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This handbook was last revised in April 2022.
Introduction
This document is intended to serve both as an aide-memoire for the Open Repositories organization and as a guide for each year's conference organizers. We attempt to keep this as up to date as possible, but there may be areas which are inaccurate. If you have questions, please contact the Chair of the Open Repositories Steering Committee.
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Past CfPs are available elsewhere on this wiki and recent ones should be consulted. Please note that it should be possible to provide the OR POC PC with statistics from the previous year(s) and the number of submissions in each category (paper, poster, 24/7 etc) and the numbers ultimately accepted.
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Appendix D: Visual of Annual Cycle
Open Repositories Annual Cycle | Resource | Aug | Sept | Oct | Nov | Dec | Jan | Feb | Mar | Apr | May | Jun | Jul |
Appointment of Program Chairs | ORSC | ||||||||||||
Appointment of Program Committee and Chairs | OR PC, ORSC | ||||||||||||
Set Theme for OR Conference | OR PC, ORSC | ||||||||||||
Review Communication Processes | ORSC | ||||||||||||
Conference Website and Social Media | OR HOC | ||||||||||||
Develop Sponsorship Campaign | OR HOC | ||||||||||||
Finalize Call for Proposals | OR PC, ORSC | ||||||||||||
Details of Fellowships | FC | ||||||||||||
Develop and Issue Call for EoIs | ORSC | ||||||||||||
Call for Proposals Released | OR PC, ORSC | ||||||||||||
Keynote Speakers Identified | OR PC, OR HOC, OR SC | ||||||||||||
Launch Sponsorship Campaign | OR HOC | ||||||||||||
Identify and Invite Reviewers | OR PC | ||||||||||||
Open ConfTool for Submissions | OR HOC | ||||||||||||
Review Submitted Eois | ORSC | ||||||||||||
Submission Closes And Reviews Begin | OR PC | ||||||||||||
Venue Selected For Conference Events | OR HOC | ||||||||||||
Select Fellowship Recipients | ORSC | ||||||||||||
Select Workshops | OR PC, OR HOC | ||||||||||||
Registration Opens | OR HOC | ||||||||||||
Develop Rough Schedule For Program | OR PC, OR HOC | ||||||||||||
Reviews Complete, Submissions Selected, And Notifications Issued | OR PC | ||||||||||||
Permissions to Record | OR PC | ||||||||||||
Program Schedule Complete | OR PC | ||||||||||||
Arrangements Made for Fellowship Awardees | OR HOC, ORSC | ||||||||||||
Selection of Full Bid for Conference Hosting | ORSC | ||||||||||||
Prepping of Keynote Speakers | OR PC | ||||||||||||
Management and Planning of the Ideas Challenge | OR PC | ||||||||||||
Planning for Opening and Closing Sessions | OR PC, OR HOC, OR SC | ||||||||||||
Preparation for Conference | OR PC, OR HOC | ||||||||||||
Hold Conference | OR PC, OR HOC, OR SC | ||||||||||||
Debrief Meeting | OR PC, OR HOC, OR SC | ||||||||||||
Delegate Survey | OR HOC, ORSC | ||||||||||||
Website Wrap-Up | OR HOC | ||||||||||||
Website Content | OR HOC, ORSC | ||||||||||||
Social Media Accounts | OR HOC, ORSC | ||||||||||||
Accounting | OR HOC, ORSC | ||||||||||||
Knowledge-base | OR HOC, ORSC | ||||||||||||
Review Steering Committee Membership | ORSC |
Appendix E: What to include in the knowledge-base for each conference
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Please see OR Statement on Inclusion and Openness
Appendix H: Guidance for Session Chairs
Please see Session chair guidelines