LISA Scientific Organizing Committee (SOC)
Checklist and Timeline
Task Timeline Comments
Chair(s) solicit ideas for preliminary 9-10 months
program before meeting
Solicit quotes from publishers 9-10 months
Coordinate with FOL re: funding 9-10 months
requests / soliciting letters to
sponsors
Contact keynote and other invited 8 months
speakers
Set deadline for abstract 7 months Largely determined
submission by LOC printing
requirements
(program booklet)
Prepare template for abstracts 7 months
submission and make it available
via conference web site
Prepare 1st announcement and call 7 months Announcements are
for papers; mention deadline for posted and mailed
abstracts submission by LOC
Organize abstracts; 1st draft of 6 months
program
Solicit input from committee on 1st 5 months Chair(s) need to
draft organize abstracts
into coherent format
Finalize program, develop daily 5 months Chair(s) need to see
schedule & share with LOC & SOC draft copy of the
committee members program from LOC
before going to
press.
Double check
participant’s names,
addresses and
affiliations!
Send notices of accepted papers 5 months Coordinate efforts
and posters to participants with FOL
Send notifications to contributors 5 months
that were turned down
Assign and contact Session Chairs 3 months
Post and mail 2nd announcement 3 months Distributed by LOC
Finalize details regarding publisher; 3 months Analyze page costs,
choose proceedings editors etc. and discuss
allowable length of
oral and poster paper
presentations
Write instructions for authors and 3 months
make them available through web
site
Set deadline for post-conference 3 months In coordination with
receipt of manuscripts for publisher
proceedings
Assign someone to set up a web 1 month Coordinate efforts
photo gallery and transfer (copy) with professional
the website to ESO (“official” LISA photographer
website)
Review technical arrangements with Upon arrival at
LOC meeting site
Monitor all aspects of the meeting, During meeting In cooperation with
make sure everything runs LOC
smoothly