Subject: SSS-07 Deadlines and Instructions Cc: firstname.lastname@example.org, email@example.com, firstname.lastname@example.org, email@example.com Content-Type: multipart/alternative; boundary="============_-1062842021==_ma============" X-pstn-levels: (S:99.90000/99.90000 R:95.9108 P:95.9108 M:94.6508 C:59.7170 ) X-pstn-settings: 3 (1.0000:1.5000) s gt3 gt2 gt1 r p m C X-pstn-addresses: from
[155/9] Status: OR --============_-1062842021==_ma============ Content-Type: text/plain; charset="us-ascii" ; format="flowed" Dear AAAI 2007 Spring Symposia Organizers: Congratulations on the recent acceptance of your proposal for the 2007 Spring Symposium Series, to be held March 26-28, at Stanford University (http://www.aaai.org/Symposia/symposia.php). This letter includes important details regarding your role and that of the AAAI staff during the preparations for the symposium series. Please note that your first task is to write a blurb for the SSS-07 Call for Participation, which we would like as soon as possible, and no later than June 12. The blurb should include information about the topic and goal of the symposium, submission requirements (including length, format, submission address), the email address of the chair for inquiries, a URL for further information, and a list of the organizing committee names and affiliations. Attached are the following documents: 1) Chair Deadlines & Guidelines Agreement 2) Deadlines 3) General Information and Instructions 4) Program Schedule Shell 5) Audio/visual Request Form Complete instructions for Technical Report or Working Notes submissions will be sent in a separate message this fall. You and your participants will also need to access the following documents on the AAAI web site: 1) Distribute License Form http://www.aaai.org/Publications/Author/author.php 2) A sample of an AI Magazine report http://www.aaai.org/Library/Magazine/vol26.php It is important that you review these materials now and keep them handy for future reference. To acknowledge receipt and acceptance of these deadlines and guidelines, please sign and return the attached Chair Deadlines and Guidelines Agreement no later than June 15, 2006 (Fax: 650-321-4457). Thank you again for your participation in the symposium preparations. If you have any questions, please feel free to contact me at 650-328-3123 or firstname.lastname@example.org. We look forward to working with you during the coming months. Sincerely, Carol McKenna Hamilton Executive Director, AAAI ******************************************************************** DEADLINES Now! or by June 12 Chairs submit Call for Participation blurb of no more than 400 words to email@example.com and Alan Schultz at firstname.lastname@example.org. June 15 Chairs fax signed Chair Deadlines and Guidelines Agreement to AAAI at 650-321-4457. June/July/August Symposia organizers circulate CFP to own communities. AAAI posts CFP on WWW, distributes at AAAI-06, mails announcement to AAAI members October 6 Abstracts are due to Symposia Organizers November 3 Acceptance/rejection notices are mailed out by symposia organizers, along with instructions on how to prepare the technical reports/working notes. Please note that the overall page limit for technical reports/working notes is 200 pages. Please advise your participants of their individual page limits to adhere to this requirement. (Complete publications instructions will be provided in the fall.) Organizers should either send participants copies of the A/V form and the Permission to Distribute form, or notify them of their location on the AAAI web site. Organizers should also notify participants of the deadlines for receipt of camera-ready electronic and hard copy abstracts and papers, a/v forms, and permission to distribute forms. November 17 Symposia Organizers send registration brochure description of no more than 400 words to Alan Schultz at email@example.com and firstname.lastname@example.org. December 1 Organizers send alphabetized invitee lists to AAAI at email@example.com. The lists should include all committee members, all presenters, and other invitees. Please include postal and email addresses. Organizers can continue to send names and addresses of invitees after this deadline, but the bulk of the invitees should be included in this list. December 11-15 AAAI mails SSS-07 registration announcement to invitees and membership; posts registration form and information on web. (AAAI will not send an invitation; the organizers should send invitations and requirements for registration to their participants). January 26, 2007 * Organizers send list of accepted papers for their symposia, including title and all known authors. * Organizers advise AAAI whether they want their working notes to be part of the AAAI Technical Report series. This allows AAAI to distribute the volume after the symposium, and the work can be cited. * Organizers begin to prepare ascii text of front matter, including title, chairs, organizing committee, and table of contents (order of papers). * Invited participants send A/V forms to firstname.lastname@example.org. * Invited participants fax signed "Distribute License" forms to 650-321-4457 and mail original to AAAI, 445 Burgess Drive, Menlo Park, CA 94025 * Invited participants submit electronic versions of abstracts and papers via the AAAI web site. Please see separate Publication Instructions message for complete details. February 2 Organizers send completed front matter to AAAI, including ascii