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The Events Management Workflow
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Heinrich M"uller, November 2005
I. Introduction
===============
Currently EG events are named in two ways: workshop and symposia. Both are
treated in the same way.
There are four type of involvement of EG in events:
1. standard EG event
o Symposium on Rendering (WG Rendering)
o Symposium on Geometry Processing (WG Geom. Proc. and Geom. Modeling)
o Symposium on Virtual Environments (WG Virtual Environments)
o Symposium on Parallel Graphics and Visualization (WG Parallel Graphics)
o Workshop on Sketch-Based Interfaces (WG Sketch-Based Interf.)
o Workshop on Graphics and Cultural Heritage (WG Graphics and Cult. Her.)
o Workshop on Multimedia (WG Multimedia)
o singular events (e.g. Computational Aesthetics 2005,
Natural Phenomena 2005, Monte Carlo Methods in Computer Graphics 2006)
The Education Series is treated by the EG Education Board without
involvement of the EG WSWG Board.
2. Event co-sponsored by ACM SIGGRAPH or other SIGs. These are
o Graphics Hardware Workshop (WG Hardware)
o Symposium on Computer Animation (Steering Committee SCA)
3. Event co-sponsored by IEEE vctg. These are
o EuroVis (WG Visualization)
o Symposium on Point-Based Graphics (WG Visualization)
o Symposium on Volume Graphics (WG Visualization)
4. Event in cooperation with Eurographics. These events do not have
a financial involvement by EG. Proposals are treated by the
EG Professional Board. They should be forwarded to the chair of
the board, currently Nigel John, e-mail n.w.john@bangor.ac.uk.
In the following, an action list is provided which describes the
workflow of event management. It comprehends all types of event.
The tasks are distributed as follows:
- The EG WSWG Board chair treats the approval of the events of type 1.
- The EG WSWG Board vice chair treats the approval of the events of types 2
and 3.
- The assistant treasurer is involved in issues of approval concerning the
budget plan, and takes over the thread after approval.
At the end, some documents are attached which can be used during the
workflow.
II. Action List:
================
First contact
%%%%%%%%%%%%%
1. For an existing event series, the EG WSWG Board chair resp. vice chair
asks the WG chair, latest after this year's event, for the organizer of
the next event and tentative date and place.
For this purpose, usually an email is sent to the WG chair with cc. to
the organizer of the current event.
New events outside an existing series can be proposed at any time by
anybody. The WSWG Board chair resp. vice chair asks the board for its
opinion. If the board basically likes the proposed event, it is processed
analogously to the established events.
If an event seeks in-cooperation-status with EG, it is forwarded
to the chair of the EG Professional Board, currently Nigel John.
''In cooperation'' means that EG is not involved financially.
2. The proposed date of the event is checked for collisions, and if any,
a solution has to be found.
Submission of the documents required for approval
%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%
3a. In case of an EG event without a co-sponsor (''standard EG event''):
The EG WSWG Board chair resp. vice chair asks the event organizer for the
documents needed to approve the event. These are
%%%%%%%%%%% E-mail on documents
- an informal budget plan, taking into account the following constraints:
* It has to be stated whether EG Proceedings are desired.
If so, the number of desired proceedings has to be stated in
the budget plan, and they have to be taken into account with 40 EUR
for each copy.
* It has to be stated whether the EG electronic submission system MCP
is used. Currently, MCP is free of explicit charge.
* The conference fees of non-EG and non-ACM-members (if in-cooperation
with ACM) has to contain a non-membership-differential which has
to be paid to Eurographics and thus does not contribute to the
budget. Currently this is 90 EUR for each full attendees and 45 EUR
for each student attend. This means that the fee for non-members
is usually 90 EUR or 45 EUR, respectively, higher than for members.
- a call for papers including the members of the program committee.
