Check and respond to emails from the organizing teams.
Check with the organizing team to see if the call for submissions has accurate information about the mini-workshop events.
Respond to emails from interested colleagues about the proposals.
Keep database of submitted proposals sent via email. You should use the template given by the team to record each submission.
Form a team of reviewers and communicate with them before, during, and after the review.
Check to make sure that reviewers are all clear about the ranking criteria and the entire reviewing process.
Collect and quantify all rankings. Then, pick the top numbers that fit in the available slots. A few alternates should also be listed just in case of rejections by accepted proposal owners.
Assign each presenter his/her presentation date and time.
Send out rejection and acceptance letters. Troubleshoot in cases where assigned presentation date and time is in conflict with the presenter(s)’ schedule.
Communicate with the team and send the database to the conference organizing agent (Lisa Dyson) so that the information can be fed into the EV program book.
Continue to communicate with the team constantly.
Communicate with presenters as needed.
Make sure that the rooms are properly equipped for each presenter.
Prepare signs, sign-up sheets, and provide updates as needed.
Stand by to troubleshoot during each session as needed.