ECVP organizers manual
Contents
1. Organizer will be asked to provide a letter of invitation and possible other documents to enable a participant to attend You should organize these visa related activities in carefully and in advance We advise conference organizers to be extremely cautious as the requests may not be genuine and may legally entangle the organizer Do check the rules of your country and ask for professional assistance if necessary However do not refuse such requests otherwise the conference will end up systematically blocking scientist form certain regions some of them might be your grad students with the foreign passports Business Meeting At some point during the meeting usually on the last or next to last day you must schedule and chair a business meeting This is the only opportunity to transact the annual business of the conference Below we enumerate the main items of business in the order they are usually conducted Use web site to prepare agenda in advance to invite people to contribute Schedule time for all the activities such as awards presentations AVA award students award the Rank Prize Lecture and future meetings proposals Use web site to prepare agenda in advance such are important questions for which you need participant s vote Final Report At the business meeting it is traditional that the organizer present a report on the meeting summarizing information such as number of registrants and abstracts what countries2. and perhaps even daily in the days prior to and during the conference Ideally the core of the organizing committee should be a relatively small group of people 3 5 an uneven number is handy to force decisions assuming you use a democratic model with at least some actually based in the city where ECVP will be held Consider having people with different experiences interests age in your core group An experienced administrator e g from your department may be a valuable asset in case you need to handle a lot of administration yourself Lately this role was often performed by a professional agency In addition to this core there could be people part of this who may be less frequently involved but who you do want to give a real say in things or who might frequently be needed to give assistance advice You may wish to divide the various tasks discussed in this manual to different members of the organizing committee At the same time it is important that important information is shared among the core group in case of some unfortunate event that would impair a member to attend any further meetings Another thing to think about is how financial responsibilities are shared One model is that at least two people of the core group are required to sign any contract or financial transaction to make it valid This depends on other factors such as how you have covered legal issues Nowadays a lot of the financial legal issues are simplified
3. Number City Postal code Country Email URL Phone Mobile phone Registration fee ECVP Researcher ECVP Student VSAC Researcher VSAC Student Payment method Credit Card Bank transfer Click here for attendance letter Click here for visa letter ABSTRACT SUBMISSION Title Key Words Topics Key Words Methods Presentation preference Poster Talk Abstract length title authors and grant info not included should not exceed 200 words they can type or paste their abstract in this field If you have selected an oral presentation you can optionally include a one page PDF max 10MB extended summary please see the website for more information Tick if you have used formulas or special characters in your abstract Funding Grant information Another field where they can type or paste their info leave space for another 100 words Author s information this automatically fills in from the registration form 1 Author Name Middle Initial Surname BUTTON Add co author Name Middle Initial Surname BUTTON 1 Affiliation Institution City Country Authors select all that apply the system generates a falling window with all the authors listed in this submission and appropriate names are ticked BUTTON Add affiliation Institution City Country e mail address for corresponding author ILLUSION NIGHT Name Affiliation Name s and affiliation s of co presenter s E mail Ti
4. University if you are dealing with a local University they will have a finance department that will be able to open a special bank account for you for a small fee Alternatively you may be able to have an account within your own department if you can use the time of your local administrator 2 Professional Conference Organizer PCO if you are dealing with a PCO they will probably be able to open a bank account for you However this may inflate the meeting s budget due to VAT since the PCO is a for profit organization 3 Any other organization if you have contacts with a non profit foundation or a local academic group this could be an easy way to handle your finances 4 Private Account Some organizers have opened a new business account in the name of the organization In order to do this a temporary non profit organization should be created to avoid VAT What you need to worry about when you choose your bank account who can sign for the expenditures can get regular balance updates especially in the last few months can get a detailed breakdown can access the balance online if you want will the account holder be able to issue official receipts is the account taxable and how do handle VAT value added tax do want to open a Euro account rather than a local currency account if applicable Insurance It is a good idea to consider taking an insurance against bankruptcy There are
