Committee makeup

This is only an example, feel free to deviate from it.

Web committee

Plan and maintain the program (talks, keynotes, breaks, sessions, etc.)
Decide the procedure and timing for call for abstracts
Plan for a late call beforehand
Recruit reviewers for the abstract
Manage the submissions and review process
be strict on the format; outline (BMC sytle), coauthor info,
acceptance notifications for poster and oral should be simultaneous and coordinated
the submission system could offer an option to express interest on presenting orally
Have a good confirmation workflow, to make sure we don’t have 30% empty poster slots like last year
publish accepted abstracts on the website as soon as possible
Coordinate room availability/location with ISCB
If possible, posters should not be 15 minutes away

Work tightly with finances to plan the TFs that can/will be offered
Coordinate with the Program committee for the procedure and timing of the call for applications to TFs
plan for a late call beforehand
Recruit reviewers for the TF applications
Manage the applications and review process

Contact sponsors for funding
Advise the chairs on budget issues, eg. by joining the ISCB SC finance committee meetings
Check with ISCB for the destination of registration money
E.g. €15/delegate were destined to the poster session reception. This can be different each year.

Design the booklet
Ideally we can evolve from Word into something better, more automated/maintainable
The booklet has to be kept in a “continuous integration” state.
Keep it updated as the organisation progresses
Very tight collaboration with the Programs committee, especially to keep track of not confirmed submissions that should be removed
Keep track of posters numbering.
very important to coordinate this with ISCB, for the numbering in the booklet to match the one to be used at the conference
take into account missing/not confirmed posters (don’t leave gaps, basically)
check if numbers will be provided or if they need to be printed by us.
check the fixing mechanism for posters.
Design the voting forms for best talk/poster

Design the logo Logo Thread
Manage communications with the (potential) delegates
Decide on a date for social event (evaluate pros/cons)
Last year it was right after SCS. Advantage is that not all delegates stay for the conference, and it’s usually easier to get them to come if it’s directly connected to the event, since the group is formed and active.
Survey possible locations for social event and SC HQ
Design flyers for the events to be emailed to delegates
Design the t-shirt for SCS T-shirt Thread (check budget with chairs/finance)
Plan keynote speakers gifts (check budget with chairs/finance)
Work tightly with the web committee updating the website with relevant announcements