For those planning to submit an initial proposal, we also have some short notes about what is expected and about the selection procedure.
3. Funds and Liability
6. Hints for Running a Successful Conference
7. Action Checklist
1. The Conceptual-Modeling Community
1.1. Conference Basics
The official title of the Conference is "The Nth International Conference
on Conceptual Modeling". The official abbreviation is "ER'YY"
or beginning in the year 2000 "ER20YY". ("Conceptual
Modeling" is generic; "ER" refers to the original roots
of the conference, which centered on the Entity-Relationship Model.)
The conference may also be referred to as the "Conceptual Modeling
Conference" or the "ER Conference". In this document
the ER Conference is also referred to as "the conference".
Logo: The basic conference logo appears at the top of this document. When used for a specific conference the left box should contain the official conference abbreviation, the right box should contain a logo or statement designating the site of the conference, and the diamond should contain the dates of the conference. The logo can be modified slightly to add color, effects such as shadows, and a touch of local flavor for the conference site, but additions should be done tastefully. Any significant departure from the logo must be cleared with the steering committee chair before its appearance in print.
Language: The language of the conference is English.
Dates: The conference is annual. The dates of the conference should fall within six weeks of November 1st. Major holidays should be avoided as should direct conflicts with closely aligned conferences. Dates must be cleared by the steering committee before appearing in print.
Location: The conference site rotates successively among three parts of the world: (1) Europe, (2) the US and Canada, (3) Asia, Australia, Africa, and Oceana. Proposals from Mexico, the Caribbian, and Central and South America may be approved for any year; the cycle resumes where it left off after such a conference. The steering committee may approve exceptions to this rotation.
1.2. ER Fellows
The ER Fellows Award is an honor given to selected individuals in the
conceptual-modeling community in recognition of their contributions to ER
research, ER education, and ER community service. Since the annual ER
conference is the flagship conference for the conceptual-modeling community,
special consideration is given to candidates who have a sustained publication
record in the conference proceedings, a record of encouraging students and
others they mentor to become actively involved in the conference, and strong
involvement in and service to the conference such as serving as a PC co-chair,
conference chair, or steering-committee chair. Notwithstanding this
intentional bias, ER Fellows may be selected from the broader community when
they have clearly made significant research, education, and service
contributions to conceptual modeling and continue to be actively involved in
To ensure oversight and continuity of the award, the SC chair chair should appoint one of the current ER fellows to chair the next year's selection committee, and six additional current ER fellows to serve on the selection committee. Each year, the committee should add at most two ER Fellows. The chair of the ER Fellows selection committee should call for nominations from the general community. A nominator and at least one supporter should make a nomination and submit material in support of the nomination to the selection-committee chair. Under the direction of the committee chair, the seven members of the committee make the final selection.
At the annual conceptual-modeling conference, the selection-committee chair (or an appointed ER Fellow in the absence of the chair) should recognize, honor, and give a plaque to each new ER Fellow. To give new ER Fellows the opportunity to attend the annual conference and be honored, the committee should complete the selection of new ER Fellows at least four months in advance of the annual ER conference, and the committee chair should send a congratulatory letter to the new inductees immediately after the selection process is complete.
1.3. Peter P. Chen Award
Initiated by Elsevier in 2008 to celebrate the 25th anniversary of the
journal, Data and Knowledge Engineering, the Peter P. Chen award honors
one person each year for outstanding contributions to the field of
conceptual modeling. The award is to continue annually. One person will
be selected each year to receive a plaque and check for $1000 (US$).
The ER Institute will provide the money
for the award (although the steering committee should make an effort to find a
sponsor to fund the award or to match funds provided from the SC budget).
The award winner will be invited to be a keynote speaker for the upcoming
conference. (If the winner is unable to attend and deliver a keynote address,
there will be no future commitment for being a keynote speaker.)
Because the winner is to be invited as a keynote speaker, the
committee must coordinate with the PC co-chairs (who are responsible for
inviting keynote speakers for the conference) and must complete their selection
in sufficient time to avoid causing problems with invitations to keynote
Criteria for the Award:
Selection committee members are not eligible for the award. If a member of the selection committee is nominated, the nominated person must withdraw from the selection committee or withdraw from the candidate pool. If two or more committee members withdraw, the remaining committee members should select replacement committee members from the SC, who will serve as ad-hoc committee members for the duration of the selection process.
