Introductory text

Conference 101 guide

Retroschedule

Preliminaries

2 years	Official invitation submitted to the Business Meeting / General Assembly	Local Organiser
2 years	Definition of the conference topic	CIMCIM Board (suggestions from LO will be taken into account)
12 months	Appoint CIMCIM Conference Committee	CIMCIM Board
12 months	Appoint LO Conference Committee	Local Organiser
12 months	Revise and confirm conference topic	CIMCIM + Local Organiser conference committees

 

Call for papers

12 months	Submit draft Call for Papers to the CIMCIM Conference Committee	Local Organiser
…	Refinement of Call for Papers	CIMCIM CC
10 months	Sign-off Call for Papers	CIMCIM Board
10 months	Distribute Call for Papers (CIMCIM list, AMIS list, Facebook, …) and Travel Grants	CIMCIM CC / Local Organiser

 

Conference Web-page

11 months	Open ‘Reserved access’ Conference Web-Page to the CIMCIM Conference Committee	Local Organiser
…	Refinement of Conference Web-Page	CIMCIM CC / Local Organiser
10 months	Conference Web-Page sign-off	CIMCIM Board
10 months	Launch Conference Web-Page	Local Organiser

 

Preliminary Programme and Budget

9 months	Submit Preliminary Programme and Preliminary Budget to the CIMCIM Conference Committee	Local Organiser
…	Discussion of the Preliminary Programme and Budget	CIMCIM CC
8 months	Sign-off of the Preliminary Programme and Budget	CIMCIM Board
8 months	Release Preliminary Programme	Local Organiser

 

Definitive programme and Conference Booklet

8 months	Deadline for submitting papers	Received by Local Organiser
…	Paper Committee selects papers	Local Organiser / CIMCIM CC
7 months	Send confirmation of accepted papers to speakers	Local Organiser
	Send official invitation for visa purposes to all foreign approved speakers and instruction about visa application	Local Organiser
7 months	Short abstracts are published in the Conference Web-Page	Local Organiser
…	Appoint Chairs of sessions	Local Organiser / CIMCIM CC
…	Spaces and equipment are confirmed (including wifi access for participants)	Local Organiser
4 months	Confirm final programme	Local Organiser
4 months	Deadline for the submission of extended abstracts	Received by Local Organiser
3 months	Translation of extended abstracts	Local Organiser
…	Editing of Conference Booklet	Local Organiser
1 month	Publication of extended abstracts online with Conference Booklet	Local Organiser

 

Subscription process

6 months	Open subscriptions (early bird)	Local Organiser
4 months	Close early bird / continue regular subscriptions	Local Organiser
1 month	Close subscriptions	Local Organiser
	Send detailed travel instructions to all participants	Local Organiser