ACL-2001 (Patrick Saint-Dizier) ============================== Preparation of ACL2001 - Toulouse Exec. comm. report nb. 1 September 27, 2000 by Patrick Saint-Dizier, stdizier@irit.fr ---------------------------------------------- Here is the current state of preparation of the ACL2001 from the point of view of `local arrangements'. Preparation has been devided into tasks, with someone responsible for each task. All costs are given all taxes included (VAT, = 19.6%). Basically, initial fares remain approximately those planned a year ago, but a major change is the rate of the $ which will make the conference slightly cheaper for our US and Canadian colleagues. 1. ROOMS: --------- Although I don't have any official response, the rooms we asked for have been allocated. I reserved slightly more than needed, but since I don't know exactly how many parallel sessions there will be, and how many special sessions (e.g. business meetings, students sessions,...) I prefered to ask for more. What is now reserved: - an auditorium with 700 to 800 seats, 4 audito. with 400 seats, - 10 rooms for workshops with 60 seats, - 6 rooms with 60 seats for tutorials. The main hall (1000 m2) is reaserved for software, publishers, registration and advertising. 3 points near the auditoriums will be devoted to coffee breaks. - we should have 2 rooms for e-mail equiped with 30 PCs + 2 rooms for demos with 1 PC inside, during the conference period. If you think this is too much, please do let me know asap. Video equipment is under discussion and preparation. Since there is a big 'trade-union' pressure we have to go slowly and to be patient and diplomatic. Staff is being `reserved' also. We think about having paid students to manage video projectors, computers, etc. This is going to be cheaper, with a better service. The regular staff is indeed charged at 256F/hour. Costs (still to be negociated): 90 000 F for rooms, tables,.., and cleaning + 30 000 F maximum for video and assistance. + insurance to be taken. This is basically what I had anticipated in the proposal (where fares are without taxes). 2. SPONSORS: ------------ So far, 3 requests have been made to the CNRS (continuing studies, engineering and humanities dept.). We expect about 20 000 F from the 3 together. 2 of us are in the different commitees. Obtained: 10 000 F from ATALA. In Progress, or just started: EEC DG13, Elsnet, Compulog. By December: Our 3 universities, IRIT, Midi Pyrenees region, Ministry of foreign affairs, etc.. Private: we want to wait till december also, since the sponsorship will be made on the 2001 budgets. 2 companies have already shown interest. We plan to issue a call for participation/demos for industrial partners. Fares have not yet been fixed. Suggestions from the exec. committee are welcome. 3. ACCOUNTING: -------------- Done by the CNRS, with NO management fees. One person there and one at IRIT will be in charge of the whole accounting (+ me to check everything). I will also hire a part-time post-doc `student' (2 days/week) to help me, from mid-November. Most of the accounting framework and procedures are now settled. So far, no money on the account. Inscription fees will be managed by ourselves (reception and validation) + the CNRS (purely accounting aspects). Funds in foreign currencies will be subject to a management/exchange fee of 1.6 %. Credit cards are, of course, the best solution. Same for funds from sponsors. Present expenses: 5000F for a the student who made the WEB page, about 500F of small expenses (1US$ = 7.60 F). Taken from my grant. I'd like to establish a first, as real as possible, budget before December. 4. ADVERTISING: --------------- So far, only electronic. We wait for the scientific committees to be nominated to start a larger advertising campaign. We have some difficulties getting e-mails of participants from previous meetings, incl. Coling00. But this should be resolved. The WEB site is operational, forms for inscriptions and the database are ready to work. I intend to revise the main page to make it more readable. Also, as soon as new information is available, the site will be updated. I will be also obliged by law to make a parallel site in French. All our advertising will also have to be bilingual. a waste of time... 5. ACCOMODATION: ---------------- Cheap rooms at student residences downtown have been reserved: 150 rooms during the workshop-tutorial period, and 200 rooms during the main conf. Fare: 95 F/night breakfast: 20F lunches: a maximum of 500 lunches can be served daily at the univ. cafeteria, fixed fare: 40F. For breaks this is OK, but fares have not yet been fixed, this depends on what we ask for, obvioulsy. For hotels: the company who accepted to make reservations at no cost has vanished. We'll seek for another one quickly. An alternative is to have lists of hotels with negociated fares managed by ourselves on our WEB site. Banquet: we're looking for something for about 250 persons. Looks difficult downtown. Outside the city, in a small castle, this should be much easier, but we'll have transportation expenses. We plan to have a dinner not exceeding 200F. Party: not yet done, too early. 6. OTHER TASKS: --------------- these tasks are less urgent, or smaller. They will start as soon as required: - Printings: we already have a formal agreement for the printing of the proceedings. 600 copies for 80 000F. Same for workshop and tutorial printings. - social events: under preparation, not so urgent. - transportation facilities: to be fixed in the next 2 months, essentially with Air France. I already have a formal agreement, but with no details. The period is certainly not optimal to get low discounts since this is the touristic season. - management of expos and demos: early next year.