The selection committee is to solicit nominations from the field. The award solicitation should be well advertised through ER-related mailing lists and various email list servers including DBWORLD and ISWORLD. The ER community, at large, should be encouraged to make nominations. Nominations should be sent to the chair of the selection committee. Each nomination should be accompanied by a summary statement about the nominee and a justification for the nomination. Based on the criteria for the award, the selection committee is to choose the best candidate among the nominees. The winner should be immediately announced after selection.
2.1. Job Descriptions
New SC members will join the SC immediately at the SC meeting held during that conference. No vote should be taken at the SC meeting; rather, the new members should simply be welcomed.
New exceptional-case members should be invited to the next SC meeting. No vote should be taken at the SC meeting with the proposed candidate present or waiting in the wings.
Election of SC Chair and Vice_Chair: An SC Chair and an SC Vice-Chair are elected for two years. The Vice Chair automatically becomes the Chair after the SC Chair's term expires (or if the SC Chair resigns or becomes incapable of being the SC Chair). If the Vice-Chair (or someone else from the SC) takes over an unfinished term of the SC Chair, the total service can exceed two years, but not three years. Although the SC Chair can be re-elected as Vice-Chair, it is recommended that there be at least a two-year break between terms of service.
2.3. Submission and Approval of Conference Proposals
Proposal Submission and Approval:
The steering committee, particularly the steering committee chair,
has the responsibility to encourage and foster proposals. Any person
or a group of persons can make a proposal for an ER conference. Proposals
should be made in writing (by email) to the steering committee chair.
Initial proposals should be submitted at least one month before the ER
conference three years in advance of the conference being proposed and
should be presented at the steering committee meeting of the conference
three years in advance. The steering committee should provide guidance to
proposer(s) in preparing a final proposal to be presented at the steering
committee meeting two years in advance of the conference being proposed.
The steering committee should make a final decision about which proposal
to accept at the meeting two years in advance.
Proposal Contents: Initial and final proposals contain the same information, but initial proposals may be more tentative and need not be as detailed as final proposals. A proposal should contain:
The conference organizing committee is responsible to decide how to handle
registration cancellations (i.e. full refund, partial refund, no refund).
Every effort should be made to limit the penalty to a small handling fee,
with the possibility of an additional penalty only as circumstances warrant.
3.3. Profit and Loss
Conferences are expected to operate on a non-profit/non-loss basis.
Start-up Cash: To aid with cash-flow during the start-up phase of a conference, the ERI/SC (ER Institute / Steering Committee) will loan seed money to conference officials, up to $5,000 US. A typical amount is $4,000. (This amount may vary in different circumstances and as times change.) This loan must always be repaid in full, even if the conference suffers a loss. A formal letter agreeing to this condition must accompany a request for seed money.
Grants from Sponsors: The conference organizers should try to raise money from other sources, preferably in the form of grants from both profit and non-profit organizations so as to keep the registration fee as low as possible. Grants that come too late to aid in lowering the registration fee should be used to improve amenities (better lunches, banquet, ...); any excess of late grant funds should be returned to the ERI/SC.
Distribution of Conference Funds: Income from conference registration, loans, and other sources (e.g., sales of proceedings, sales of guest tickets to social events, ...) should be used in the following order of priority:
Deficit: If the conference runs into a deficit, liabilities within a priority will have to be negotiated between the various parties before distribution. However, it is recommended that the deficit be shared among the parties at a priority according to the amount of their commitment.
The ERI/SC receives 50% of any surplus. The remaining 50% should be
split among sponsoring non-profit organizations proportional to the
amount of their commitment. Should the ERI/SC have funds in excess of
$15,000 US, the committee should use it to provide grants (rather than
loans) to help lower the cost of registration. The steering committee
has the right and the responsibility to decide how much a grant for
a particular conference should be.
3.4. Bank Account
Use of Bank Accounts:
Organizers may use a sponsoring organization's bank account for conference
funds. Alternatively, organizers may open an account for conference funds.
All accounts should be in the name of the conference, (e.g., "ERYY"
or "ER20YY"), not individual names. Interesting bearing accounts
Credit-Card Accounts: A credit-card account (i.e., MasterCard, Visa, AmericanExpress) should be established so that participants can pay registration fees with credit cards.
Caution: Care should be taken to ensure central control of money flow. Conference organizers should make sure that central authority for budget and financial control including proper reporting has been established.
