You should arrange to receive back the final hardcopy for
inclusion in the Workshop Proceedings, and send the hardcopy
off to me to reach me by *** 26th
April, 2002 ***. These are HARD DEADLINES, and
so you should ensure that you allow for late submission in
You should be aware that there is a strict page limit on the
Workshop Proceedings. I do not have that limit at present,
but it was 26 pages per four hour workshop last year. Thus,
you may want to request extended abstracts for publication.
The layout guidelines for these submissions should follow
those given for the main GECCO conference where possible.
You should be aware that the copyright for the papers published
in the Workshop Proceedings is kept by the author of the paper.
If you do not expect that you will use the full 26 pages for
your papers, please let me know as soon as possible.
You should construct this call and publicise it (often via
the 'standard' EC mail-lists) NOW.
On any announcements, please include a reference to the full
GECCO-2002 conference, the full conference dates (Tues 9 July
- Saturday 13 July), and Conference Location (New York, USA).
It is also good to provide the URL for the conference webpage
(http://www.isgec.org/GECCO-2002/) so that recipients can
get additional information on registration.
2. Sign the AAAI Form
You will be sent "Workshop Organizer Deadlines &
Guidelines Agreement". You should fill that in and send
it back to AAAI to reach AAAI by ***
14th December ***.
3. Invite Speakers / Panel Members
If you have invited speakers, or if you want to set up a Panel
of invited guests, organize that now. You will then be able
to publicise the workshop with many of the key details in
4. Create a WebPage / WebSite
I will go ahead and place a summary from your proposal onto
the GECCO'2002 Workshops web page. However, this is only an
outline of each workshop - your potential participants will
need to be given more information.
For each workshop it is _very_ helpful for the participants
if you (or one of your co-organizers) could put a webpage
or website together. This should include the workshop title,
contact details for the organizers of the workshop, the text
of the workshop call that you put out, submission details,
and any other information that potential participants may
find useful. Please e-mail me the URL when this webpage/website
is available so that we can link to it from the GECCO Workshop
website. If you look at the GECCO-2001
website you will see the web-pages that were constructed
5. Start to organize a Panel of Reviewers
If your workshop is going to select presentations/posters/
papers, then you should organize a panel of reviewers. Of
course, you should ensure that the review panel is likely
to be fair and impartial! You should ensure that you have
this in place BEFORE the deadline you set for workshop submissions
is reached. Similarly, you should have your review process
set up by this time.
6. Start to set up arrangements for further Publication
Many workshops arrange that full versions of the workshop
papers/posters/abstracts and/or reports on the discussions
in the workshop are published at a later date in a Journal
or Special Issue. If you wish to do this, you should start
to make arrangements now so that you can publicise this opportunity
with your workshop details.
Other organisational points are dependant upon the workshop
itself, but in all cases you should aim to have a list of
accepted papers/posters/abstracts to me by ***22
March, 2002*** and all hard-copy to me by ***26th
April, 2002***. If your participants require VCR
equipment for their presentations, then you should also get
the VCR Request Form to me by ***26th
April, 2002*** (you will be sent this form later).
Key Diary Dates
Workshop Organizer Deadlines & Guidelines Agreement form
filled in and sent back to the AAAI. Fax to 650-321-4457 or
445 Burgess Drive
Menlo Park, CA 94025
Participant list due to Alwyn Barry at firstname.lastname@example.org
Camera ready hard-copy of workshop material due to Alwyn Barry.
VCR requests due to Alwyn Barry.
Deadline for making hotel reservations.
GECCO-2001 registration form should be submitted to AAAI.
Workshop Organizers notified of room assignments
Workshops at GECCO-2002
contact information is:
Department of Computer Science,
University of Bath,
Bath, BA2 7AY,
you have any questions, feel free to contact me.