From email@example.com Tue Jan 23 00:00:38 1996
Date: Mon, 22 Jan 1996 23:59:20 -0500
Subject: guidelines for workshop organizers
Instructions for Organizers of Workshops and Miniworkshops for the
DIMACS Special Year on Mathematical Support for Molecular Biology
- DIMACS has a full-time workshop coordinator whose job is to help
workshop organizers with all the usually-painful details of
organization: rooms, housing, catering, publicity, getting people
paid, travel, visas, etc. The organizer's responsibilities are mainly
to put the program together.
- Each workshop will have a suggested duration, a tentative date or
time of year, and a suggested DIMACS location. These choices have
been made by the special year organizers in order to balance the
program, spread the costs around, etc. Of course, all of these items
are negotiable! The dates for the workshop need to be set as soon as
possible and need to be coordinated with the special year organizers.
- Each workshop organizer will be given a budget allocation. DIMACS
provides copying, publicity, and the assistance by workshop staff
before, during, and after the workshop, at no charge to the workshop.
The workshops typically use their budgets to pay travel and local
expenses for speakers and participants, to pay for catering (meals
plus social events), and perhaps to pay for special equipment needs
(e.g., rental of video equipment).
- Each workshop has an organizing committee of at least two people
(and sometimes a large number). We like to have at least one
permanent member of DIMACS on each organizing committee. We would
also like to have involvement of both mathematicians/computer
scientists and biologists on the organizing committee. Appointment of
the organizing committee is left to the organizer (though we need to
be kept informed and we will try to help if asked). In some cases, we
will provide suggestions, but these are only suggestions.
- We would like to see each workshop support some young people
(graduate students, postdocs) who might otherwise not attend.
- The special year has a visitor budget in addition to the workshop
budget. Typically, some workshop participants and organizers are
encouraged to spend an extra week or two at DIMACS either prior to or
after the workshop. The workshop organizers should work with the
special year committee to make these arrangements. Sometimes the
workshop can save itself a great deal of expense by having the visitor
budget cover some or most of the costs of participants who will stay
on for the special year.
- We would like to see each workshop have some expository talks and
some strongly applied component. We would like to see an open problem
session at each workshop. We would especially love to see
industrial involvement in the workshop. We will be running an
algorithms implementation challenge in connection with the special
year, and some of the workshops will want to devote some sessions to
problems that might give rise to implementation questions.
- We strongly encourage each workshop organizer to involve women and
minorities as members of organizing committees, as speakers, and as
participants. In some cases, additional funds might be provided by
DIMACS to help with special cases.
- Most DIMACS workshops are open to all comers, with some main
invited speakers, some shorter invited talks, some contributed papers,
perhaps poster sessions, and some attendees not giving talks.
However, the balance of these things, and whether or not they are
included, is left up to the organizer. In the case of miniworkshops,
it is possible that in some cases the organizer will want to leave
them small and limit attendance in some way.
- Publicity for the workshops will be important and it needs to be
sent out relatively early. We will put out a preliminary announcement
on the DIMACS information service and on various electronic nets, as
well as putting this out in national journals. The workshop organizer
will be asked to provide materials for the publicity, and the DIMACS
staff will do the rest (hopefully!). Later, a call for papers,
preliminary program and final program will be needed.
- DIMACS publishes a book series through the American Mathematical
Society. The series publishes monographs, volumes of expository
papers, and proceedings of DIMACS workshops. We will be putting
together a volume of the most important expository papers coming out
of the special year, and ask each workshop organizer to encourage the
main speakers to give us papers for that volume. Workshop organizers
are encouraged to consider putting out volumes based on their
workshops, or to explore with other workshop organizers the
possibility of combining two or more workshops to make one volume. It
is not unusual for papers appearing in a conference volume to be
published in an expanded or revised form in a journal, and the new
Journal of Computational Biology is especially interested in getting
such papers. If a workshop will have a volume, then of course its
main expository papers should most likely be saved for that volume
rather than the special year volume. We ask that you give the volume
careful thought early on, and let speakers know what is being planned.
We also ask you to keep the special year organizers informed about
your plans for a volume.
Index of Organizers Guide
Contacting the Center
Document last modified on February 23, 2000.