Individual Liability: Conference
officials should be aware that they may become individually liable in case
of violation of copyright laws, claims of plagiarism, claims of slander,
errors and omissions, trip-and-fall accidents, selection of unsafe carriers,
to name the major risks. Thus, the conference
officials are strongly advised to minimize
their risks by taking an aggressive problem-prevention policy. This includes
shifting the burden to authors by requiring them to sign copyright statements
and transfer agreements; to participants by signing disclaimers on registration;
and to external organizations such as hotel reservation agencies or travel
agencies who can provide services not directly connected to running the
conference and who can assume responsibility for all risks within
their area of expertise. This also includes placing a disclaimer in the
conference announcements and having the organization providing and running
the conference venue assume the risks connected with the conference locale.
Disclaimer: The following disclaimer should be included in all conference publications: "The Organizing Committee of the ER conference is not liable for any loss or damage arising from the activities of this particular conference as exercised by its agents: conference organizers, carriers, proceedings, publications and program committee. Neither can the ER Steering Committee be held liable."
Liability Insurance: Officials must make sure that liability insurance is available to them to cover the remaining risks, and in particular to persons who are authorized to issue conference funds. This insurance should be purchased unless it can be provided by the local computer society.
3.6. "In-Cooperation with ACM"
It is recommended that each conference seek and obtain "In-Cooperation" status
with ACM. (Constraints sometimes make this impossible, in which case
conference organizers need not obtain "In-Cooperation" status.)
Purpose of ACM In-Cooperation Status: There are three main reasons to obtain in-cooperation status. (1) Insurance: ACM will not grant in-cooperation status without proof of insurance coverage. (2) "Seal of Approval": ACM's logo can only be used after obtaining in-cooperation status. (3) SIG Awareness: A SIG must approve the conference. Both SIGMOD and SIGMIS should approve an ER conference.
Obtaining ACM Cooperation Status: Section 1 of the "ACM SIG Conference Manual" (http://www.acm.org/sig_volunteer_info/conference_manual/) explains in detail how to obtain ACM in-cooperation status. Within all the details in Section 1 is the contact information, which is found by clicking on "In-Cooperation Conference Information" and then on "ACM Office of SIG Services." The name next to SIGMOD or SIGMIS is the ACM contact person. Make contact and find out precisely what is wanted -- typically, just the standard in-cooperation application form, called a TMRF form (Technical Meeting Request Form). To obtain the TMRF form along with the guidelines for filling out the form, click on Section 1.6.4, "ACM In-cooperation TMRF Guidelines and Form."
Filling out the TMRF Form: Print a copy of the form. The first page of the form requests general information about the conference and is self-explanatory. The second (and last) page requires some signatures. The sponsoring organization should be the ER Institute, whose address is P.O. Box 80813, Baton Rouge, LA 70898, USA. If the general chair of the ER conference is a member of the steering committee, the chair can sign in behalf of the ER Institute; otherwise contact the president of the steering committee for instructions about who should sign the TMRF form.
Obtaining Insurance for ACM Cooperation Status: Along with the TMRF form, a certification of insurance must be submitted. The Novick Group has worked with ACM and knows what is required to obtain a certificate of insurance. The coverage they sell is called "Convention Cancellation Coverage." Contact information for the Novick Group: 11300 Rockville Pike, Suite 907, Rockville, MD 20852, USA, 301-770-6675 (voice), 301-770-6675 (fax). Request an insurance application form and a statement of coverage. The insurance application form is self-explanatory and can be filled out and signed by the general chair.
3.7. Student Travel Fellowship
When funds are available, the SC will provide $3,000 for student travel
fellowships. At every SC meeting the availability of these funds will be
discussed and potentially approved for future conferences. The number of
awards and their amount can be adapted to each conference, under approval of
the SC. It is intended, however, that candidates for travel fellowships
will be PhD students with accepted contributions for the doctoral consortium,
which is usually held at each ER conference.
4.1. Job Descriptions
Sponsors, Supporters, and In-Cooperation With: Profit and Nonprofit organizations who sponsor, support, or work in cooperation with a conference should be recognized in all official advertisements. The designation "Sponsor" should be reserved to those who contribute significantly, financially or otherwise. The designation "Supporter" should be assigned to all organizations supporting the conference in a lesser role, financial or otherwise. The designation "In-Cooperation With" is for a professional organization that agrees to let the conference use its name but accepts no financial involvement.
4.3. Conference Web Site
The organizing committee is responsible to build and maintain a conference
Web site. The Web site should use the conference logo and should have
an organized, professional look and feel. All pages should be static.
