| When |
What |
Who |
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SPMS Location |
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| Aug 24, 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 24, 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 24, 2023C-20 |
- First SPC/OC meetings |
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| Sep 24, 2023C-19 |
- Send invitations to join SAB |
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| Nov 23, 2023C-17 |
- Invite SAB to submit proposals for invited orals |
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| Jan 23, 2024C-15 |
- Send first conference announcement to industry |
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| Feb 23, 2024C-14 |
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Decide on main and subclassifications and any needed SPMS customization |
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| Apr 24, 2024C-12 |
- Approve proposals for invited orals |
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- Send invitations invited speakers |
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| Jun 23, 2024C-10 |
- Publish conference website, ideally with complete scientific programme |
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- Mail posters/postcards |
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| Jul 24, 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 23, 2024C-6 |
- Deadline for nominations for accelerator prizes |
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| Nov 22, 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 23, 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 22, 2025C-3 |
- Set up a pc with all software required for editors, and clone to several PCs |
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| Feb 22, 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 24, 2025C-1.5 |
- Prepare printed programme booklet if desired |
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- Send programme to printer |
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| Apr 19, 2025C-5 days |
- Deadline for paper submission |
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| Apr 20, 2025C-4 days |
- Begin paper processing at venue |
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| Apr 24, 2025C or C+7 days |
- Publish "prepress" proceedings |
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| May 01, 2025C+7 days |
- Set one week grace period for late paper submission and resubmissions |
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| May 15, 2025C+3 weeks |
- Publish proceedings on JACoW |
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