Greetings HIW organiser
The HIW-common repo is intended for material that can be passed on to the next set of organisers. Keep private notes, correspondence, submission and review details in a different repo.
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Organising HIW is mostly sending emails to people and updating the website. The main responsibility is choosing a programme committee and coming up with a programme of speakers. What you don't need to worry about is booking the venue, interfacing with venue staff, or managing the money side of it. The ACM SIGPLAN people and ICFP workshops chair handles all of that. ACM SIGPLAN holds the money, decides on the cost of the workshop, and manages the registrations.
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Choose a co-chair.
Organising HIW is really a one person job, but it's good to have someone else in the loop, and to help choose programme committee members. Forward all emails to each co-chair, so if you break your leg doing something awesome then HIW can still continue.
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Read http://www.sigplan.org/sigplan_workshop_proposal.htm
The "Guidelines for General Chairs" and "Guidelines for Program Chairs" are particularly useful.
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Submit a workshop proposal.
The ICFP workshops chair will distribute a call for workshop proposals a month or two after the previous ICFP. This proposal describes what the workshop will be about, how many attendees are expected, and who might be on the PC. There are examples of previous proposals in the ~/events directory. Write up the workshop proposal and submit it to the workshops chair. Most of it can be copied from last year's proposal.
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Select a programme committee.
When the workshop proposal is accepted, contact four people and ask them to be PC members. The PC is mostly to help review the talk proposals, but they can also have suggestions for running the event. You need to supply the names of potential PC members on the workshops proposal, but should only contact potential members after it has been accepted.
The PC members should meet the SIGPLAN diversity policy http://www.sigplan.org/Resources/Policies/Diversity/. Sadly, achieving gender diversity in the HIW programme committee can be difficult due to the lack of qualified female candidates. If this is the case then note it explicitly on the workshops proposal.
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Write up the Call For Talks (CFT) announcement, and discuss it with the PC.
When choosing dates for proposal submission, notification etc, there are a few constraints: a) The HIW proposal deadline should be after Haskell Symposium notification. This is so people that get rejected from HS can still give a talk at HIW. b) Allow at least two weeks between HIW proposal submission and notification. The HIW PC will be spread out between timezones, so it takes a day for each 'round' in an email conversation. c) The HIW notification date should be before the ICFP online registration system opens. Ask the ICFP workshops chair when this will be. Most workshop attendees will decide whether to come to HIW based on the abstracts on the website. The full programme plus abstracts should be there before they need to decide.
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HIW usually has not invited speakers. We had one in 2018. There is no need to spend the budget; if unused, it it will be used for other ICFP purposes (e.g. PLMW).
In 2011 we could give up to two invited speakers free registration to the workshop. This was done by supplying them with a "free registration code", obtained from the ICFP workshops chair. The speakers entered this code into the online registration system.
If you don't have "invited speakers", the free registration codes can be given to speakers that submit regular talk proposals. In the past, the HIW PC has given free registration to PhD students that submitted good talk proposals but stated they were not sure if they could attend due to budget constraints. In effect, we "post invited" them. This looks good on the travel grant proposals that the students make to their universities.
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Spam the CFT to the usual channels, haskell-cafe, reddit, facebook, twitter, FP users group lists etc.
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Contact specific Haskell implementors you know might have a story to tell, and prod them to submit a talk proposal. You don't need to ask them to be "invited speakers", just ensure they submit a proposal.
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After the CFT deadline, collate all the proposals and mail them to the PC.
If some proposals lack information then request more from the proposer. Some people have an interesting story to tell, but aren't good at writing proposals.
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The PC (chairs included) reads the proposals, ranks them, and decides who will talk at the workshop.
Having PC members provide a [-2..2] integer ranking for each proposal has worked well in the past.
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Notify the potential speakers of the outcome.
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Update the website with the full programme and abstracts.
It is important to do this ASAP. Most workshop attendees will decide whether or not to come to HIW based on the programme and abstracts, so ideally it should be up before the online ICFP registration system opens.
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Respond to the ICFP workshops chair when they ask when you want your tea breaks.
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Ask the ICFP workshops chair what the copyright status of the videos will be.
