== British Machine Vision Conference Organisers Checklist ==

This is the schedule which should be followed by conference organizers running BMVC.  If running in year YY, the process begins in year YY-2.   There is also a list of post-mortem [[bmvc:notes:2008|observations about previous BMVCs]], some of whose comments are incorporated here, but which may make useful reading.

=== Resources ===
  * [[bmvc:style|BMVC style files]]

=== Year YY-2 ===

  * September
    * [[Attend BMVC|Attend BMVC]]

  * October
    * [[check1|Estimate budget]]
    * [[check2|Set up conference team]]
    * [[check3|Decide conference structure]]
    * [[check4|Accommodation provisional bookings]]
    * [[hod_stmt|Have host head of department assure room bookings and budget items]]

  * December
    * [[:bmvc_proposals|Make proposal to BMVA committee meeting]]

=== Year YY-1 ===

  * January
    * [[check8|Set up bank/internal account]]
    * [[check9|Guest speaker invitations]]
    * [[check10|Tutorial invitation]]

  * August
    * [[website|Set up conference website]]
    * [[check15|Initial Conference Advertising]]
    * [[check11|Proceedings publishing arrangements]]
    * [[check12|Budget advance from BMVA Committee]]

  * September
    * [[Attend BMVC|Attend BMVC]]
    * [[check7|Advance publicity at preceding BMVC conference]]

  * October
    * [[check13|Circulate call for papers]]
    * [[check14|A3 poster design]]
    * [[check22|Book paper decisions meeting]]
  * December

=== Conference year ===

  * January
    * [[check18|Set up local secretary support]]
    * [[check19|Contact exhibitors/set up Industry Day]]
    * [[check20|Book conference dinner]]

  * February
    * [[check23|Set up review procedure]]

  * March
    * [[check16|Pre-registration Advertising]]
    * [[check25|Set up registration reservation system]]

  * April
    * [[check24|Receive papers and distribute to reviewers]]
  * May
    * [[check26|Review decisions meeting]]
    * [[Check26a|IVC Special Issue]]
  * June
    * [[check17|Programme advertising]]
    * [[check30|Contact session chairs]]
    * [[check31|Get an after dinner speaker]]
    * [[check6|Set up proceedings ISBN and registration.]]
  * July
    * [[check32|July 1: Prepare Camera Ready Copy]]
    * [[check52|July 1: Circulate Prize Candidate Papers]]
    * [[check38|July 1: Invited Speaker Arrangements]]
    * [[check39|July 30: Organise student helpers]]
  * August
    * [[check29|Aug 1: Prepare CDrom]]
    * [[check5|Aug 1: Book Local Transportation]]
    * [[check27|Aug 10: Print Delegate Folder]]
    * [[check41|Aug 10: Notify advance bookings result to University]]
    * [[check40|Organise local visit tours]]
    * [[check57|Organise welcome reception]]
    * [[check33|Set up poster session space layout]]
    * [[check35|Aug 15: Print final programme]]
    * [[check44|Aug 15: Finalise exhibitors]]
    * [[check45|Aug 15: Finalise tutorial details]]
    * [[check47|Aug 30: Delegate folder stuffing]]
    * [[check28|Aug 30: Participant list and membership checking]]
  * September
    * [[check50|Last minute miscellaneous]]
    * [[check46|Sept 2: Notify bookings result to Univ]]
    * [[check51|Sept 9: Collect proceedings and programme from printers]]
    * [[check53|Sept 9: Set up direction signs]]
    * [[check54|Sept 9: Select prize winners]]
    * [[check55|Sept 9: Set up registration booth]]
    * [[check56|Sept 10: Finalise conference dinner]]
  * October
    * [[Check%2051a|Write reports]]
    * [[check21|Deposit of copy with British Library]]
    * [[check58|Accounts summary???]]
    * [[check59|Transfer of remaining proceedings]]
    * [[check34|BMVA Membership Renewal???]]

=== Year YY+1 ===
  * January
    * Special issue