Subject: SSS-07 Deadlines and Instructions
Cc: schultz@aic.nrl.navy.mil, skubicm@missouri.edu, myers@ai.sri.com,
sss07@aaai.org
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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 sss07@aaai.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 sss07@aaai.org and Alan Schultz at schultz@aic.nrl.navy.mil.
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 schultz@aic.nrl.navy.mil and
sss07@aaai.org.
December 1
Organizers send alphabetized invitee lists to AAAI at sss07@aaai.org.
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 sss07@aaai.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 sss07@aaai.org:
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
schultz@aic.nrl.navy.mil, with a copy to sss07@aaai.org.
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 schultz@aic.nrl.navy.mil and sss07@aaai.org, 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 schultz@aic.nrl.navy.mil, sss07@aaai.org, 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
sss07@aaai.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
press07@aaai.org 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 sss07@aaai.org.