Mirrored Site: The steering committee may require the site to be mirrored at a second site. In this case, the steering committee will provide the second site.
5.1. Job Descriptions
Papers: Except for invited papers, each paper must be refereed by at least three persons (PC members or qualified external referees selected by PC members). Papers should be selected primarily on the basis of quality, although a balance of topics should be taken into consideration. PC members may submit papers, but no authors or associates of authors of PC papers may influence the decision about a PC-member paper.
Invited Papers: Invited papers may be accepted without going through the normal refereeing process. These, however, should be rare. At least one PC member should read any invited paper and suggest modifications, if needed. Invited speakers should be informed that this will be done and that they are expected to cooperate. If an invited paper is low in quality, it is the responsibility of the PC chairs to ensure that the quality be improved or to reject the paper. This should occur rarely as extreme care should be used in inviting papers. (A keynote speaker may be requested to submit an abstract, or short summary for the proceedings. These abstracts are not invited papers; they may be edited, but should not be refereed.)
Implications of Paper Submission: PC chairs should ensure that authors understand the implications of paper submission, which are: (1) the paper has not been published elsewhere, (2) the paper is not and will not be submitted for publication elsewhere while under review, and (3) accepted papers will be presented at the conference by an author of the paper.
Best Student Paper Award: The following should appear in the call for papers.
A student paper must satisfy all of the following conditions:A certificate of Best Student Paper Award will be given to each of the student authors. The distribution of actual award money among the authors will be left to the authors. The organizers are responsible to follow up to see that the award is presented.
a. The paper's first author is a student.
b. Students have done a majority of the research for the paper.
c. Students have written a majority of the paper.
[ ] Check here if the paper should be considered for the Best Student Paper Award.
Review Reports: The PC shall use the standard review form adopted by the Steering committee.
PC Meeting: The primary objective of the PC meeting is to help select the best papers for the conference. The PC meeting should be held on-line so that all PC members can participate. Discussion of a PC-member's paper, however, should exclude that PC member. PC chairs should direct the discussion.
Selection of Best Papers: (1) PC co-chairs nominate candidate papers (perhaps by reviewing PC-committee recommendations). They also identify which of the nominees are student papers, ensuring that there are at least two student papers among the nominees. (2) PC co-chairs choose a committee (possibly themselves) to select the overall best paper and a committee (possibly the same committee) to select the best student paper. (3) The best overall paper is selected from among all papers. The best student paper is selected from the remaining student-paper candidates. (4) Committees should strive to identify just one "best." If there is an n-way tie, there is an n-way split of any prizes.
5.4. Proceedings Publication
The proceedings should include regular papers, full keynote papers
(or abstracts, if requests for a full paper are not honored), and demo
descriptions (if any). The proceedings should not include poster papers,
poster abstracts, panel abstracts, tutorial abstracts, industry papers,
and industry abstracts. Additional publication of items not included in
the regular proceedings are at the discretion of the organizing committee.
Author Responsibilities: Authors are responsible to provide PC chairs with all requested material for publication. In this changing world of publication, this may include camera-ready copies and electronic copies in specific file formats.
Working Agreement: The steering committee currently has a working agreement with Springer-Verlag for publishing conference proceedings. It is the responsibility of the steering committee to maintain this relationship with Springer or to provide for another outlet.
Further Publication of Selected Papers: The steering committee, with the help of the organizing committee, should provide a means for further publication of selected conference papers. This may be in a special issue or special section of a journal, or, possibly, as a book. Currently, Data & Knowledge Engineering provides the conference with the opportunity for publishing a special issue devoted to the conference. The PC chairs should take the responsibility to become guest editors. This entails selecting papers (perhaps with the aid of the PC), seeing that authors expand their papers appropriately, and working with authors and editors to see that needed material is provided for timely publication. Guest editors should aim to have subsequent publications available by the date of the following annual ER conference.
5.5. Guidelines for Tutorials
Purpose for Tutorials:
Tutorials should enhance the conference, give attendees an opportunity
to enrich their understanding about topics of interest related to
conceptual modeling, and help bolster attendance at and participation in
Selection of Tutorials: The tutorials chair, PC, and conference chair are responsible to ensure that the tutorial program meets the standards of the conference. The tutorials chair should solicit high-quality proposals, and the PC should review them and, along with the tutorials chair, make recommendations. The tutorials chair, PC chairs, and conference chair should all agree on the tutorials to be presented at the conference.