In order to prepare the call for papers, the EG WSWG Board chair resp.
vice chair asks the organizer for whether he plans to have EG proceedings
or to use MCP. In this case, he is forwarded to EG Publishing to clarify
possible questions and to fix the dates (submission deadline, notification
of acceptance, deadline for camera-ready copies, date of the event).
EG Publishing report the result of the negotiations
(use of MCP/ EG Publishing) to the EG WSWG Board chair resp. vice chair.
- a filled ACM TMRF for in-cooperation events available from
http://www.acm.org/sig_volunteer_info/conference_manual/incooptmrfpage.htm,
which has to be submitted to the ACM headquarters if EG proceedings
are desired.
For support of the organizer in executing these actions, the EG WSWG Board
chair resp. vice chair provides the event organizer with
- sample budget plans
- the documents concerning publication of EG proceedings and MCP:
* Guidelines for Negotiating Proceedings for a
Eurographics Workshop/Symposium. The current version
(Version 4.0, 30 October 2003) is available on
http://www.eg.org/publications/guidelines/content/WsProcGuidelines-v4.0.txt
* Information about using MCP and EG Publishing concerning
- costs,
- email addresses: publishing@eg.org
- MCP Roadmap http://www.eg.org/publications/guidelines/MCP-Roadmap.pdf
- Guidelines for Organizers:
http://www.eg.org/publications/guidelines/EGworkshopGuidelines_europe.pdf
- a sample in-cooperation TMRF
%%%%%%%%%% sample budget plan
%%%%%%%%%% EG Proceedings Guidelines
3b. In case of an EG event with SIGGRAPH as a co-sponsor:
- a call for papers including the members of the program committee.
In order to prepare the call for papers, the EG WSWG Board chair resp.
vice chair asks the organizer for whether he plans to have EG proceedings
or to use MCP. In this case, he is forwarded to EG Publishing to clarify
possible questions and to fix the dates (submission deadline, notification
of acceptance, deadline for camera-ready copies, date of the event).
EG Publishing reports the result of the negotiations (use of MCP/EG
Publishing) to the EG WSWG Board chair resp. vice chair.
- a filled ACM TMRF for co-sponsored events available from
http://www.acm.org/sig_volunteer_info/conference_manual/sponstmrfpage.htm.
It has to be stated whether EG Proceedings are desired.
If so, the number of desired proceedings has to be stated in
the budget plan, and they have to be taken into account with 40 EUR
for each copy. An exception is the Hardware series where the
production costs instead of the 40 EUR flatrate is used for
''historical reasons''.
For support of the organizer in executing these actions, the EG WSWG
Board chair resp. vice chair provides the event organizer with
- sample TMRFs. if required,
- the documents concerning publication of EG proceedings and MCP:
* Guidelines for Negotiating Proceedings for a
Eurographics Workshop/Symposium The current version (Version 4.0,
30 October 2003) is available on
http://www.eg.org/publications/guidelines/content/WsProcGuidelines-v4.0.txt
* Information about using MCP and EG Publishing concerning
- costs,
- email addresses: publishing@eg.org
- MCP Roadmap http://www.eg.org/publications/guidelines/MCP-Roadmap.pdf
- Guidelines for Organizers:
http://www.eg.org/publications/guidelines/EGworkshopGuidelines_europe.pdf
3c. In case of an EG event with IEEE vctg as a co-sponsor:
- a call for papers including the members of the program committee.
In order to prepare the call for papers, the EG WSWG Board chair resp.
vice chair asks the organizer for whether he plans to have EG proceedings
or to use MCP. In this case, he is forwarded to EG Publishing to clarify
possible questions and to fix the dates (submission deadline, notification
of acceptance, deadline for camera-ready copies, date of the event).
EG Publishing report the result of the negotiations (use of
MCP/ EG Publishing) to the EG WSWG Board chair resp. vice chair.
- a filled IEEE TMRF for co-sponsors.
It has to be stated whether EG Proceedings are desired.
If so, the number of desired proceedings has to be stated in
the budget plan, and they have to be taken into account with 40 EUR
for each copy.