5. Words Choose key words carefully You will need them to match abstracts to its reviewer and later to assign them to correct talk poster session It might help to have a hierarchy or order of chosen key words so you know if author consider the abstract as an eye movement study that happens to deal with colour or a colour study that happens to use eye tracking methodology Option 1 3D Vision Depth Adaptation Aftereffects Ageing Applied vision Art and vision Attention Biological motion Brightness Lightness Clinical vision Colour Computer and Robot vision Consciousness Option 2 Key Words Topics no less than 2 and not more than 3 Aftereffects Art amp Vision Attention Binocular Vision amp Rivalry Biological motion Colour amp Illumination Contextual amp Top down Processes Crowding Depth 3D Stereo Development amp Aging Emotions Face perception Illusions Key Words Methods no less than 1 and not more than 2 Adaptation Applications Robots VR Interfaces Clinical Computational REVIEWING Contours Contrast Crowding Emotions Cognition Eye movements Face perception Haptics Imaging fMRI EEG TMS Illusions Learning and memory Models and theory Motion Multisensory processing Lightness amp Brightness Machine vision Motion Multisensory Processing Neural Mechanisms Object Recognition amp Categorisation Perception amp Action Perceptual Learning Perc
6. described above Also carried out some specific tasks in consultation with the Exec Committee such as organizing specific events in the meeting c Scientific Committee Call for Papers The Call for Papers should be issued by email lists vslist visionscience com cvnet the ECVP list on Nov 1 1 It may should contain the following e Dates e Location e Deadlines e When registration will begin e Website address e Titles of symposia e Speakers at symposia e Registration Fees e Special events e Contacts i e email address of organizer secretary Several examples of Call for Papers are given in the Appendix Website and App Since 1999 ECVP has had its own registered domain name ecvp org Andrew Watson is the current registrant of the domain and should be contacted with any questions regarding the domain It is important to distinguish between two distinct types of ECVP web sites The first is what we will call the home site of which there is only one and the second is what we will call a conference site of which there are many one per year The home site contains general information about ECVP A conference site contains information about the meeting for a particular year The home site includes links to the conference site for the current meeting and where available to past and future meetings At present the domain ecvp org points to the ECVP home site At present Andrew Watson is the manager of
7. exchanges try to address your choices on seasonal and traditional events of your area How do I choose the banquet Try to choose local customary foods and beverages in a special and lovely location affordable to everybody Specific advises Web site We created the website from scratch using PHP MySQL on a dedicated server running Apache under Linux Online credit card payment was handled by another server which was administered by our school online payment should work pretty similarly with any provider We didn t use a content management system CMS because there was not too much to manage However considerable time had to be spent to create HTML code which made the website look similar with different browsers For that reason it actually is a good idea to get the HTML code for the website layout created by some CMS or alike Personal note Why not outsourcing the project or at least using a conference management software This is a valid question and guess both outsourcing or using a software can be more efficient than doing it from scratch But what if the company or just the responsible programmer at that company is incapable or if the conference management system you have picked turns out to be insufficient Then you end up having paid quite some money and still having spent lots of unpleasant time to get the work done not speaking of the time you might have spent for finding out which company or the software pac
8. provide their opinions based on the following criteria April 28 May 11 Please rate the abstract along the following dimensions Interesting research problem scale 1 10 10 max Quality of the methods scale 1 10 10 max Theoretical importance novelty scale 1 10 10 max Clarity correctness of language scale 1 10 10 max Suitability for a talk scale 1 10 10 max Overall confidence in your ratings scale 1 10 10 max Additional comments and remarks h we look at those opinions and select posters vs oral presentations and make the timetable for the conference May 11 15 j we use system to notify the authors We select from the registered people to review System generates an e mail with the custom link bring them to this page otherwise invisible to the rest of the participants where they select key words and have access to their abstracts and criteria Lecture halls Provide bright laser pointers Standard laser pointers are often too dark for lecture halls Provide remote controls for the presentation The more devices you provide the better so participant don t need to joggle with USB receivers during the session Encourage the use of the presentation PC provided by you but allow the use of private PC Have USB sticks ready for the data transfer Keep the sticks empty and check for viruses regularly Even if video audio switches are used setting up the PCs in a way that the projector gives nice images is not tha