Tutorials and the Conference Program: The tutorials may either be part of the regular conference program, offered free to all conference participants, or they may be separate, with a separate fee for participation. If there is a fee, the fee structure should be such that tutorials are self supporting. Tutorial attendees should also pay the conference fee, making them full participants in the conference, as well as in the tutorials. Both tutorial presenters and potential attendees should understand that a separate tutorial with a fee may be canceled if there is not sufficient registration to warrant its being part of the program.
5.6. Guidelines for Workshops
Purpose for Workshops:
Workshops should enhance the conference, give attendees an opportunity
to discuss in depth particular topics of interest related to
conceptual modeling, provide an additional outlet for publication of
papers related to conceptual modeling, and help bolster attendance at
and participation in the conference.
Selection of Workshops: The workshops chairs, PC chairs, and conference chair are responsible to ensure that every workshop meets the standards of the conference. The workshops chair should solicit high-quality proposals, and the PC should review them and, along with the workshops chair, make recommendations. The workshops chairs, PC chairs, and conference chair should all agree on the workshops to be held at the conference.
Workshops and the Conference Program: The workshops may either be part of the regular conference program, offered free to all conference participants, or they may be separate, with a separate fee for participation. If a workshop has a proceedings and is free to all conference participants, the proceedings should be provided for all participants. If workshops are separate, the fee structure should be such that workshops are self supporting and such that any proceedings to be published and distributed are covered by the fees. Workshop attendees should also pay the conference fee, making them full participants in the conference, as well as in the workshops. Both workshop organizers and potential attendees should understand that a separate workshop with a fee may be canceled if there is not sufficient registration to warrant its being part of the program.
Editors for Workshop Proceedings: When several ER workshops together publish a single proceedings, the editor names should include the names of the ER workshop co-chairs plus one representative for each workshop. (This avoids having a potentially lengthy list of editors for the proceedings.)
Proceedings Content: The proceedings should include regular papers, full keynote papers (or abstracts, if requests for a full paper are not honored), and demo descriptions (if any). The proceedings should not include poster papers, poster abstracts, panel abstracts, tutorial abstracts, industry papers, and industry abstracts. Additional publication of items not included in the regular proceedings are at the discretion of the organizing committee.
5.7. Guidelines for Panels
Purpose of Panels:
Panels should stimulate open discussion and provoke thought about current
issues in conceptual modeling.
Caution: Panel moderators should ensure that panel members do not monopolize time unreasonably or promote commercial products or companies.
5.8. Guidelines for Exhibits
Purpose for Exhibits:
Exhibits provide a way for corporations to make the conceptual-modeling
community aware of its products. Exhibits also provide a means for
conference organizers to obtain additional funds by selling space to
Inclusion/Exclusion of Exhibits: Exhibits are optional and should be part of the program only if the organizing committee and the steering committee determine that they will benefit attendees, conference organizers, and exhibitors.
5.9. Guidelines for a PhD Symposium
Purpose: The PhD Symposium offers PhD students working in the area
of conceptual modeling the opportunity to present and discuss their research
and to interact with other researchers, experts in the field of conceptual
modeling, who can provide feedback on their research.
Organization: The PhD Symposium has the same structure and rules as the ER Workshops, with two differences: (a) The chair and committee organizing the PhD Symposium is to be proposed by the ER conference organizers and approved by the ERSC. (b) The papers submitted for the symposium, must be papers whose only authors are PhD students.
Publication: The publication of the PhD Symposium papers will be according to the rules of the ER Workshops.
5.10. Guidelines for a Symposium on Conceptual Modeling Education (SCME)
Scope: The scope of the SCME is the education of conceptual modeling
at any level: undergraduate, graduate, professional or continuing education.
Organization: The SCME has the same structure and rules as the ER Workshops, with two differences: (a) The SCME is a normal part of the structure of an ER Conference, like the ER PhD Symposium (b) The SCME chair is proposed by the ER conference organizers, and approved by the ERSC.
Publication: The publication of the SCME papers will be according to the rules of the ER Workshops.
6. Hints for Running a Successful Conference
The previous sections contain job descriptions and rules and
requirements for ER conferences. This section contains miscellaneous
comments, hints, and suggestions passed on from those with previous experience.
Juggling Jobs: Depending on the circumstances, the conference chair may wish to combine jobs or create new jobs. Example 1: the chair may wish to also be the treasurer, or the local arrangements chair may be split into sub assignments with a chair for social events and a chair for physical facilities and arrangements. Example 2: professional secretarial help, provided by the organizing committee's organization, is extremely useful.