versions of the following to email@example.com: 1) Title of Symposium 2) Chairs names and affiliations 3) Organizing or program committee names and affiliations 4) Table of Contents Organizers may also submit other camera-ready front matter for their working notes/technical report, such as a preface. These documents should be submitted through the AAAI web site. Instructions will be distributed in the fall. February 9 Invited participants registration deadline Organizers send plenary session information to Alan Schultz at firstname.lastname@example.org, with a copy to email@example.com. February 16 AAAI sends a list of registered people to Organizers. The organizers can then remind any key individuals who have not yet registered. March 2 Final (open) registration deadline Organizers submit a PDF version of their 2.5 day schedule to Alan Schultz at firstname.lastname@example.org and email@example.com, for inclusion in the registration materials which will be handed out onsite. March 9 AAAI sends final preregistered roster and room assignments to Organizers. The pre-registration list of attendees/symposium will also be included in the registration materials which will be handed out onsite. March 26-28 Spring Symposium Series, Stanford University March 27 Symposia Organizers luncheon meeting, SSS-07 April 15 Symposium reports of 400-700 words for AI Magazine due from Organizers to Alan Schultz at firstname.lastname@example.org, email@example.com, and the AI Magazine submission form at http://www.aaai.org/Forms/magazine-submission-form.php. Please select "Workshop, Conference, or Symposia Report" under "Article Information." ******************************************************************** General Information and Instructions Publicity/Advertising the Symposium Organizers are responsible for submitting short blurbs about their symposia to the Symposium Committee Chair, for inclusion in the Call for Participation (no more than 400 words) and the registration brochure (no more than 400 words). Information about what to include in these blurbs is included in the Symposium Committee Chairs welcome message to organizers. Please note that all generic information about deadlines, locations, transportation, and registration will be provided by AAAI. AAAI will distribute an announcement about the Call for Participation and the registration brochure to all AAAI members and will make them available on the AAAI web site, but organizers are asked to distribute the call on bulletin-boards, and through other channels to make sure that they reach potential symposium participants. AAAI will send all invited participants a registration form via email in mid-December. A list of registered participants will be sent to the organizers after the first registration deadline. This will give organizers time to send a reminder to participants and urge them to pre-register. Program Schedule Please fill in the schedule with specific times, titles and authors. This schedule will be distributed onsite. The AAAI staff will be unable to make copies of the schedule onsite. We usually have many requests about the program, so we urge you to send this by the appropriate deadline. Scholarship Money Each symposium is eligible for a small scholarship fund of $1,500. This money must be used to support graduate student travel. The scholarship funds may not under any circumstances be used for honoraria. Before the symposium, you should send a message to firstname.lastname@example.org, listing the recipients of the scholarships and how much each individual is being awarded. You should instruct the recipients to submit their original receipts, totaling the amount of the award, to AAAI, 445 Burgess Drive, Menlo Park, CA 94025, after the symposium. We will then issue checks to the recipients. AAAI will also waive registration fees (but not housing fees) for up to two symposium chairs/co-chairs per symposium. Organizers can designate someone else participating in their symposium to receive the complimentary registration if they have other funding. Audio/Visual Requests Each meeting room will be equipped with a screen and an LCD projector. If you or any of your participants have other special requests, please complete the attached audio/visual request form, and send it to AAAI by the deadline listed above. It is your responsibility to send copies of the AV form to your participants. Please note that extensive AV requests may not be granted due to budget restrictions. There will be no wireless access in the meeting rooms. Working Notes, Technical Reports, and Electronic Submissions Organizers are responsible for notifying their participants of all requirements regarding the submission of their abstracts, papers and permission to distribute forms. Participants are responsible for submitting camera-ready electronic and hard copy of their papers, as well as their signed permission to distribute form, according to the specifications in the Publications Instructions message and by the deadlines listed above. Organizers are responsible for the submission of the list of accepted papers, the symposium title, organizer names and affiliations, the table of contents, the schedule, and all other front matter in the format and by the date specified above and in the Publications Instructions message. Many organizers and presenters at AAAI events are interested in making the working notes of their symposia or workshop available quickly and informally to a wider audience. To