DIMACS Workshop Organizer's Guide: Publicity
DIMACS has a Publicity Coordinator who will edit, format
(to latex, html, and email messages), and distribute
publicity about workshops.
Important Points:
- The center does the publicity; the organizer contacts individuals
for invitations.
- If you have additional places to send the publicity to, send the
complete contact information to publicity@dimacs.rutgers.edu.
See "Distribution" below for our regular plans.
- Get information in as early as possible so it can be reformatted
and distributed to a broad audience. Some deadlines to place infomation
in newletters are 4 to 6 months before meetings, or once every 3 or 4
months.
What to do (in a nutshell):
- (Immediate) Short description: title, organizers, dates and location
- (At least 6 months before workshop) Announcement (optional: call for participation).
- (3 months) Preliminary Program of talks.
- (1 month) Final Program (can be same as preliminary).
Reason for Publicity:
The agencies that fund DIMACS workshops invariably want to
encourage and increase participation as much as possible.
The role of workshops in DIMACS mission is to serve in outreach
and facilitating rapid change in our science areas.
Publicity increases participation, reaches people who may have
important contributions or who want to learn on track these
workshop topics.
The publicity coordinator reviews announcements for correctness,
dates, DIMACS policies on open attendance, etc.
They attach logos to latex documents and other clever things.
They also distribute the publicity to a wide variety of media (see below).
What we need from the organizers and when:
See Workshops
for samples of workshop publicity.
- Short Description with:
- Title of Workshop
- Date and Location of Workshop
- Names, affiliations, email addresses and phone numbers of organizers
- One paragraph description.
This is used to start a WWW page and sent
to a variety of newsletters, email lists, along with
contact information at the center to announce the event.
These should be provided immediately after
the workshop is approved; for maximum benefit, they should be
distributed 6-7 months before the workshop.
- Announcement / Call for Participation: The announcement
describes the goals and purpose of the workshop. An optional
call for participation can solicit submissions for talks, papers,
or poster session.
This should be done at least 6 months before the workshop.
- Program: The program is a detailed listing of talks, demos,
and other daily events. This should be completed 3 months
before the workshop. The program should also be sent to the
on-site Workshop Coordinator.
A final program should be sent 1 month before the workshop.
- Information on specialized places to send the publicity:
special newsgroups, newsletters, mailing lists, etc. Send complete information about how to contact
these places to the Publicity Coordinator.
Distribution:
The Publicity Coordinator will attempt to place annoucements
in a wide variety of media ranging from newsletter and journals
to netnews and mailing lists. Many of these have long lead times
or infrequent publication schedules (3 or 4 issues per year) so
getting announcements 6 - 7 months ahead is the only way to appear
in them. See publicity procedures for
our current list of places where we place announcements.
Workshop Organizers Guide
DIMACS Homepage
Contacting the Center
Document was last modified October 25, 2001.