Volunteers Needed

Want to help shape the Gateways 2019 Program? We are looking for a few volunteers to help oversee the process of soliciting, reviewing, and scheduling presentations for the upcoming conference. 

Overview

Gateways 2019 will be hosted at the Catamaran Resort from Monday, September 23, to Wednesday, September 25.

Again this year, we are recruiting volunteers to help with the program development, including the solicitation, review, and scheduling of presentations. Responsibilities are described below. We use EasyChair to collect submissions and reviews. Each volunteer will have access to the EasyChair system.

Interested? Contact Katherine Lawrence kathla@umich.edu.

Schedule of Deadlines

The schedule for the call for participation, reviewing, and program development is as follows

  • Announce Call for Participation: late February
  • Tutorial and Presentation (Paper, Demo) Submissions due: early May
    • Reviewer assignments around May 21
    • Reviewer deadline: early-to-mid June (goal is to be done before IWSG, which starts June 12)
  • Notification of acceptance (Tutorials & Presentations) and Registration opens: approximately Friday, June 28 (aiming before 4th of July weekend)
  • Early Bird and Presenter registration deadline (requested): Thurs., August 1
  • Poster Abstracts due: TBD
  • Final PDFs of papers and posters for proceedings: Monday, Sept. 9

Track Co-Chairs

The conference program is divided into several tracks and requires the following volunteers:

  • Tutorials (2 co-chairs desired)
  • Papers (2 co-chairs desired)
  • Demos (2 co-chairs desired)
  • Keynotes and Panels (discussed by area co-chairs with conference chair at regular meetings)

Topics are expected to fall into the following broad categories:

  • Gateway technologies (tools, platforms, middleware)
  • Data in gateways
  • Use cases (may be papers or demos)
  • Educational issues
  • Management, best practices, and lessons learned

These topics may help organize the conference content across areas, but submissions are not limited to these categories.

Meeting Schedule

Co-chairs will meet online as an entire group to check on status and planning. Once we identify volunteers, we’ll select a time that will generally work for all. We anticipate meetings to be scheduled as needed to support the schedule of deadlines (above). For example, meetings would be held:

  • Mid-February: Kickoff and launch of CFP promotion, discussion of keynotes and panels (briefly updated at each meeting).
  • Early April: Check on status of submissions and any remaining promotion needed.
  • Last week of April or first week of May (if deadline extended): Review action plan for bidding, assigning reviewers, and monitoring review completion.
  • Early June: Discuss heuristics for acceptance/rejection.
  • Mid-June: Check status of decisions and any coordination anticipated between areas for scheduling presentations. Identify possible submissions that could be combined into a panel, if appropriate. (Final schedule will be needed by approx. June 25 to prepare website in advance of notification.)
  • Late June, if needed: Finalize conference schedule. Discuss promotion of poster session opportunities.

In between meetings, we will rely on email to coordinate, and we could use a tool like Slack, if preferred.

Responsibilities

Track co-chairs for tutorials will be expected to

  • Promote the CFP among personal channels (we have a list of where we spread the word, which we can share).
  • Oversee the tutorial submissions.
  • Recruit reviewers (a prior Program Committee list will be provided).
  • Assign submissions to reviewers and make sure they submit reviews by the deadline/extension.
  • Identify potential content gaps and recruit additional tutorial presenters, if space is available.
  • Make decisions about acceptances and schedule tutorials into the available slots. (Four rooms are reserved all day. These rooms can be assigned in 3-hour or 90-minute blocks.)
  • Communicate acceptances to the tutorial presenters and confirm who will be presenting.

Track co-chairs for papers/demos will be expected to

  • Promote the CFP among personal channels (we have a list of where we spread the word, which we can share).
  • Oversee the submissions for your area.
  • Recruit reviewers (see prior Program Committee list below).
  • Assign papers to reviewers and make sure they submit reviews by the deadline/extension.
  • Make decisions about acceptances.
  • Coordinate with other area co-chairs to determine the conference presentation schedule. The actual schedule structure will be determined by the entire group of co-chairs. In particular, the papers and demos co-chairs may want to compare content in order to group similar content together.
  • Communicate acceptances to the presenters.
  • Recruit session moderators (who would do introductions, timekeeping, technical troubleshooting, etc.)