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  • Schedule based on
    • expected numbers of participants (get estimates from the workshop organizers?)
    • overlap in contents / expected audience
  • Workshop proceedings / Workshop Reader?
    • can we collect proceedings from all workshops before the conference?
      • deadlines?
    • can/will we help producing proceedings (print / electronic (e.g., CD))?
    • will a post-conference reader be prepared (with Springer or ACM digital library) ?
    • see also Proceedings

Contact data from 2010 could be used to find out about potential follow-up workshops.

pasted text from the document "How To Organize ECOOP Conferences":

"4.1 Workshops"[edit]

"Workshops are one of the major assets of ECOOP conferences. Between 20 and 25 workshops are organized in conjunction with ECOOP, some of them already “traditional” workshops (such as PhD, WCOP, QAOOSE, etc.).

The main tasks of the Workshops chair(s) are the following:

  • Decide the official deadlines:
    • Workshop proposal submissions.
    • Notification of acceptance/merge/rejection of workshops.
    • For each workshop (deadlines should be common to all workshops):
      • Call for Contributions.
      • Position paper submissions.
      • Notification of acceptance/rejection.
    • Workshop Report ready (for the ECOOP Workshop Reader)
  • Prepare the “Call for Workshop Proposals” (see below).
  • Prepare the “Guidelines for Workshop Proposals” (see below).
  • Define the submission and review process for workshops (including an on-line system, if required).
  • Prepare all the contents and information to be displayed at the ECOOP Web site about the workshops.
  • Prepare all the contents and information to be included in the ECOOP programme booklet about the workshops.
  • Decide the Selection Committee for workshops.
  • Allocate rooms, resources and student volunteers to the accepted workshops.
  • Support all workshops with the organizational details.
  • Make sure all workshop organizers request their participants to register at the event.
  • Arrange for Workshop Reader to be published by Springer-Verlag (as it has been the case since ECOOP’97).

The “Call for workshop proposals” should be advertised in the Web site, with all the information about deadlines, members of the workshop selection committee, a link to the “Guidelines for workshop proposals”, and a clear description of the submission process. Information about the Workshop Reader should also be included.

The main aim of the “Guidelines for workshop proposals” is to provide a clear definition of the concept and goals of an ECOOP workshop, describing what ECOOP workshops should be: a place to meet and discuss ideas that are the most topical and innovative in object-oriented technology, in an atmosphere that fosters interaction, exchange, and problem solving. Furthermore, the guidelines should clearly advertise the process for proposing workshops and the information to be provided (for the proposal, and also in case the workshop is accepted). Examples of such guidelines are available at the web pages of the previous ECOOP conferences.

Usually, acceptance of a workshop proposal should be primarily based on an evaluation of the workshop potential for generating useful results, relevance and expected level of interest in the topic, as well as the organizers’ ability to lead a successful workshop.

The duration of workshops is just one day, apart from some very special cases that require two days (such as the traditional PhD Workshop).

Workshops are really resource consuming, since many of them happen simultaneously. For instance, the equipment and room needs for the ECOOP 2002 workshops is summarized in Table 2. (Focus groups are required in some of the workshops, that wish to split their participants into such “focus” groups so specific topics can be discussed and analysed in reduced groups.)

Monday Tuesday
No. of Workshops 9 11
OHPs 9+8 11 + 6
Beamers 9 11
No. rooms used 9 + 8 (for focus groups) 11 + 6 (for focus groups)
No. student volunteers needed 9 11
Flipcharts or blackboards 9 + 8 for focus groups 11 + 6 (focus groups)

Table: Summary of ECOOP 2002 workshop requirements.

There are several additional issues worth pointing out regarding the ECOOP workshops.

