most important point is that the organisation of the
workshop is entirely down to you. The next important point
is that the deadlines are entirely down to us - and you
MUST keep to them. The deadlines are reasonably long, but
you should act quickly in order to give your participants
should do the following now:
Organise and send out a Call for Participation
your proposal, you should be able to construct an
appropriate call for participation pretty easily. If your
workshop requires papers/posters/extended abstracts to be
submitted and reviewed, you will need to call for these
papers. If it does not, you will still need to start to
let folk know about your workshop and issue a call for
participation in the discussions.
should organise the dates of your call so that you can conduct
any review process, give out acceptance and rejection messages,
and send a list of those who have been accepted to me by ***19th
March 2003***. 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 *** 16th
April, 2003 ***. These are HARD DEADLINES, and so you
should ensure that you allow for late submission in your dates.
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. There
may be additional space this year, but please stick to this
limit for the present.
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 page allocation for your papers, please let me know as
soon as possible.
should construct this call and publicise it (often via
the 'standard' EC mail-lists) NOW.
any announcements, please include the following so that
recipients know the context and know where to go in order
to get additional information on registration:
Part of the Genetic and Evolutionary Computation Conference
Chicago on July 12 - 16 (Saturday
- Wednesday), 2003
A recombination of the 8th Annual Genetic Programming Conference
and the 12th International Conference on Genetic Algorithms
Sign the AAAI Form
will be sent "Workshop Organizer Deadlines & Guidelines
Agreement". You should fill that in and send it back
to reach AAAI by *** 12th December ***.
Invite Speakers / Panel Members
you have invited speakers, or if you want to set up a Panel
of invited guests, organise that now. You will then be able
to publicise the workshop with many of the key details in
Create a WebPage / WebSite
will go ahead and place a summary from your proposal onto
the GECCO'2003 Workshops web page. However, this is only an
outline of each workshop - your potential participants will
need to be given more information.
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-2003 website you will see
the web-pages that were constructed last year.
Start to Organise a Panel of Reviewers
your workshop is going to select presentations/posters/
papers, then you should organise a panel of reviewers. Of
course, you should ensure that the review panel is likely
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.
Start to set up arrangements for further Publication
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. If you would like
to ask your presenters for electronic copy of their paper(s)
or presentation(s) (PDF format preferred) then this may also
be included on the conference CD-ROM.
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 ***19th March,
2003*** and all hard-copy to me by ***16th April, 2003***.
If your participants require VCR equipment for their presentations,
then you should also get the VCR Request Form to me by ***16th
April, 2003*** (you will be sent this form later).
here to see Instructions for Presenters
Key Diary Dates
December 13, 2002 Workshop Organizer Deadlines & Guidelines
filled in and sent back to the AAAI.
Fax to 650-321-4457 or mail to:
445 Burgess Drive
Menlo Park, CA 94025
March 19, 2003
Participant list due to Alwyn Barry at A.M.Barry@bath.ac.uk
April 16, 2003
Camera ready hard-copy of workshop material due to Alwyn Barry.
VCR requests due to Alwyn Barry.
Early June, 2003
Deadline for making hotel reservations.
GECCO-2003 registration form should be submitted to AAAI.
Late June, 2003
Workshop Organizers notified of room assignments
July 12, 2003
Workshops at GECCO-2003
My contact information is:
Dr Alwyn Barry,
Department of Computer Science,
University of Bath,
Bath, BA2 7AY,
Tel : +44 1225 384489
Fax : +44 1225 383493
you have any questions, feel free to contact me.