This will be a semi-formal introduction to what needs to be done to make a Tcl/Tk Conference happen.
<H2>Timeline</H2>
<UL> <LI> October Year-1
<P> At the current Tcl Conference, the operational committee should be
roughed out.
<P>
This will consist of
<UL>
<LI> Primary Chair - responsible for keeping things on schedule,
nagging, and doing anything that's not being done.
<LI> Facilities Chair - responsible for finding a hotel, getting
a decent deal, keeping the hotel informed of what's happening
with the conference, keeping the committee informed if the hotel
changes. Also includes nagging the hotel and committee.
<LI> Papers Chair - responsible for promoting the papers, finding
folks to write them, getting abstracts and completed papers,
and nagging to keep things on schedule.
<LI> Web Admin - keeps the Tcl website up to date for the conference.
The website will require updates:
<UL>
<LI> When the city for the conference is chosen.
<LI> When the hotel for the conference is chosen.
<LI> When invited speakers have accepted.
<LI> When the tutorials have been selected.
<LI> When the papers have been selected.
<LI> When the schedule has been finalized.
</UL>
<LI> Operations -
<UL>
<LI> Before the conference
<UL>
<LI> Accept registrations and process credit cards.
<LI> Maintain db of registered attendees and status
</UL>
<LI> At the conference
<UL>
<LI> Check in registrants
<LI> Accept payment for new attendees or previously
unpaid registrations.
<LI> Run errands and get stuff copied for tutorials, handouts,
etc.
</UL>
<LI> After the conference
<UL>
<LI> Provide an accounting for moneys received and spent. Keeping
receipts for expenses is a very good thing.
</UL>
</UL>
<LI> General Committee - Responsible for reviewing papers, providing
support on an as needed and as available manner. Some of these folks
manage things like the spam-list for announcing schedule changes and
other publicity.
</UL>
<LI> February Year
<P>
The hotel should be chosen and conference dates set.
<P>
The website gets updated to show that the conference dates and location
are defined, first announcements go into Comp.lang.tcl, Slashdot, etc.
<P>
Request for Papers goes out.
<P>
<LI> April Year
<P>
Tutorials should be finalized. Update website and send out press
releases/spam mail.
<LI> July Year
<P>
Papers are accepted, authors notified. Schedule is finalized and
web site is updated. Another round of promotions.
<LI> September Year
<P>
Final copy of papers should be received. CD-Rom is laid out. If
the CD-Roms will be printed in advance, this is the last chance
to do it.
<LI> October Year
<P>
Conference happens. Everyone runs in circles and stuff gets done.
The final CD-Rom is assembled at the conference and duplicated, passed
out, etc.</UL>