  • It is very important to have a selection committee that helps the Workshop chairs select the workshops, and avoids problems derived from potential merges and rejection decisions. It is recommended that the workshop selection committee is formed at least 10 days before the call for “Workshop Proposals”.
  • It is desirable to have as a Workshop co-chair a person who has already been Workshop chair in a previous ECOOP conference. The experience of that person usually makes things much easier: he/she knows the steps to perform, when and how, and the potential problems—before they actually happen, so they can be prevented.
  • Dealing with mails from workshop organizers should be properly managed. Workshop chairs need to handle hundreds of messages during the whole process. Thus, it is useful to use message filters, such as [WS#] at the beginning of the subject of the e-mail messages from organizers. This also helps Workshop chairs to have some control about the messages exchanged with the workshop organizers.
  • It is also important to have the final decision about acceptance, rejections and potential merges of workshops at least one month before organizers start advertising their workshops, giving workshop proponents time enough for enhancing their proposals according to the suggestions of the workshop selection committee.
  • Having common deadlines for all the workshops is also important, since it allows workshop chairs to have time enough to react in case on unexpected problems. The idea is that workshop organizers agree to adhere to the same deadlines:
    • Deadline 1: position papers due.
    • Deadline 2: notification of acceptance.
    • Deadline 3: early registration date.

The key reference to calculate these dates is the early registration date. The rest of the deadlines can be scheduled according to it: allow 3 weeks for organizers to review the papers, and notify acceptance to the authors about one week before the end of the early registration period. This will also allow Workshop chairs to deal with potential cancellation of workshop due to lack of received papers, and to re-work some of the initial plans that need to be changed (e.g., room allocation) once the final numbers of accepted papers for each workshop are known.

  • It is also a good idea to contact workshop organizers 5 or 6 days after the paper submission deadline, requesting them some information such as the number of position papers received and the expected number of participants, evaluating thus the resources needed and some of the potential problems that may occur (potential cancellations or merges of workshops, etc.).
  • One thing we also want to stress is the importance of notifying authors the results of the evaluation of their position papers before the early registration date. Informing an author later than this date may contribute to have one less participant in the conference.
  • ECOOP Workshops are very popular, and participation is normally high. Although in theory participation is by invitation by the workshop organizers only, usually about 20% of the participants decide to show-up in the last minute. This figure is important from the point of view of the local organization, since it means that room capacity and resources should be calculated taking into account an extra 30% at least. Better to have a big room than having to squeeze too many people into a too small room.
  • It is also worth noticing that the number of registered participants before the early deadline is about 60% of the total, a figure that has been repeating for the last ECOOP’s, and which therefore allows the local organizers to have a rough estimation of the total expected number of workshop participants after the early registration date.

Finally, some remarks about the ECOOP Workshop Reader:

  • The ECOOP Workshop Reader (WR) format was changed in 1999, when Springer-Verlag decided not to publish the WR as a collection of position papers. Instead, they explicitly required one report for each workshop, where each report should provide a summary of the workshop with the major issues discussed, the current research being carried out in the area and open research directions on the workshop topics, and the conclusions of the working groups (if applicable). The current WR format supposes an extra work for WS organizers, since they have to write the WR chapters. They should be aware of the amount of work they need to undergo once the workshop is over. This fact, together with the format of the WR should be made clear both in the Call for Workshops and the Guidelines for Workshops proposals.
  • Contact the WR publisher at least one week before the workshop proposal submission deadline, informing the publisher about the WR format and the workshop selection committee (if applicable).
  • Once the different workshop proposals have been accepted, and Springer has already confirmed the publication, ask the organizers to add in their CfP statements such as:
    • Springer-Verlag will publish the ECOOP 200X Workshop Reader as an LNCS volume.
    • This volume will include a report for each workshop; this cannot simply contain a collection of the position papers presented at the workshop.
    • The organizers will write the report, in collaboration with the participants of the workshop.

The idea is to make clear to the participants that their papers will not appear in the WR as such. With this in mind, some workshops usually decide to publish their papers as a separate publication (e.g., a technical report) in order for participants to have a reference to their papers.

There are several additional issues worth pointing out regarding the ECOOP workshops."

(from "How To Organize ECOOP Conferences").