The EG WSWG Board provides the event organizer with
- the link of the co-sponsoring IEEE TMRF
- if desired, in the case of an event series, a sample TMRF.
- the documents concerning publication of EG proceedings and MCP:
* Guidelines for Negotiating Proceedings for a
Eurographics Workshop/Symposium. The current version (Version 4.0,
30 October 2003) is available on
http://www.eg.org/publications/guidelines/content/WsProcGuidelines-v4.0.txt
* Information about using MCP and EG Publishing concerning
- costs,
- email addresses: publishing@eg.org
- MCP Roadmap http://www.eg.org/publications/guidelines/MCP-Roadmap.pdf
- Guidelines for Organizers:
http://www.eg.org/publications/guidelines/EGworkshopGuidelines_europe.pdf
Approval of the proposal
%%%%%%%%%%%%%%%%%%%%%%%%
4. The EG WSWG Board chair resp. vice chair forwards
- the budget forms to the EG Assistant Treasurer
- the call for papers to the EG WSWG Board
- the call for papers to the EG Publications Board
asking for comments. He forwards the comments to the event
organizer. After possibly some iteration, the event organizer sends
the revised documents to the EG WSWG Board chair resp. vice chair .
5. The EG WSWG board chair resp. vice chair approves the event. He sends a
letter of approval to the event organizer which summarizes the commitments
of the event.
%%%%%%%%%% letter of approval
6. In case of co-sponsored event, the EG WSWG Board chair resp. vice chair
gives green light to the event organizer for submitting the ACM or IEEE
co-sponsoring TMRF to the ACM headquarters ot IEEE headquarters,
respectively.
A general contact person at ACM headquarters is
Ms. Maritza Nichols, e-mail: nichols@acm.org.
The contact person at IEEE headquarters to whom the IEEE co-sponsoring TMRF
has to be submitted is
Ms. Maggie Johnson, e-amil: mjohnson@computer.org.
If changes are demanded by the ACM headquarters, the event organizers
sends the final version of the TMRF to the EG WSWG Board chair resp.
vice chair.
7. In case that ACM in-cooperation is necessary, the EG WSWG Board chair
resp. vice chair or the event organizer submit the ACM in-cooperation TMRF
to the ACM headquarters (usually by fax since signatures are required).
The person who submits depends on whether EG or the institution of
the event organizer acts as a sponsor.
If the EG WSWG Board chair resp. vice chair submits the TMRF, a
written financial statement has to be added.
%%%%%%%%%%%%% financial statement
If IEEE vctg is a co-sponsor, an analogous statement about IEEE vctg's share
has to be submitted by the chair of IEEE vctg.
The ACM contact person to whom the in-cooperation TMRF has to be
submitted is:
Ms. Elizabeth Grove, e-mail: grove_e@hq.acm.org.
9. The EG WSWG Board chair resp. vice chair sends the final version of the
call for papers to the Online Board and to the editors of Computer Graphics
Forum.
10. If necessary, the EG Promotions Board is informed about the final date
of the workshop, in order to update the list of events.
Furthermore the information about the workshop can be sent to other
lists of events, like those of IEEE, ACM, Computers & Graphics.
Providing material of promotion
%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%
11. Providing the organizer with material of promotions of EG should be
handled by the EG Promotions Board. The material should be sent four
weeks before the workshop.
The EG WSWG Board chair resp. vice chair tells the promotions contact
person the time of the workshop. The current contact person is
Werner Purgathofer, e-mail: wp@cg.tuwien.ac.at.
who maintains a store of EG proceedings.
12. The EG WSWG board chair resp. vice chair remembers the WG chair of the
event that a gift of a value up to 100 EUR can be purchased for
the event organizers in order to acknowledge his merits for the event.
If doing so, the WG chair should fill a reimbursement form and send it
together with a receipt of the amount spent to the assistant treasurer.