9. the journal Perception published by Pion but no longer as the printed booklet The costs of publication are negotiated with the publisher and in recent years have averaged about 10 11 abstract In order to avoid extra work and extra costs it is extremely important to collect and maintain the abstract data in an xml form which will be provided by the publisher If an online abstract submission system is used a highly valuable feature is if it collects the data in this xml format rather than as an unstructured text document The former is easy to convert to multiple formats including various programs and the abstract book while the latter is not see section on Abstract Submission Also take care to collect and check all the information that the publisher requires since collecting these data after the fact is nearly impossible The publisher will not copy edit the abstracts It is advisable to make arrangements with a publisher well in advance in order to understand costs and also the required elements and the format in which the material must be provided to the publisher You should certainly do that before you finalize your on line registration system You should contact Rory Clarke rory pion co uk at Pion by the end of the previous year with details of the person who will be coordinating the tagging of the abstracts into xml Then Rory will give them the xml template and ask that they submit a couple of trial templates not
10. the ECVP home site There are two ways to build a conference site for your meeting One is to create a separate independent site hosted on a server to which you have access If you would like to set up a separate independent site you would typically request the home site manager to create a link from the main site to your site and a redirection to your site so that the url http ecvp org 2004 for example would lead to your conference site The advantage of this approach is that you have complete control over your conference site and you can chose a server or internet service provider that has the storage and features you desire The disadvantages are that you must find and possibly pay for a server and that the site is unlikely to be preserved after the meeting is over While the home site has links to conference sites of past meetings many of those links no longer function as the conference sites have been dismantled In the future we would like to preserve at least some components of each conference site Alternatively you may choose to build your site on the server that hosts the ECVP home site this was done by Kusadasi 2001 Groningen 2000 Paris 2003 To do this you request space for your site from the home site manager A directory is created and access is provided to you to that directory which would typically be addressed as http ecvp org 2004 for example You would then upload files to the site via FTP or a site building
11. the past the organizer might consider soliciting advertisers whose ads would appear in the program book participant s bag and possibly the web site This is different from sponsors and exhibitors Perception Lecture The Perception Lecture is usually the most important invited lecture of the meeting It is usually scheduled to open the Conference and it is typically held outside of the Conference venue in some appropriate important historical or cultural venue For a number of years the publisher Pion has provided sponsorship of this lecture In recent years the honorarium has been of about 1200 GBP Communicate with Pion about suitable person for the perception Lecture about two years in advance Contact the speaker immediately after and have them committed before the business meeting of the previous year Make sure you understand what A V equipment speaker needs as there might be special requirements due to desire to present special demos for example Make arrangements with Pion and speaker about the money transfer The money from the Pion should at least cover travel accommodation and fee The whole sum should be given to the speaker The Perception lecturer should be encouraged to write a paper based on their talk for publication in Perception Also the lecture should be videoed to go onto the Pion website this could be simply with the use of a mobile phone or tablet A good example is the 2013 talk here http www pe
12. they came from who helped with the meeting budget sponsors plans for future meetings so far as they are known and any parting thoughts the organizer may have We urge each organizer to convey a copy of this report in the form of a PDF document to the ECVP general website manager where they may be made available to future organizers or the general public Next year The organizer of the next year s meeting provides a very brief report on plans for the meeting 2 yr proposals The chair asks for proposals for the year after next The chair will usually know of these proposals in advance and will allow each proponent to make a brief 5 min max proposal The chair will then conduct a vote to select the site for 2 years hence 3 yr proposals The chair invites preliminary proposals for 3 years hence As stated elsewhere in this document no vote is taken on these proposals Other business The chair may raise and ask for votes upon any other item and may invite other members to raise items This is an opportunity to pose questions to the attendees and to chart the future course of the meeting though there is no organization and hence no mechanism for enforcing any decision taken at the meeting beyond the votes of the Business Meeting attendees Next year organizers Last few years it has became customary to invite next year organizers to stay an additional day to meet with you You can give them all the advice data and files
