We are currently recruiting Co-chairs for the Program Tracks and building our Program Committee to review submissions.

Gateways 2020 will be hosted at the Hyatt Regency Bethesda (Maryland) from Monday, October 19, to Wednesday, October 21.

Want to help shape the Gateways 2020 Program? Contact Katherine Lawrence if you have questions that are not answered by the information below or if you want to volunteer.

On this page:

General Schedule for Program Development

The schedule for the call for participation, reviewing, and program development is as follows and should help you decide if you'll be available during the crucial times of program development.

  • Announce Call for Participation: mid-February
  • Tutorial submissions due: Monday, April 13 (with likely extension)
    • Reviewing assignments by April 24
    • Reviewer deadline: Friday, May 22
    • Notification of acceptance: Friday, May 29
  • Presentation (Paper, Demo, Panel) submissions due: Monday, May 11 (with likely extension)
    • Reviewing assignments by May 22
    • Reviewer deadline: Monday, June 15 
    • Notification of acceptance: Monday, July 13
  • Final PDFs of submissions for proceedings: Friday, October 2

Track Co-Chairs


We are looking for a few volunteers to help oversee the process of soliciting, reviewing, and scheduling presentations for the upcoming conference. We meet approximately six times as a group with co-chairs meeting as needed. Responsibilities are also described below. We use EasyChair to collect submissions and reviews. Each volunteer will have access to the EasyChair system.

Interested? Contact Katherine Lawrence.

Track Structure and Content

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

  • Tutorials (2 co-chairs)
  • Papers (2 co-chairs)
  • Demos (2 co-chairs)
  • Keynotes and Panels (discussed by all area co-chairs with conference chair)

Topics are expected to fall into the following broad categories:

  • Gateway technologies (tools, platforms, middleware, emerging trends)
  • Data in gateways
  • Use cases (may be papers or demos)
  • Development and design
  • 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 on Zoom as an entire group to check on status and planning. We’ll select a time of the week that will generally work for all volunteers. The meetings will be timed to support the schedule of deadlines (above). For example, meetings will be held:

  • Mid-to-Late February: Kickoff and launch of Call for Participation promotion, discussion of keynotes and panels (briefly updated at each meeting).
  • Early April: Check on status of Program Committe reviewers and tutorial submissions. Discussion of bidding, reviewer assignment, and monitoring review.
  • Late April: Review action plan for bidding, assigning reviewers, and monitoring review completion for papers, demos, and panels.
  • 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: Finalize conference schedule. Discuss promotion of poster session opportunities.

In between meetings, we will rely on email to coordinate, and we will also use Slack as needed.


Track co-chairs for tutorials will be expected to

  • Promote the CFP among personal channels (we have an extensive list of where we spread the word, which we can share).
  • Oversee the submissions of tutorials, and encourage submissions if you have ideas.
  • Recruit reviewers (a prior Program Committee list will be provided to seed your recruitment).
  • 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 available all day. These rooms can be assigned in 3-hour or 90-minute blocks, and occasionally we have a full-day tutorial.)
  • Communicate acceptances to the tutorial presenters and confirm who will be presenting.

This year, the schedule for tutorial submission and decisions will be a month earlier than the main program so that we have time to add tutorials to the registration form.

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

  • Promote the CFP among personal channels (we have an extensive list of where we spread the word, which we can share).
  • Oversee the submissions for your area.
  • Recruit reviewers (a prior Program Committee list will be provided to seed your recruitment).
  • 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.

Program Committee Reviewers

Want to volunteer as a reviewer? Email Katherine Lawrence, Conference Chair, who will connect you with the track co-chairs (who will send an invitation from EasyChair).

As a program committee member, your role will be to:

  • Help advertise the conference in your communities.
  • Encourage submissions that you think will contribute to the conference, including your own work.
  • Suggest speakers for special panels or keynotes (optional).
  • Bid for and then review a small number of short submissions (2–4 pages) from April to May (Tutorials) or May to June (Papers, Demos).
    IF YOU ARE UNAVAILABLE DURING THIS TIME FRAME, PLEASE DO NOT VOLUNTEER (but do let us know if we should invite you for Gateways 2021).
  • Later in the year, review for a special journal issue, which will include full papers based on the accepted paper submissions only as well as submissions from other international workshops on science gateways.

Key reviewer dates for tutorials and other presentations are listed above. Note the reviewer deadlines if you have anticipated travel or other commitments.  

Please volunteer by April 10 if you would like to review tutorials or by May 10 to review papers and demos. Additional reviewers are always needed past these deadlines, so contact us if you are interested.