Program Chair Guide

From ResNetWiki

This document has been created with the intention of formally defining the role of the ResNet Symposium Program Chair (PC) in the ResNet Steering Committee. Although it can be used as a guide for individuals assuming the PC position, it should not be used as a limiting device. This document should remain fluid and change on a regular basis.

This document has been split into three sections: the Steering Committee relationship, the Program Committee relationship, and the Host Committee relationship. The relationships are independent of one another, but all key in the ultimate goal of the noted committees: a successful conference.

Contents 1 Steering Committee Relationship 1.1 Pre-Conference Year meetings 1.2 Fall Conference Year meeting 1.3 Spring Conference year meeting 1.4 Post-Conference year meetings 2 Program Committee Relationship 2.1 Pre-Conference Year 2.2 Summer -> Fall Committee Meeting 2.3 Fall Committee Meeting -> December 2.4 December -> February 2.5 February -> Conference 2.6 Conference 2.7 Post Conference 3 Host Committee Relationship 3.1 Summer -> Fall Committee Meeting 3.2 Fall Committee Meeting 3.3 Fall -> Spring Committee Meeting 3.4 Spring Meeting -> Conference 3.5 Conference ramp-up 3.6 Conference

Steering Committee Relationship

Pre-Conference Year meetings

• Bring new thoughts and thought processes to the Steering Committee
• Participate in defining the direction ResNet is moving
  • Apply this direction to the conference content
  • Ask for Steering Committee assistance/input on conference content direction.

Fall Conference Year meeting

• Bring formalized plan for conference content to the committee
• Introduce Steering Committee to PC assistants
  • Short bio
  • Make committee members aware of these people
• Introduce proposed themes for Steering committee comment
• Ask the Steering Committee for assistance/feedback on any pertinent issues

Spring Conference year meeting

• Go over highlights of conference content (solicit feedback)
• Request assistance from the Steering Committee for presentations and/or presenters
• With the Host, review conference plan
• Nominate new/subsequent year Program Chair (ideally one of the PC assistants)

Post-Conference year meetings

• Review conference content/make suggestions to incoming PC
• Assist incoming PC
• Participate in the direction ResNet is moving
• Assume role of Senti-Merriman Chairperson in second year of Steering Committee term

Program Committee Relationship

Pre-Conference Year

• Define areas of conference content
  • Presentations
  • BoFs
  • Newsletter
  • Presenter Prep/Orientation
  • Documentation Fair
  • T-Shirt Exchange (should this be moved to Host)
  • On-site activities
    • Jeopardy
    • Obstacle Course
    • Other
• Early recruitment of PC assistants
• Program Committee BOF at conference (creation of interest list)

Summer -> Fall Committee Meeting

• Work with PC assistants to develop conference focus points
• Define themes or theme ideas
• Discuss new ideas/concepts

Fall Committee Meeting -> December

• Recruit and do initial program committee selection
• Early recruitment of presenters
• Set up and test registration site

December -> February

• Finalize Program Committee selections
• Announce Call for presentations to ResNet and related professional lists
• Advertise and encourage recruitment of presenters through Program Committee, Steering Committee and other resources

February -> Conference

• Presenter/theme guide guidance
• Presenter selection/notification
• Program blocking
• Program editing
• Final program information to Host
• Doc fair call for participation
• Obstacle course prep
• Jeopardy questions to coordinator

Conference

• Meet with Program Committee to encourage and set them on their ways
• Monitor all conference program events with the help of assistants
• Respond to urgent matter with the help of assistants
• Insure that the newsletter is published on time
• Thank the committee

Post Conference

• Collect, organize and put together report on evals
• Collect and organize presentation files
• Assist new program chair as needed

Host Committee Relationship

Summer -> Fall Committee Meeting

• Communicate on a monthly basis
• Discuss ideas and concepts (and how they might relate to the host)
• Discuss preliminary concepts that may cost the host money

Fall Committee Meeting

• Inspect conference facilities and make requests for modifications
• Seek opportunities to utilize unique campus environments

Fall -> Spring Committee Meeting

• Communicate on a monthly basis regarding facility planning
• Coordinate timing and scheduling of email to the lists, recruitment, etc
• Introduce Host to key members of the Program Committee
• Coordinate deadlines for printing and reviewing program information
• Discuss dates for early program committee early arrivals

Spring Meeting -> Conference

• Communicate weekly (keep and share notes from these meetings)
• Continue to adjust scheduling and timing as program becomes refined
• Discuss responsibilities for different aspects of the conference

Conference ramp-up

• Do a conference “run-through” discussing who will be responsible for each aspect. Make last-minute adjustments to suit conference needs
• Discuss how program and host committees should communicate if a problem arises.
• Physically walk the conference to look for issues that have been overlooked
• Discuss how both Host and Program can use the newsletter to communicate daily information.

Conference

• Meet regularly with the Host (once per day?)
• Let it happen…