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 observations about previous BMVCs, some of whose comments are incorporated here, but which may make useful reading.

• BMVC style files

• September
  • Attend BMVC

• October
  • Estimate budget
  • Set up conference team
  • Decide conference structure
  • Accommodation provisional bookings
  • Have host head of department assure room bookings and budget items

• December
  • Make proposal to BMVA committee meeting

• January
  • Set up bank/internal account
  • Guest speaker invitations
  • Tutorial invitation

• August
  • Set up conference website
  • Initial Conference Advertising
  • Proceedings publishing arrangements
  • Budget advance from BMVA Committee

• September
  • Attend BMVC
  • Advance publicity at preceding BMVC conference

• October
  • Circulate call for papers
  • A3 poster design
  • Book paper decisions meeting
• December

• January
  • Set up local secretary support
  • Contact exhibitors/set up Industry Day
  • Book conference dinner

• February
  • Set up review procedure

• March
  • Pre-registration Advertising
  • Set up registration reservation system

• April
  • Receive papers and distribute to reviewers
• May
  • Review decisions meeting
  • IVC Special Issue
• June
  • Programme advertising
  • Contact session chairs
  • Get an after dinner speaker
  • Set up proceedings ISBN and registration.
• July
  • July 1: Prepare Camera Ready Copy
  • July 1: Circulate Prize Candidate Papers
  • July 1: Invited Speaker Arrangements
  • July 30: Organise student helpers
• August
  • Aug 1: Prepare CDrom
  • Aug 1: Book Local Transportation
  • Aug 10: Print Delegate Folder
  • Aug 10: Notify advance bookings result to University
  • Organise local visit tours
  • Organise welcome reception
  • Set up poster session space layout
  • Aug 15: Print final programme
  • Aug 15: Finalise exhibitors
  • Aug 15: Finalise tutorial details
  • Aug 30: Delegate folder stuffing
  • Aug 30: Participant list and membership checking
• September
  • Last minute miscellaneous
  • Sept 2: Notify bookings result to Univ
  • Sept 9: Collect proceedings and programme from printers
  • Sept 9: Set up direction signs
  • Sept 9: Select prize winners
  • Sept 9: Set up registration booth
  • Sept 10: Finalise conference dinner
• October
  • Write reports
  • Deposit of copy with British Library
  • Accounts summary???
  • Transfer of remaining proceedings
  • BMVA Membership Renewal???

• January
  • Special issue