Back to Committee Chair Descriptions

Proceedings Chair/Editor

Works with the Program and Proceedings CD-ROM Chairs.

Duties:

  • Establish a firm deadline for submission of proceedings. 
  • Negotiate with a printer/publisher to print the proceedings, including type of paper (i.e., weight of paper) for front and back cover and for inside pages, type of binding, timeline (the time between July 31 and the CIT conference is VERY short), and cost (for the past two proceedings, we have printed 300 copies of approximately 200 pages).  This negotiation may be preceeded by obtaining bids. 
  • Review proceedings style guidelines that are on-line and revise as needed.
  • Keep in contact with the Program chair and make sure that s/he lets the invited presenters, especially any keynote or plenary presenters,  know when the submissions are due.
  • Field questions from presenters regarding their submissions. These questions become steadily more frequent as the submission deadline gets closer. Also, some presenters WILL request an extension. Depending on the agreement with the printer, the editor may choose to extend the deadline under some circumstances. Note that the printer may not be flexible at all, so the original deadline may have to be kept.
  • As submissions arrive, review them for completeness and accordance with the style guidelines.
  • Begin editing and compiling submissions into one document.  This takes a good solid week (40 hours).  a few papers are well-written and need very little editing, most require some editing, and a few require a great deal of editing.  Many have formatting problems, adding more time to the editing process.
  • Proof the proceedings at least twice.  Have a second reader proof the proceedings, too.
  • Give the Proceedings to the printer.
  • Find out to whom the proceedings should be addressed and send them to the hotel 7-10 days before the conference.
  • Send PDF file of the proceedings to the interpreter coordinator who can then share with conference interpreters only.  Proceedings are copyrighted by CIT and should not be distributed.
  • Submit a final report at the end of the conference.

Renumeration for services is available.