Wiki Contents

Diversity Workshops or Seminars Orientation

Orientation Guide for New Organizing Co-Chairs or Program Committee Members

Thank you for accepting to be a co-chair for the Diversity in AI Workshop or Seminar! The following is a list of documents that help you to start as co-chair.

1. Respond to the Call for Proposals

  • Go to the conference website that will host the workshop, then find the corresponding Call for Proposals page which lists a Diversity & Inclusion call for activities, such as
  • Prepare a proposal and the proposal template can be found in the kddresearch Google Drive under the /AIDBEI folder. Please make changes to the requirements of the conference and review them with Dr.Hsu before submitting them.
  • Find the corresponding contact information and which is usually at the bottom of the page, then email the contacts, attach the proposal as pdf and cc Dr. Hsu and other organizing committees.
  • Check your email after submission, and do the followings after the acceptance of the workshop or seminar approval.

2. Clone webpage from previous AIDBEI iterations

  • Login to cslinux.cs.ksu.edu using your eID
  • Navigate to /web/kdd/htdocs/Workshops
  • Copy a folder or create a new one e.g./AAMAS-AIDBEI-2022
  • Modify index.html with your favorite HTML editor. Please make sure all the information has been changed, such as conference title, time, etc.
  • Now you can navigate to this page by https://kdd.cs.ksu.edu/Workshops/AAMAS-AIDBEI-2022/
  • Optional: change permissions of this folder to 755 (so that group users can also modify)
  • Ask Dr.Hsu or Dr. H. Yang to get the GoDaddy login information to change the link of the website to the AIDBEI domain.

3. Create Sign Up Form (Google Form) and Poster

  • Create a form like this and link it to the webpage. You can also find the form under kddresearch Google Drive /AIDBEI folder.
  • Poster design files from previous iterations can also be found in kddresearch@gmail.com's Google Drive (in folder named AIDBEI)

4. Publish a Call for Paper(CFP) online

  • Register CFP with EasyChair:
    • Login to EasyChair
    • If you don't have an account with easychair, please make one.
    • Go to the top tab "CFP", then click "Create New CFP"
    • Enter main details
      • Type: Other, Name, Acronym, Dates
      • Primary Research Area: Computing, Secondary: Engineering Topics
    • Edit Content and add details (like AIDBEI AAAI 2022 CALL for Papers)
    • Apply for Installation Request (Managing submissions via Easy Chair) by clicking option on the top right of the page.
    • Submit for Review (Publish CFP)
    • Please check your email inbox and spam box often once you submitted. The easychair will notify you through email within a couple of days.
    • Once the CFP and installation request (for reviewing) is approved, there is a handy checklist of things to follow (under Administration->Workflow).
    • After you invited all the program committees, please go to Administration-> Configuration, under Paper bidding and assignment, and hit yes for assigning the submitted papers to the program committee. You can also change other settings too based on your needs.
  • Register CFP with WikiCFP:
    • Go to WikiCFP, if you don't have an account, please make one as click the register button on the left of the homepage.
    • On the left of the homepage, click Post a CFP then fill in the corresponding information
    • Enter main details:
      • Title: Full title, Short Title
      • Year, Location, Date, Submission deadline, Notification Deadline and Final Version Due
      • Website link
      • Categories: machine learning, Diversity in AI, Computing
      • Call for Papers: Copy and Paste your CFP proposal.
    • Submit then you can modify if you need.

5. Adocate CFP Through Social Media

Make Fliers/Posters (Call for PC, Call for Participation) and advertise the event via social media. Sample design files (PowerPoint that you can use to generate PNGs) are available in kddresearch Google Drive (under /AIDBEI folder).

6. Email Invited Speakers and Program Committees

  • The Diversity group contact information, you can find here. Please email them with the content including:
    • Your self introduction and your advisor information
    • The purpose of the invitation
    • If the workshop is held virtually, please point it out and use Dr.Hsu's personal Zoom link.
    • The workshop website
    • The date of the conference, if you don't know the exact date of the workshop or seminar, please state a range of dates
    • The diversity of the group introduction.
  • Google some diverse or professional scholars who have been published papers or actively in the field. You need to email them and cc'd Dr.Hsu and your other organizing chairs. You can also ask Dr.Hsu for recommendations to people.

7. Collect All Submitted Papers Reviews and Send Notifications to Authors

If your program committee didn't finish the reviews 5 days before the deadline, please make sure to email them and notify them you need the reviews soon. After all the program committees finished their reviews, you need to send out a reject or accept email through easychair or your email. If you use your email to make notifications for the authors, please make sure ccd Dr.Hsu and other organizing chairs.

8. Collect All Camera-Ready Copy

If your accepted papers author does not submit camera ready version which needs to use PMLR format, please email them and get the correct format before the workshop or seminar starts.

9. Collect All the Talks or Recording All the Talks

  • If the workshop or the seminar is virtual, please make sure to email them at least one month ahead to get their talks tested on the computer.
  • If the workshop or the seminar is in person, please record all the talks and posted them on Volare.

10. Get Email List

If the workshop or the seminar is in person, please collect all the emails from the participants.

11. Publish Accepted Papers

After the conference end, you need to email Dr. Huichen Yang to get all accepted papers publish through PMLR.

Orientation Checklist

  1. Look at who has signed up (in the form)
  2. Get the signups from the conference chair and e-mail the registrants with a link to the form
  3. Make a list of past participants who have not been invited speakers or panelists; review the list with other PC members (and whoever has signed up as a reviewer via the form) and your OC (Dr.Hsu and whomever else you have selected from other #diverseinai institutions), prioritize candidates, and e-mail them
  4. Three days after e-mailing all registrants as of the conference early registration cutoff (which has already passed), look at who has signed up and manually paste in the rest of the addresses.
  5. Two weeks before the workshop, start a weekly countdown.
  6. One week before the workshop, start a daily countdown and tweet out the bio profiles of the invited speakers.

Last updated by vinnysun1 on Oct 30, 2023