accommodate this need, AAAI offers organizers the option of turning their working notes into an AAAI technical report. To take advantage of this option, the organizers should notify AAAI of their desire to do so by the date specified above. While the issuance of a technical report does not constitute formal publication, it does provide authors with a mechanism for citing their work, and relieves the organizer of the chore of fielding requests for copies of papers. Please note that issuance of a technical report does not satisfy the AAAI Press's right of first refusal. Formal Publication Symposia Organizers are cordially invited to explore formal publication through the AAAI Press/The MIT Press. This partnership has created an opportunity for authors which, we believe, is unparalleled in publishing. From the AAAI Press, authors will receive expert guidance from editors and press board members who, like themselves, are scientists and members of the AI community. From The MIT Press, the author's books will receive expert marketing attention from seasoned publishing professionals whose experience in international marketing and distribution is unsurpassed. Right of First Refusal Organizers are reminded that AAAI retains the right of first refusal to any formal publication arising from an AAAI event. Please do not make any arrangements for hard copy or electronic publication of all or a significant subset of the papers contained in your working notes without first exploring the options available through AAAI Press and AI Magazine. You may contact the AAAI press editor, Tony Cohn, at email@example.com or AAAI Press Director, Mike Hamilton, at the same address. Report for AI Magazine Your final task is to write a report about your symposium for publication in AI Magazine. Your report should be 400-700 words in length. The report should put your symposium in historical context, cover highlights, and provide an overview of the topic of your symposium. Sample reports are available in the AI Magazine section of the AAAI Digital Library. Please be brief! Lists of papers, topics, or presenters are not appropriate. Your report will be grouped together with other symposia reports as an article in an upcoming issue of AI Magazine. If you would like to write an article or full-length report of your symposium's activities and accomplishments, you are welcome to do so. Reports should be emailed to the Symposium Committee Chair by the deadline specified above. Articles about your symposium should be submitted through the AI Magazine submission site at http://www.aaai.org/Forms/magazine-submission-form.php. ******************************************************************** June 2, 2006 AAAI 2007 Symposium Series Chair Deadlines & Guidelines Agreement The American Association for Artificial Intelligence is pleased to present your symposium in the AAAI 2007 Spring Symposium Series. AAAI will provide all the services listed in the accompanying "General Information and Instructions," and will make every effort to adhere to the deadlines as outlined in the attached material. Symposium Chairs also agree to abide by these guidelines and deadlines. In the event that they are unable to meet a particularly deadline, they agree to notify AAAI immediately and to arrange for a revised mutually acceptable deadline. I have read the attached letter, dated June 2, 2007, and agree to the conditions noted therein. ________________________________________________ Date ________________ Symposium Chair Signature ___________________________________________________________________ Please Print Name Please return original agreement to AAAI by fax (650-321-4457) or to 445 Burgess Drive, Menlo Park, CA 94025 no later than June 15, 2006. Thank you. ******************************************************************** Schedule AAAI 2007 Spring Symposium Series (Please insert name of your symposium) Monday, March 26 9:00 am - 10:30 am Session (Please include abstract titles, authors, affiliations, and session chair(s) where applicable.) 10:30 am - 11:00 am Break 11:00 am - 12:30 pm Session 12:30 pm - 2:00 pm Lunch 2:00 pm - 3:30 pm Session 3:30 pm - 4:00 pm Break 4:00 pm - 5:30 pm Session 6:00 pm - 7:00 pm Reception Tuesday, March 27 Same as for Monday, with the following change: 6:00 pm - 7:30 pm Plenary Session Wednesday, March 28 Symposium concludes at 12:30 pm, so there will be two morning sessions with a break from 10:30 to 11:00 am. ******************************************************************* AAAI 2007 Spring Symposium Series Audio Visual Request Form All rooms in which the Symposia are held will have as standard equipment, a screen and an LCD projector. Individuals requiring special audio visual needs (such as an overhead projector or VCR) for their presentations are requested to provide the information below. NAME: SYMPOSIUM: PAPER TITLE: DATE AND TIME OF YOUR PRESENTATION (if known): TELEPHONE: EMAIL: SPECIAL A/V REQUEST (please only list what you would like AAAI to provide): Please note that a/v requests are subject to budget restrictions. Authors are required to provide their own laptop computers, as well as all software needed to operate programs. Connections to the internet are restricted to availability and budget considerations, and must be requested at least two months prior to the event. No wireless access will be available in the meeting rooms. Please return this form by January 26, 2007 to AAAI at firstname.lastname@example.org.