Ad Placement: Here are some suggestions about where to place ads.
Optional Program Components: Tutorials, workshops, and exhibits are optional. Use them to best enhance the conference. There has been a long-standing tradition for tutorials. Workshops aligned with conferences have become more popular both for ER conferences and conferences in general. Exhibits have not typically been emphasized. Conference chairs should decide each case individually with help from the steering committee.
Resolving Referee Discrepancies: Papers sometimes receive widely differing reviews. One possible way to resolve these discrepancies is to have an email discussion among the PC members who reviewed the paper. For this to be successful, all reviews must be in a week to ten days before the on-line PC meeting, an email discussion must be initiated, and reviewers must be able to alter their reviews. All this should be supported by the electronic review system.
7. Action Checklist
Numbers at the beginning of a line are suggested number of months before
(-) or after (+) the conference. Position names in parentheses suggest
which committee member might be responsible for the action. These suggestions
serve only as a guide and may vary for a particular conference.
|-42||Solicit proposals (steering committee chair)|
|-37||Send initial conference proposal to steering committee chair (conference chair)|
|-36||Present initial proposal to steering committee (conference chair)|
|-24||Present final conference proposal to steering committee (conference chair)
Make final decision about the conference site and chair (steering committee)
|-18||Contract for hotel and facilities (local arrangements chair)
Assemble program-committee members (PC chairs)
Draft Call-for-Papers (PC chairs)
Establish Web site (conference Webmaster)
Approach professional organizations for cooperation (conference chair)
Approach potential sponsors and supporters for commitments (conference chair)
|-15||Finalize program committee membership (PC chairs)
Establish plan for tutorials (tutorials chair)
Establish plan for workshops (workshops chair)
Establish plan for exhibits (exhibits chair)
Obtain "In-Cooperation with ACM" status (from both SIGMOD and SIGMIS)
|-14||Place Call-for-Papers, committee organization, etc. on the Web (conference Webmaster)
Distribute Call-for-Papers to upcoming conferences (publicity chair)
|-13||Complete agreements for sponsors, supporters, and cooperations (conference chair)|
|-12||Present status report to the steering committee (conference chair)
Distribute Call-for-Papers at the prior-year ER conference (publicity chair)
Announce and advertise the conference at the prior-year ER conference (general chair or publicity chair)
Release Call-for-Papers for advertising in journals (publicity chair)
|-10||Obtain featured speakers (PC chairs)
Receive proposals for workshops (workshops chair)
|-7||Receive papers (PC chairs)
Send papers to program committee (PC chairs)
Receive proposals for tutorials (tutorials chair)
|-5||Complete refereeing process (PC chairs, PC members)
Hold on-line program-committee meeting (PC chairs)
Send notifications to authors (PC chairs)
Make author information available to authors (PC chairs)
Open bank account, if necessary (treasurer)
Establish credit-card collection accounts, if necessary (treasurer)
Make registration material available (registration chair, conference Webmaster)
Make final decisions for tutorials (tutorials chair)
Make final decisions for workshops (workshops chair)
Arrange for social program (local arrangements chair)
Arrange session rooms for program (local arrangements chair)
Obtain preliminary commitments for exhibits (exhibits chair)
Finalize advance program (PC, tutorials, and workshops chairs)
Post advance program on the Web (conference Webmaster)
|-4||Obtain camera-ready copies (PC chairs)
Release advance program for advertising (publicity chair)
|-3||Send proceedings to publisher (PC chairs)
Prepare final program for printing (publicity chair)
Arrange for bags/containers for conference attendees (registration chair)
|-1||Arrange for audio/visual equipment (local arrangement chair)
Check details (hotel, technical sessions, and social events) (local arrangement chair)
Finalize exhibits (exhibits chair)
Print final program (publicity chair)
Produce signs for sessions (local arrangements chair)
Report status at pre-registration deadline (registration chair)
Arrange for local registration (registration chair, treasurer, local arrangements chair)
|-.5||Check arrival of proceedings (PC chairs)
Assemble registration material for participants (name tags, proceedings, ...) (registration chair)
Make final check of everything and follow up (conference chair, local arrangements chair)
|0||Enjoy conference (everyone)
Provide preliminary report about the conference and its financial status (conference chair)
|+4||Make final disbursement of funds (treasurer)
Submit final report to steering committee chair (conference chair)