Certain matters require approval or other actions by the EACL Board (or perhaps the EACL Chair on behalf of the Board):
- Prepare and issue Call for Bids for the conference.
- Review the conference bids and accept one of them. The selection procedure for EACL 2014 involved a bid committee Chair (who was the EACL Chair-Elect) and splitting the Board into three groups looking at different aspects of the bids: 1. Budget and local sponsorship; 2.Dates, logistics, travel, accommodation, lunches, social events; 3. Conference venue, AV equipment, wireless network, organizing team and past experience. At Stage 1 the Board decides who to put through to Stage 2, which will be those bids with a realistic chance of being chosen. The bidders send in a final bid, in consultation with the Board who, via the Chair of the Bid Committee, will ask particular questions of the bidders, in order to make the final bids as clear and comprehensive as possible. On the basis of the final bids the Bid Committee make the final selection.
Selection of the successful bid necessarily involves selecting the Local Arrangements Chair, the location, and the date of the conference. See EACL policy on involvement of Exec members in conferences.
Identify remaining key organizers, notably the General Chair and the Program Co-chairs (see criteria for selecting the General Chair and the PC Co-chairs).
- Review approximate registration deadlines and costs (decided by the Local and General Chairs).
- Review the sub-chairs suggested by the conference General Chair, such as the tutorial chair, the workshop chair, the publications chair, the student research workshop chair, etc.
- Review the Area Chairs suggested by the Program Co-chairs.
- Review the tutorials and workshops selected by the appropriate chairs.
- Request occasional updates on the conference budget and current state of affairs from the General Chair.
- Review the status of local organization and request updates from the Local Arrangements Chair (perhaps via the General Chair).
ACL: Actions and duties of the Exec in overseeing the conference
Adapted from the ACL guidelines. Stephen Clark, October, 2013