI (Mike Hamilton)
-7 Monday Mar w3 Program co-chairs
General chair
Presenter and poster information on WWW site
EasyChair email to presenters
-6 Monday Mar w4 Program co-chairs Finalize schedule. Ask ST chairs to review.
-5 Apr w1 Program co-chairs
General chair
Collect tutorial material for printing, and print
-5 Apr w1 Program co-chairs Arrange session chairs Ask PC members, track chairs, invited speakers, FLAIRS regulars
-5 Apr w1 General chair Remind next year's chairs to look at top of this schedule
Print CFPs for distribution this year
-5 Apr w1 Program co-chairs Get URL for proceedings to download
-5 Apr w1 Program co-chairs
General chair
Finalize program
Find image for cover
Pay attention to time gaps in program
Get layout of hotel and rooms from general chair for program
Add URL for proceedings download
Post as "draft" on web site Do NOT send for printing yet
-4 Apr w2 Program co-chairs
General chair
Organize best papers/poster plaques
-3 Apr w3 General chair Ensure poster supplies and AV will be there
-2 Apr w4 General chair Print program Do as late as possible to allow for changes
-2 Apr w4 Program chairs Send session chairs instructions document
1 May w1 Program chairs
General chair
Post final program on web site
1 May w1 Program chairs Find judges for poster session
Distribute instructions
Ask PC members, track chairs, invited speakers, FLAIRS regulars
1 May w1 Program chairs
General chair
Get things to bring to conference Clips and cards for numbering posters
Poster judging sheets
0 May w2 Everyone Have the conference Turn off projectors at end of each day
Take down poster boards at end of first day
2 May w4 Program co-chairs
Gneral chair
Send out thanks to everyone Invited speakers
ST chairs
PC
Staff