13. they might need However most helpful is to stay in touch so they can request specific help as they face specific issues Further readings August Epple 1997 Organizing scientific meetings Cambridge University Press FAQ How can I make use of the general ECVP website Contact Beau Watson abwatson mail arc nasa gov How do find sponsors Sponsors are often connected to the country in which ECVP is organized Inquire locally Exceptions are US Airforce and EC Previous years organizers might also give you leftover money There s no formal ECVP organization I need one to get money support etc Despite many attempts the ECVP business meeting attendees tend very much against setting up a permanent organization Very often legal matters can be solved by establishing a local non profit body organization with legal standing just for the ECVP you are organizing That s how it was done in Groningen It removes direct legal risks and consequences from the organizers themselves Who can help me organize an ECVP No one in principle As there s no formal organization you are on your own This is both good and bad Future organizers should be aware that organizing a meeting will cost time whatever support others provide There s simply too many local factors that affect each organization differently want to organize an ECVP in 20XX How can get it Make a proposal and present it at the next ECVP business meeting How do I
14. this need not be done by a local agency and may benefit from consistency from year to year This may also be done without too much effort by the organizing committee Professional organizers are not cheap You may pay up to 1 6 of the total budget depending on services provided so you should shop around and compare prices services Important issues to take into account when choosing your professional organizer are e Experience with similar size nature conferences e Experience with international conferences English proficiency read written spoken Good references from previous customers Helpers Some local graduate students postdocs etc may help with registration paperwork etc and have their conference fees waived in return This can help cut costs Also undergraduates working in your lab might be around during the conference helping attendees with various issues from the orientation on the first day to attaching the poster on the poster board They are usually dressed in the recognizable T shirts Sponsors Sponsors are an important element of a successful ECVP In recent years they have typically provided about half of the funding for the meeting Typically sponsors are corporations government agencies and foundations Many sponsors are local but several are either international or have a long standing relationship with ECVP A list below provides some examples of sponsors from recent years along with some help
15. usual conference budget Conference APP and Conference site You should synchronize the creation of your web site and the app to avoid duplicating jobs For some time apps were available only for some type of phones but since 2014 we introduced an app that can equally well be used on all mobile devices tablets and computers laptops It also allows future conferences to build upon the previous year s ECVP app In the future the app might overtake many of the conference site features so it is best to conceive both things at the same time FACEBOOK Offers you an option of communicating in a less formal way use it as another channel to communicate info Online Registration amp Abstract Processing Since 1998 all ECVP meetings have employed some form of online registration and abstract processing While organizers may be tempted to create an online system themselves since 2001 every organizer has done so there are many reasons to use an existing system The two most important reasons are cost and effort To do the job properly is a considerable undertaking typically requiring much more time than expected And the costs of doing it oneself often turn out to be higher than using existing systems that charge a fee It may be useful to identify several separate elements of this process However your country might have a banking system that is incompatible with the existing on line registration system Make sure you understand thes
16. Additional rooms for board meeting of Percption 2 7 Registration desk 8 persons are sufficient even for the rush hours in the first day 2 8 Organization committee 5 2 people 1 coordinator program for e mailing 1 for site app registration system 1 for infrastructure poster boards printing student volunteers 1 admin bank sponsors 1 for symposia and for Illusion night organization 2 people for VSAC 2 9 Wireless LAN is customary 2 10 Conference Bag Sponsor materials booklet City Map Plastic badge pen notebook Personal Envelopes name badge participant letter banquet 2 11 ECVP T shirts are good to make student help visible 2 12 Luggage storage for the last day is very useful 2 14 Places to sit down around the venue poster sessions 2 15 Post signs clearly indicating venues and rooms 2 16 Password for conference free internet should be simple i e username ECVP201X login ECVP 201X 2 17 Post conference F1000Posters http f1000 com posters 3 1 We ordered 140 T Shirts 40 for the crew and 100 for sale 50 men SOwomen This was a little too much but the shirts including print were very cheap around 6 Euro per shirt If remember correctly we sold them for 10 Euro I think we sold around 80 T Shirts 3 2 Regarding the PR material we had banners outside the building And don t forget the lanyards for the badges as we did but luckily we recognized it some weeks before We also asked some TV
