DIMACS Workshop Organizer's Guide: Timeline

• As soon as approved:
  Contact the DIMACS Publicity Coordinator to schedule the workshop dates. Provide title, suggested dates and location, and the names, affiliations, email, phone of organizers to center.

  Contact the Workshop Coordinator to begin detailed arrangements of the workshop.

• At least 6 months before workshop:
  Provide 2 to 3 paragraph description of workshop and goals to the Publicity Coordinator at DIMACS.
  Provide a call for participation.

• 4 to 6 months before workshop
  Plan program; invite speakers or select talks from submissions; assign times to talks.
  Plan for tutorial, outreach, or events that bridge scientific groups.
  Invite speakers.
  Plan AMS-DIMACS volume (contact AMS) and discuss plans with invitees.

• 3 months before workshop
  Provide preliminary program to the Publicity Coordinator. If you do not have the preliminary program completed at this time, we will at least need a list of accepted speakers, their affiliations and their talk titles.

• 6 weeks before workshop
  Estimate attendance and plan catering and budget with the Workshop Coordinator.

• 4 weeks before workshop:
  Discuss special AV, computing, publications with Workshop Coordinator.
  Final program to publicity coordinator.
  Talk abstracts in (plain text) to publicity coordinator.

• 2 weeks before workshop:
  Contact Workshop Coordinator for last minute details.

• 1 week before workshop:
  Provide the Financial Assistant and Workshop Coordinator with the participant support list and list of fee waivers.

• At workshop:
  Start and end meetings on time.
  Manage speakers so each talk starts and ends on time.
  Enjoy program.
  Remind supported participants to see financial office.
  Remind speakers about publication plans.
  Remind attendees to fill out evaluations.

• 4 weeks after workshop:
  Send workshop report discussing scienctific goals, accomplishments, expected benefits, important results, etc to the Workshop Coordinator at workshop-coordinator@dimacs.rutgers.edu

Workshop Organizer's Guide

DIMACS Homepage