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SPC Experience: Preparing for MIE 2008A

An overview of the steps taken by the SPC (Scientific Program Committee) before the MIE 2008A conference, including assembling the committee, distributing work, setting deadlines, and managing the review process.

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SPC Experience: Preparing for MIE 2008A

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  1. The SPC – work at MIE 2008A status just before the start of the conferenceandSPC experience in a nutshell

  2. Pre Call Time • Assembling the SPC • Get different expertises “on board” • Identify the “work horses” • Distribute work and assign tasks in a controlled way • Remember minutes with important decisions • Prepare first-call • Make the list of deadline and milestones • Get a style strategy – how professional should it look! • Get a quality control strategy matching the SPC members needs • Start the get a good keynotes process • Getting ”on air” (spring ‘07) • Marketing strategy – the distribution chain! • Web-design, reliability and updatability !! • Have an internal document sharing platform – including file name conventions • The web • The local site – the primary site in Sweden • The submission site – ensure uptime and functionality in Austria • The SPC-chair site – for conveniences in Denmark

  3. The Call Time • Opening the call (01.09.07) • Proper timing! Neither too early or too late • Prepare details for call for submission • Which scientific themes and subjects to ask for? • Types of submissions and the consequences • Clear and logic instructions and rules • Getting the reviewers • Get good lists – business secrets!! • Make a “contract” with instructions • Getting the submission software ready (configuration) • Be familiar with it – and know its limitations and capabilities • You cannot avoid to have some functionality in parallel • Prepare mail filters • Think of updating, archiving and backup systems • Bottleneck problems – foresee them

  4. Review Time • The submission dead-line! (15.11.07) (356 submissions in total) • Difficult to avoid extensions of dates –but!! • Late submissions is time consuming – avoid them • Assigning reviewers to reviews (220 reviewers assigned to 1015 reviews) • Have a strategy for assignments and implement it quickly • Keywords!! • It is time consuming to get the “perfect match” • Keeping track of and reminding the reviewers • Do the reminding at strategic times • Accept is is voluntary work • Getting the results back (31.12.07 milestone) • Cannot be handled without tools! • Prepare the SPC-decision meeting (19.01.08 milestone) • Design an efficient selection process using the available resources • Try to keep the scientific level as high as possible • Decide on acceptances rate!!! • Mail to the submitters about reject/preliminary acceptance (01.02.08 dead-line) • Clear instructions and in time, • Acceptance rate on papers 133 out of 266 = 50% • Papers converted to posters…

  5. The scores by the review’ers

  6. Subject distributions

  7. Editorial Time • Getting the final submissions in (01.03.08 deadline) • Be clear, polite and communicative about the extra rules • Remember: people do not read their mails carefully!!! • Making the layout: headings, paper sequence • Checking format and contents • Make it easy for yourself, learn the secrets of Word!! • Be accurate and carefully! Agree on the level of ambitions • Gather a reliable editor team – this is not a one mans job • Deliver the product to the publisher (25.03.08 deadline) • Stick to the contract – be in time • Get a good relation to the publisher • Credit at critical time is nice • Be prepared for the “hard” deadlines • TTT, so clear your calendar at deadline time!! • Publishing • The IOS press Proceeding • www.mie2008.org

  8. Program Time • How to make the (9X7) puzzle? • Parallel sessions flow – avoid theme conflicts • Chair/Co-chair commitments- communicate assignments clearly and timely (the web) • A dilemma: correctness vs. early out • Tools/procedure to manage constrains and create update the print/web DB/make your own program • Update strategy • There will always be last minutes corrections – how much energy to be used?

  9. The parallel program

  10. Show time web services • Make your our own program • A facility for finding your way through the conference – can be used for room planning • Database for parallel sessions • Track-time-text-authors-pdf’s • Database for posters • Author-board#-time-text-abstract • Workshop and panel info • List and extended descriptions • Quick download of all papers/posters/workshops/panels/and presentations • How long time should it be open? • Official IOS-press – papers already indexed • Closed immediately after the conference • Info Corner • Session chair plans and instructions • Speakers instructions • Access: http://www.MIE2008.org

  11. Decisions:

  12. Submissions statistics – who submitted • France=38 • Sweden=35 • Germany=34 • Denmark=25 • Norway=21 • Netherlands=19 • Spain=19 • United Kingdom of Great Britain and Northern Ireland=17 • Greece=16 • United States of America=16 • Austria=13 • Romania=10 • Switzerland=10 • Czech Republic=9 • Australia=9 • Italy=8 • Canada=7 • Finland=6 • Croatia=5 • Bosnia and Herzegovina=3 • Hungary=3 • Japan=3 • Portugal=3 • Serbia and Montenegro=3 • Taiwan=2 • Ukraine=2 • Luxembourg=1 • Israel=1 • Russian Federation=1 • Bulgaria=1 • Lithuania=1 • Ethiopia=1 • Belgium=1 • Cyprus=1 • Slovenia=1 • Thailand=1 • Trinidad and Tobago=1

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