If ACM SIGPLAN videos the talks themselves then they own the copyright, and there can be trouble if someone posts them on youtube (or vimeo). There can also be trouble if a third party (such as a HIW attendee) videos the talks concurrently and posts their own videos online.
However, if the local organisers record the videos, then SIGPLAN may only have a "right to redistribute". At HIW 2011, SIGPLAN had all speakers sign a form so that they could distribute the videos. We drew in a separate box that said "I also authorise these videos to be posted on public file sharing sites", and made sure to get a photocopy.
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Attend the event, and delegate PC members (or other people) to chair each session.
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Manage the lightning talks on the day.
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Post links to the videos, and/or talk slides on the HIW website.
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After the event, write up what you've learned and pass it onto the next chair.
Q: Where to I get the budget information? A: Ask the ICFP general chair for the previous year's workshop. Full budget information isn't known until after the event due to late registrations. ACM/SIGPLAN takes any left-over money to cover admin overhead.
Q: How should I decide when the deadline is? A: In 2016 we eyeballed it based on the time until conference from last year. It would have been better if we a week earlier. Ideally notifications would go out before the close of early registration, but when you are initially scheduling this date is usually not known.
- http://www.sigplan.org/sigplan_workshop_proposal.htm
- http://www.sigplan.org/Resources/Policies/Diversity/
These history records have the same format as that required by the ICFP workshop form.
-- HIW 2020
Name : Haskell Implementors Workshop (HIW2020)
Dates : 28 August 2020
Location : Jersey City, New Jersey (virtual)
Organizers : Ben Gamari
Website : https://icfp20.sigplan.org/home/hiw-2020
Number of submissions : 15
Number of accepted papers : 11 x 22 minutes (1 retracted) + 10 lightning talks
Registered attendees : 196
Actual attendees : AM: 60-90, PM: 50-70
Budget information : handled by ACM, co-located with ICFP
-- HIW 2019
Name : Haskell Implementors Workshop (HIW2019)
Dates : 23 August 2019
Location : Berlin, Germany
Organizers : Niki Vazou
Website : https://icfp19.sigplan.org/home/hiw-2019
Number of submissions : 17
Number of accepted papers : 10 x 25 min session + lightning talks
Registered attendees : 46
Actual attendees : AM 70, PM 50-74
Budget information : handled by ACM, co-located with ICFP
-- HIW 2018
Name : Haskell Implementors Workshop (HIW2018)
Dates : 23 September 2018
Location : St Louis, USA
Organizers : Joachim Breitner
Website : https://icfp18.sigplan.org/track/hiw-2018-papers
Number of submissions : 12
Number of accepted papers : 8 x 25 min session + 7 lightning talks
Registered attendees : N/A, 149 registered for the Sunday
Actual attendees : AM 49, PM 51
Budget information : handled by ACM, co-located with ICFP
-- HIW 2017
Name : Haskell Implementors Workshop (HIW2017)
Dates : 9 September 2017
Location : Oxford, UK
Organizers : Richard Eisenberg
Website : https://icfp17.sigplan.org/track/hiw-2017
Number of submissions : 13
Number of accepted papers : 11 x 25/30 min session + lightning talks
Registered attendees : 77
Actual attendees : AM 74, PM 77
Budget information : handled by ACM, co-located with ICFP
-- HIW 2016
Name : Haskell Implementors Workshop (HIW2016)
Dates : 24 September 2016
Location : Nara, Japan
Organizers : Edward Z. Yang
Website : http://haskell.org/haskellwiki/HaskellImplementorsWorkshop/2016
Number of submissions : 13
Number of accepted papers : 10 x 25/30 min session + 3 x 10 min session + lightning talks
Registered attendees : AM 72, PM 67
Actual attendees : 64, 71, 96, 63, 67
Budget information : handled by ACM, co-located with ICFP
-- HIW 2014
Name : Haskell Implementors Workshop (HIW2014)
Dates : 6 September 2014
Location : Gothenburg, SE
Organizers : Jost Berthold and Geoffrey Mainland
Website : http://haskell.org/haskellwiki/HaskellImplementorsWorkshop/2014
Number of submissions : 15
Number of accepted papers : 12 x 20/25 min session + 2 lightning talks scheduled on the day
Number of attendees : 78 (headcount 96 in the afternoon)
Registration fee : $150 ACM, $200 non-ACM, $100 student (ICFP workshop day pass)
late registrants paid $250/$200/$150 USD.