Reports and invoices
%%%%%%%%%%%%%%%%%%%%
13. Latest now, the WSWG Board chair resp. vice chair sends the final budget
plan or the co-sponsoring TMRF, respectively, to the assistant treasurer,
asking him to perform the subsequent steps.
14. The assistant treasurer asks the event organizer to submit the promised
event report. The workshop report consists of
- a list of participants of the event.
The list should contain the name of every participant, his address,
his email address, his EG and ACM (if relevant) membership status,
and the event fees paid by the participant.
- an event report for Computer Graphics Forum (CGF)
The event report should be written in ASCII or Latex.
It should be send to the EG WSWG Board chair resp. vice chair
and to one of editors of CGF. Currently Roberto Scopigno,
e-mail: roberto.scopigno@isti.cnr.it, is the CGF contact person.
- a final financial report.
The financial report has the following form:
* in case of an event co-sponsored by ACM SIGGRAPH:
* in case of an event co-sponsored by IEEE vctg:
In case of a standard EG event, no financial report is required.
15. The assistant treasurer processes the event report as follows:
- in case of a standard EG event:
The assistant treasurer cross-checks the EG membership status of
the participants on the list of participants of the event.
For that purpose he has access to the membership database.
An open issue is how the ACM membership status can be checked.
Based on the corrected list, the assistant treasurer issues an invoice
about the non-membership differentials (90 EUR for each full
non-member-attendee, 45 EUR for each student non-membership attendee),
and sends it to the event organizer.
- in case of an event co-sponsored by ACM SIGGRAPH:
The assistant treasure asks the event organizer to submit the final
ACM co-sponsoring TMRF to the ACM headquarters and a copy to him.
He also asks the organizer to tell him the final amount
as soon as it has been told to him by the ACM headquarters.
Alternatively, the assistant treasurer can possibly find out
the amount by contacting
Ms. Nichols, e-mail: nichols@acm.org or
Ms. Jessica Wilmers, wilmers@acm.org.
As soon as the amount is known, the assistant treasurer invoices
a surplus or pays a loss to the organizer.
- in case of an event co-sponsored by IEEE vctg:
The assistant treasure asks the event organizer to submit the final
IEEE co-sponsoring TMRF to the IEEE headquarters and a copy to him.
He also asks the organizer to tell him the final amount
as soon as it has been told to him by the IEEE headquarters.
Alternatively, the assistant treasurer can found out the amount
by contacting Ms. Maggie Johnson, e-amil: mjohnson@computer.org.
As soon as the amount is known, the assistant treasurer invoices
a surplus or pays a loss to the organizer.
Promotions
%%%%%%%%%%
16. The list of participants of the event is archived. It is not yet
clear who finally gets it. Possibly it is the EG Promotions Board.
=============================================================================
III. Event check list (needs revision)
====================
o proposal accepted by EG
o budget plan accepted by EG assistant treasurer
o EG Proceedings accepted by EG Publications Board
o Call for Papers accepted by EG Workshops Board
o tentative date put into the list of CG events by EG Promotions Board
o letter of approval sent to the event organizer
o final date put into the list of CG events by EG Promotions Board
o ACM in-cooperation TMRF sent to ACM
o CFP disseminated on the EG mailing lists
o CFP put online on the EG Web Site
o CFP sent to the Computer Graphics Forum
o material of promotions sent to event organizer
o list of participants submitted by event organizer
o financial report submitted by event organizer
o invoice issued by assistant treasurer
o payment obtained (from the organizer or from the co-sponsoring association)
o event report submitted by event organizer
o event report put online on the EG Web Site
o event report forwarded to Computer Graphics Forum
=============================================================================
IV. Documents
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E-mail on documents
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Sample budget plan
~~~~~~~~~~~~~~~~~~
EG Proceedings Guidelines
~~~~~~~~~~~~~~~~~~~~~~~~~
Letter of Approval
~~~~~~~~~~~~~~~~~~
Financial Statement
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