+---------------------------------+ | IMPORTANT Guidelines for Chairs | +---------------------------------+ Applications of Computer Algebra (ACA) meetings are cooperative affairs. Unlike other conferences, ACA has no official bylaws or rules, but depends solely on volunteers and the cooperation of the chairs (general, local, program, session) that organize and ensure the smooth running of ACA meetings. This paradigm has been very successful, but sometimes glitches do develop. Here, we summarize some useful and important guidelines we strongly encourage all conference chairs to follow that have been gleaned from years of experience in running these meetings. Setting Dates ------------- When setting the dates for the meeting, the conference chair(s) should work with the working group and other conference organizers to ensure that there is no overlap with other major symbolic computation meetings. In addition, if a related conference is being held (relatively) nearby in the same approximate time frame, it can be a good thing to try to coordinate the meetings so that one follows the other by just a few days to allow people to go to both. Conference Fees --------------- The most convenient way to accept registration payments is via a major credit card or PayPal. This also makes it easy to refund a payment if a problem develops. The main disadvantage to doing this is that credit card payments incur charges of a few extra percent (depending on how things were set up), so the registration fees should reflect these extra costs. It is also a very good idea to bundle costs (conference fee, banquet, excursion(s), possibly accomodation, etc.). For example, if an attendee pays for the banquet as part of the registration fee, then he/she can claim it on their expense account, but if paid for separately, then getting the money back is more difficult. Support ------- The conference chair(s) should always be completely forthright and clear about the financial situation for the conference, invited speakers, organizers, etc. Confusion about money expectations is the number one source of problems in any conference. In the first ACA, we told people upfront that we were applying for grants, but that we could make no guarantees about financial support and all attendees should assume there would be none unless told otherwise (which we did as promptly as possible when we learned that the grants were successful). It should be made extremely clear whom to ask for financial support (generally, the conference chair(s)) or that none is available or currently available. The main conference webpage is an excellent place to provide such information or a very obvious pointer to such. Doing this early (when the page is initially set up, for example) will generally save everyone considerable grief. Communication ------------- It is also important that the chair(s) engage in timely communication, especially near the time of the conference (certainly within 24 hours in the couple of weeks preceding the meeting). Frequently, last minute problems arise in the period just before a conference begins and it is critical for the chair(s) to respond promptly to problems. Of course, it is important to respond at other times too. A helpful situation is to have one or more co-chairs so if one person gets busy, someone else can respond. A good way to keep track of issues is then through a single email address that distributes to all the appropriate chairs. There also may be problems of a different sort: misunderstandings between the chair(s) and participants. Always be careful about making assumptions about another person, as language misunderstandings, missing information, confusing comments, etc. can all wreak havoc. Although email and webpages can be convenient and fast, they can also be one of the worst mediums of communications if they are written poorly and/or are too long (people tend NOT to fully read really long emails). Do not rely SOLELY on email if an urgent problem develops and email missives don't seem to be leading to a resolution (or there is dead silence on one end). However, well written webpages and timely responses should take care of most situations. Finally, write webpages and emails extremely clearly. Do not assume too much. Do not make it easy for someone to make an error as surely errors will happen. In one conference, the general chair noted that fully 50% of the attendees made errors on their registration forms! Do not give people options that can be easily abused. It is a given that confusion and problems will occur, so presenting information redundantly (especially on a website) and clearly simplifies the lives of the chair(s). Letters of Invitation --------------------- Once a conference is announced, it is essential for some people to plan early. People in certain countries often need official invitations, so they can apply for visas and local funding sufficiently early. It is incumbent upon the chair(s) to provide these invitations in a timely manner, often many months before the conference takes place. We have provided a template for an invitation letter on the ACA website. We note that in previous meetings there have been instances of people asking for visas that have had no intention of attending the conference (especially from, but not limited to, central Africa), therefore, the chair(s) do sometimes have to make a judgment call if they think the person may be a false attendee. Certificate of Attendance ------------------------- Some people, in order to receive reimbursement, need a certificate of attendance from the conference. A good way to deal with this is to include one in the participant's registration packet. We have provided a template for a simple attendance certificate on the ACA website. Session Chairs -------------- The session chairs are critical in making a conference an academic success. It is important that conference chairs direct session chairs to determine sufficiently early (a month or so before the conference) any scheduling restrictions and audiovisual requirements of their speakers. Also, session and conference chairs must cooperate in ensuring that speakers are actually coming by having the speakers register no later than several weeks before the conference begins as schedules need to be made, food and refreshments ordered, etc. (This can also be encouraged by setting the registration fee to increase at this time.) In turn, once a session has been approved by the working group, the conference chair may need to write letters of invitation for some of the speakers as requested by session chairs. These need to be done promptly (in a few days) so that the speakers can obtain visas and support to attend the meeting. Michael Wester (with suggestions from numerous folk)