Budget information : handled by ACM, co-located with ICFP
-- HIW 2013
Name : Haskell Implementors Workshop (HIW2013)
Dates : 22 September 2013
Location : Boston, USA
Organizers : Ryan Newton
Website : http://haskell.org/haskellwiki/HaskellImplementorsWorkshop/2012
Number of submissions : 11
Number of accepted papers : 10 x 30 min session + 4 lightning talks scheduled on the day
Number of attendees : 48
Registration fee : $150 ACM, $200 non-ACM, $100 student (ICFP workshop day pass)
late registrants paid $250/$200/$150 USD.
Budget information : handled by ACM, co-located with ICFP
-- HIW 2012
Name : Haskell Implementors' Workshop (HIM2012)
Dates : 14th September 2012
Location : Copenhagen, Denmark
Organizers : Johan Tibell, Gregory Collins
Website : http://haskell.org/haskellwiki/HaskellImplementorsWorkshop/2012
Number of submissions : 16
Number of accepted papers : 10x 30 min pre-scheduled talks + 11x lightning talks scheduled on the day.
Number of attendees : 91 (including on-site registrations)
Registration fee : $150 ACM, $200 non-ACM, $100 student.
late registrants paid $250/$200/$150 USD.
Budget information :
-- HIW 2011
Name : Haskell Implementors Workshop (HIW2011)
Dates : 22nd September 2011
Location : Tokyo, Japan
Organizers : Ben Lippmeier, Neil Mitchell
Website : http://haskell.org/haskellwiki/HaskellImplementorsWorkshop/2011
Number of submissions : 11
Number of accepted papers : 9x 30 min pre-scheduled talks + 6x lightning talks scheduled on the day.
Number of attendees : 59 (including on-site registrations)
Registration fee : $120 ACM, $150 non-ACM, $80 student.
late registrants paid $150/$180/$90 USD.
Budget information :
-- HIW 2010
Name : Haskell Implementors Workshop (HIW2010)
Dates : 1st October 2010
Location : Baltimore, USA
Organizers : Simon Marlow, Duncan Coutts
Website : http://haskell.org/haskellwiki/HaskellImplementorsWorkshop/2010
Number of submissions : 11 talk proposals
Number of accepted papers : 10x 30 min pre-scheduled talks + 8x 5 min lightning talks scheduled on the day.
Number of attendees : 42 (including on-site registrations)
Registration fee : $170 ACM, $200 non-ACM, $95 student.
late registrants paid $200/$240/$110 USD.
Budget information : Total income $6380USD (~150 per attendee)
Expenses:
Catering $4410
AV Cost $580
ACM/SIG overhead $1390
-- HIW 2009
Name : Haskell Implementors Workshop (HIW2009)
Dates : 5th September 2009
Location : Edinburgh, UK
Organizers : Simon Marlow, Duncan Coutts
Website : http://haskell.org/haskellwiki/HaskellImplementorsWorkshop/2009
Number of submissions : 16 talk proposals
Number of accepted papers : 11 talks
Number of attendees : 51 (not including on-site registrations)
Registration fee : $125 ACM, $150 non-ACM, $75 student,
late registrants paid $150/$180/$90
Budget information : $95 per participant,
plus 16% overhead going to ACM,
plus a contingency buffer (15% of direct costs)
-- The "Haskell Implementor's Meetings" were informal meetings associated with other events.
-- There were a few before the 2002 one, but we're not sure of the details.
Name : Haskell Implementor's Meeting
Dates : January 2002
Location : Portland, Oregon
Organisers : (unknown)
Website : none
Number of submissions : (informal meeting, no proceedings)
Number of accepted papers : (informal meeting, no proceedings)
Number of attendees : about 20
Registration fee : unknown
Budget information : unknown