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Responsibilities of the Steering, Program, and Host Committees
See Conference specific responsibilities of the Steering, Host, and Program Committees for a table noting which group has a primary, secondary, consultative, or approval role for various responsibilities.
Open Repositories Steering Committee (ORSC) responsibilities
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- Identify theme(s) of conference with approval by the ORSC.
- In coordination with the ORSC and the OR HOC, determine whether there will be a virtual component of the conference. (This is ultimately the decision of the ORSC.)
- Work closely with the OR HOC to ensure information is posted on the conference website.
- Work closely with the ORSC to ensure that the submission system (generally ConfTool) is set up and open when the CfP is released.
- With approval from ORSC and support from the OR HOC, set timeline for submission, review and notifications
- With support from the ORSC and the OR HOC, identify Track Chairs (e.g., Workshops, Developer track, Ideas Challenge, Posters, 24x7, etc.).
- Establish guidelines and expectations for each category of submission.
- Produce and publish the CfP with approval by the ORSC.
- Participate in management of social media (Twitter and Facebook) and communications about the conference alongside the OR HOC and ORSC.
- With the OR HOC establish expectations for posters (electronic only? If printed, what size?). There may be constraints on numbers given the size of venue.
- With support from the ORSC, recruit appropriate reviewers.
- Management of review and selection process for all content for the conference.
- With the OR HOC determine the number of acceptances possible given rooms and slots available.
- Once reviewing and review is complete, alert proposers of the status of their submissions.
- Identify workshops to be offered early in the process so that they can be included in the registration process (which typically opens before the program is set).
- Communicate workshop venue, participants limits, fees, timing to the OR HOC so that they can clearly post that information on the conference website.
- Set schedule for the conference and session themes.
- With approval from the ORSC, identify, communicate with, and manage the keynote speakers. Arrange with the OR HOC the travel and honorarium.
- Management of the website for submission, review, and acceptance procedure (in coordination with OR HOC).
- With the ORSC Chair and Vice-Chair and Chairs of the OR HOC, plan the opening and closing plenary sessions. Provide a slot at the end of the conference for next year’s OR HOC representative.
- Feedback to ORSC for improving the Conference Handbook.
Conference specific responsibilities of the Steering, Host, and Program Committees
This table outlines which group has a primary, secondary, consultative, or approval role for various responsibilities in the management of a conference.
(Please note that the Host and Program Committee chairs sit on the Steering Committee and participate in much of the decision making there.)
Steering Committee | Host Committee Chairs/Committee | Program Committee Chairs/Committee | |
Recruitment and selection of host organizations and site of conference* | Primary | N/A | N/A |
Decisions to cancel or transition physical conference to virtual | Primary | Secondary | Consultative |
Recruitment and selection of Program Committee Chairs | Primary | Consultative | N/A |
Selection of Program Committee members/Track Chairs | Consultative | Consultative | Primary |
Selection of conference venue and accommodations | Consultative | Primary | N/A |
Establishment and management of budget for conference | Consultative | Primary | N/A |
Recruitment and management of sponsors for conference | Secondary | Primary | N/A |
Conference theme, call for proposals, and timeline for submissions and acceptances | Approval | Consultative | Primary |
Conference structure | Consultative | Secondary | Primary |
Recruitment and management of reviewers for conference | Consultative | N/A | Primary |
Selection and management of keynote speakers | Approval | Secondary | Primary |
Payment of honoraria to keynote speakers | Approval | Primary | Consultative |
Management and execution of review and acceptance process for conference | N/A | N/A | Primary |
Communication with proposers on status of submissions and, if accepted, on logistics of presenting | N/A | N/A | Primary |
Planning of opening and closing plenary sessions | Secondary | Secondary | Primary |
Management of conference registration and fee collection | N/A | Primary | Consultative (for example, if workshops need to be included in the conference registration) |
Maintenance of conference website (hosted by CLIR) and mobile app or interface including conference schedule, logistics, and other relevant information. | Consultative | Primary | Secondary |
Management of submissions website (ConfTool) | Consultative (ORSC manages subscription and management of personal data) | N/A | Primary |
Social media communication and monitoring | Consultative | Primary | Secondary |
Provision of visa letters to attendees as needed | N/A | Primary | N/A |
Selection and management of fellowships | Primary | N/A | N/A |
Arrangement of travel for keynote speakers and fellows | Consultative | Primary | Consultative |
Coordination of A/V needs for presentations, event recording, live streaming, etc. | N/A | Primary | Consultative |
Reviewing and updating Code of Conduct and associated protocols | Primary | Consultative | Consultative |
Implementation of protocols for managing Code of Conduct violations | Secondary | Primary | Consultative |
Planning and coordination of meals and conference events | Consultative | Primary | N/A |
Management of logistics during the conference itself | Consultative | Primary | Consultative |
Assessment of conference including participant survey and post-conference review | Primary | Primary | Primary |
Return of any surplus funds to the OR reserve funds | Primary | Primary | N/A |
Open Repositories Resources
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