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Australian Speech Science and Technology Association

Australian Speech Science and Technology Association

 

Timetable Guide for SST Organising Committee

This guide is not meant to cover every possible activity of the SST Organising Committee or of any individual member, but to indicate when in the two year schedule the major activities should be dealt with. Where ASSTA needs to be informed, a note to this effect has been included, and links are made to other relevant guidelines. Under "major responsibility" are listed those conference roles most responsible for carrying out the task noted. Abbreviations used are explained in the following legend (See Guidelines for SST Conference Organising Committee Structure for a description of these roles).

[chr] - Committee Chair

[sec] - Secretary

[tre] - Treasurer

[spc] - Scientific Programme Coordinator

[pub] - Publicity

[s/e] - Sponsorship/Exhibition Coordinator

[la] - Local Arrangements

Year One

Month Task Major Responsibility

JAN-APR ASSTA forms the nucleus of an Organising Committee (OC) [ASSTA Executive]

MAY Finalise committee, confirm conference venue and all dates

including the conference itself and tutorial day, submission

date, notification of acceptance and camera ready copy. [chr][sec]

Inform ASSTA of these details [sec]

See SST Terms of Reference

JUN Generate Call for Papers and adverts for journals etc [spc][pub]

See SST Publicity Guidelines

Generate Expression of Interest form [sec][pub]

Book venues for technical sessions and accommodation [la]

Agree on themes, format, keynote speaker list [all]

JUL Present full financial projection and copies of all

bank statements to ASSTA for yearly audit [tre]

See SST Guidelines for Finance & Accounting

Book keynote speakers [sec]

Inform ASSTA once speakers have agreed [sec]

AUG Establish major sponsors, offer places on the OC [s/e][sec]

See SST Guidelines for Finance & Accounting

Media Release I (date, place, format) [pub]

See SST Publicity Guidelines

SEP Write invitation letters to the invitation list [sec]

NOV Finalise OC

Inform ASSTA [sec]

Year Two

Month Task Major Responsibility

FEB Proceedings - organise printer and cover photo [spc] [all]

See SST Guidelines for Proceedings

Organise registration forms [sec][la]

Organise final call for papers [spc]

MAR Present a complete budget to OC [tre]

Send copy to ASSTA [tre]

See SST Guidelines for Finance & Accounting

MAY Mail registration forms [sec]

Media Release II (sponsorship, keynotes, registration) [pub]

See SST Publicity Guidelines

JUN-AUG Step up local publicity campaign via media person [pub]

See SST Publicity Guidelines

Conduct review process [spc]+++

Set up the technical programme [spc]+++

Provide details to ASSTA [sec]

Present full financial statement and copies of bank

statements to ASSTA for yearly audit [tre]

See SST Guidelines for Finance & Accounting

OCT Media Release III - radio, TV, newspapers (program) [pub]

See SST Publicity Guidelines

NOV Proceedings compiled and sent to printer [sec]

See SST Guidelines for Proceedings

Last Week Follow up Media III with phone calls [pub]

See SST Publicity Guidelines

Year After Conference

30 JUNE Present final financial statement and all copies of bank

statements and cheque book stubs to ASSTA [tre]

30 JUNE Pay all money in SST account to ASSTA [tre]

See SST Guidelines for Finance & Accounting

30 JUNE Present final report to ASSTA [sec]

See SST Terms of Reference

Adopted by Executive - 13 November 1997

This supersedes the timetable in general use prior to 1997


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