CCSCNE-05 Conference Committee Meeting -- Minutes

College of the Holly Cross, September 17, 2005

Attendees

Laurie King (LK) (Co-Chair)
Karl R. Wurst (KW) (Co-Chair)
Stephen Block (SB)
Elana Braynova (EB)
Lawrence D'Antonio (LD)
Frank Ford (FF)
David Hemmendinger (DH)
Andy Hwang
Adrian Ionescu (AI)
Amruth Kumar (AK)
Scott McElfresh (SM)
Shamsi Moussavi (SH2)
Viera Proulx (VP)
Stanzi (Constance) Royden (SR)
Ingrid Russell (IR)
Paul Tymann (PT)
Richard Wyatt (RW)

A. The Meeting

1. Papers

  • Papers due: Nov 21
  • Reviews by Dec 23
  • January meeting: Jan 7 in Swords at 10.00am
  • Notification to authors: Jan 13
  • Camera Ready Copies: Feb 3
  • Formatting instructions are to be checked before CFP goes out.


    • 2. Undergraduate Posters

  • We can accept of the order of 40-50.
  • 50 is the maximum we can accept if they are to remain in the Journal.
  • The CFP is to say that posters must be delivered and available by noon on the Friday. The set-up time is to be 10-noon.
  • Notification date: Jan 13.
  • Abstracts due: Dec 5
  • Should we use easels or tables? Easels are available from last year.
  • Re the number of Posters. Each individual conference determines how many they can accept, up to MAX. The first MAX poster submitted should be accepted. This view is to be ratified by the Board.
  • The CFP should state that since space for posters is limited, posters are accepted on a first-come-first-served basis.
  • No clear view was expressed as to whether any poster, regardless of quality, would be accepted.
  • A suggested wording for the CFP was: if there are space limitations, earlier submissions will be preferred.

    • 3. Panels, Tutorial and Workshops

  • Due: Dec 5
  • Acceptance: Jan 13

    • 4. Speakers

  • We have one already: Nancy Levison (MIT) for the Saturday.
  • It was suggested that we might try for Guy Steele for the other one.

    • 5. Publicity

  • The Brochure
  • A draft of the Brochure is done.
  • The list of suggested topics is to be omitted; it should be put on the web site instead.
  • There is to be only one US-mailing of the brochure, which is to be the first mailing (either US-mailing or emailing).
  • About 625 copies are needed.
  • It should be sent out about a week after the meeting.
  • We need a new logo for CCSC from National, one without mention of "Small Colleges"

    • 6. Vendors

  • There are new directives from National to take into account. (The details were not given.)
  • Vendor Rates:
  • Table: $200.
  • Table plus a presentation in a room: $300.
  • For those already National Vendors, a table is $100, and there is no charge for a presentation room.
  • The brochure should not mention the fact that presentations are possible.

    • 7. Programing Contest

  • The judging software, PC2 is "almost" up and running.
  • There is an absolutely firm limit on the number of teams: 24.
  • There will be only one lab available consisting of 24 stations running UNIX (with Emacs and VI) and Java and C++ (command line compilers only), plus some additional work space.
  • There is no (MS-)Windows.
  • Holly Cross College will not install any software.

    • B. The Tour

    8. Presentation Rooms

    A number of rooms were examined. The four chosen were:
  • 401 -- very large room with large screen.
  • 402/403 -- treated as one room when the partition is removed.
  • Suite C/B -- treated as one room when the partition is removed.
  • Suite A.

    • 9. Other Rooms and locations

  • The fifth floor will be used for vendor presentations.
  • The lobby will be used for registration.
  • 304/5 will be used for student posters. This room flows into the ballroom, of which the back part will be used also for posters where it appears there is room for poster tables.
  • For both meals and the plenary sessions, the ballroom will be set up to have 25 tables, each of which will seat 10 persons.
  • The breaks will be in the reception area, which is adjacent to the ballroom and thus near the posters.
  • It was recommended that more seating be obtained for the reception area.
  • A storage room will be needed for the vendor, and Laurie kindly volunteered to find one.

    • C. The Meeting -- Resumed

    10. Registration

  • There is to be separate registrations for the programming contest and the workshops.

    • 11. Local Arrangements

  • There should be signs inside indicating where all the meeting rooms are.
  • There should be signs outside indicating where the parking is and how to get to the meeting rooms.
  • Laurie will ask to see if some parking spaces can be reserved for the Friday.
  • At present, there appears to be no difficulty in allowing the food and alcohol.
  • Food menus will be ready by the January meeting.
  • The registration fees are to be kept the same as last year.
  • The comments filled out by the 2004 conference attendees did not reveal anything of much interest.
  • It is important that there be technical people on hand for the programming contest.
  • It is important that there be audio/visual people on hand for the all of the sessions.

    • Respectfully submitted,
    Richard Wyatt
    Secretary