| When |
What |
Who |
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SPMS Location |
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| Aug 04, 2023C-20 to 24 |
- Submit request to use SPMS with the JACoW Central Repository |
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Send the required agreement email as show on the web page. Each conference chair must request permission to use the JACoW tools of the JACoW chair and/or coordinator, who will ask the relevant regional support center to set up the instance.
This request calls for the all important respect of the integrity of the data in SPMS concerning the profiles and affiliations, and the respect of JACoW's privacy policy in order not to inundate profile/account owners with unsolicited e-mails. |
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- Set up initial parameters |
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Some of this will be prefilled for you by the Regional Support Centre, but you should verify it. Your conference logo needs to be sent to your instance administrator to be placed on the server. This logo appears in all the web pages' upper right hand corner and will link to your conference website (set within the parameters). |
Overall Database Administration | System Parameters
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- Import classifications from another or previous conference |
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This step is not obligatory, but it is very useful to be able to import data from a previous event to avoid duplication of effort. |
Scientific Program Administration | Classifications | Import Classifications
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| Oct 04, 2023C-18 to 24 |
- Composition of OC/SPC/LOC decided and entered in SPMS with privileges and roles |
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[[JTM2016.ProposingInvitedOrals|Invite SAB to submit proposals for invited orals]] |
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| Aug 04, 2023C-20 |
- First SPC/OC meetings |
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| Sep 04, 2023C-19 |
- Send invitations to join SAB |
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| Nov 03, 2023C-17 |
- Invite SAB to submit proposals for invited orals |
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| Jan 03, 2024C-15 |
- Send first conference announcement to industry |
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| Feb 03, 2024C-14 |
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Decide on main and subclassifications and any needed SPMS customization |
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| Apr 04, 2024C-12 |
- Approve proposals for invited orals |
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- Send invitations invited speakers |
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| Jun 03, 2024C-10 |
- Publish conference website, ideally with complete scientific programme |
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- Mail posters/postcards |
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| Jul 04, 2024C-9 |
- Announce conference and call for papers |
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- Send second conference announcement to industry with complete information about exhibition registration package |
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| Oct 03, 2024C-6 |
- Deadline for nominations for accelerator prizes |
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| Nov 02, 2024C-5.5 |
- Send second conference announcement w/reminder of abstract submission deadline |
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- Deadline for abstract submission |
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- Deadline for "cheap" booth registration and payment |
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| Dec 03, 2024C-4.5 |
- Set up server for paper upload |
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- Invite proceedings office staff (editors, paper reception, poster session managers, etc.) |
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Select contributed orals, reclassify if necessary, select chairs |
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- Invite speakers w/contributed orals |
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Accept/reject nominations for contributed orals |
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| Jan 02, 2025C-3 |
- Set up a pc with all software required for editors, and clone to several PCs |
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| Feb 02, 2025C-2.5 |
- Send authors reminder of registration deadline |
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- Deadline for "cheap" delegate registration |
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- Set up server for paper upload, test, and enable |
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- Number posters to work with conference space and assign program codes |
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- Notify authors of program codes for papers |
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- Publish guidelines for submission of papers |
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- Enable paper submission |
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- Clone software setup to computers for proceedings office |
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| Mar 04, 2025C-1.5 |
- Prepare printed programme booklet if desired |
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- Send programme to printer |
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| Mar 30, 2025C-5 days |
- Deadline for paper submission |
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| Mar 31, 2025C-4 days |
- Begin paper processing at venue |
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| Apr 04, 2025C or C+7 days |
- Publish "prepress" proceedings |
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| Apr 11, 2025C+7 days |
- Set one week grace period for late paper submission and resubmissions |
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| Apr 25, 2025C+3 weeks |
- Publish proceedings on JACoW |
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