17. ECVP The Missing Manual A Users Manual for Organizers By Tiziano Agostini Frans Cornelissen Kristian Donner Jozsef Fiser Andrei Gorea Pascal Mamassian Susana Martinez Conde Brian Rogers Tom Troscianko Andrew B Watson ECVP The Manual Additions By Katie Nudd Gillian Porter Marc Repnow Michael Herzog Sun ica Zdravkovi Purpose of this Document Each year the responsibility for organization of ECVP passes into the hand of a new organizer Because there is no formal society or organization behind the meeting the organizer has been obliged to invent the meeting anew each year with little guidance beyond what they can informally extract from previous organizers While this method encourages novelty and creativity it imposes a heavy burden because there is no recipe to follow The purpose of this document is to lighten the load on the new organizer by collecting the corporate memory of previous organizers into a written manual Because ECVP has no formal vessel which might contain its laws everything in here must be considered mere suggestion This manual may also be useful or intimidating to potential future organizers and contains some suggestions for how to create a proposal to the annual business meeting Why Organize an ECVP It s a challenge allows full deployment of one s organizational skills A unique experience in learning non scientific issues Fun Promote one s country city or i
18. ail can also be offered depending on budget constraints Art and museum exhibits can be sponsored by local foundations sponsors Other activities are also possible such as pre post meeting excursions etc In this later case interested participants can be asked to pay a fee to cover a fraction or the whole of the costs Some other events that have worked well in the past were bike rides beach parties boat trips theatrical and musical events Professional organizers PCO In the early days ECVP was organized by a few volunteers but in recent years it has become more common to make use of a professional conference organizer PCO This may be a very useful investment The professional organizer will typically take care of e Facilities for setting up secretary staff phone fax networking e Processing of permits e Conference signage e Administrative management of commercial exhibits e Lodging reservations Travel reservations Renting and decorating conference venue Organizing social events Follow up of printing services e Management of rental set up and control of audiovisual equipment The PCO may also provide the services discussed below under Registration and Abstract Processing However these services may also be provided by an independent agency This has the advantage that the agency need not change from year to year while the PCO must The PCO may also assist in construction of the local website though
19. and press people to report about ECVP 3 3 We had also program plans for each day and for each room printed on DinAO 3 4 Print the names on the badges in large letters and on both sides 3 5 Free public transportation for the participants 4 1 Sponsors Exhibitors look for previous ECVPs Put their logos at various places booklet Abstract Book banners 5 1 Symposia Can be very time consuming because you have often to chase participants for abstracts etc particular the famous ones 5 2 Participant initiated symposia Let participants do their own program Communicate only with the organizer Reimbursements of various kinds are optional depend on your budget 5 3 Poster sessions should not be grouped in a single day but devided so every day there are several Face perception several Motion several Colour posters small sessions obviously stay within one day This worked really well for us People saw posters from their field and people from their field visited them 5 4 Last day without posters REGSTRATION SYSTEM DATA Once you enter to register there will be a few pages ordered as tabs PERSONAL DETAILS Name Middle Initial Surname General information Abstract submission Illusion night Award applicants Additional options Reviewers GENERAL INFORMATION Title as you would like to see it in your attendance letter Professor Dr User name Password Retype password Institution Department Street
20. application just as you would if the server were your own Organizers wishing to make use of hosting on the home site may need to negotiate issues such as storage and features required Proposed Home Site Features To provide a better infrastructure for future meetings it has been proposed that the home site includes some additional features These may be available for use by the time of your meeting Online Transactions Online registration credit card payment and abstract processing are large parts of the job of each organizer see section below Online Registration amp Abstract Processing It has been proposed that these services be provided in a consistent way from year to year by the home site This would allow the development of a persistent database of registration and abstract data and would make the user experience consistent from year to year Message board A message board organized by the year of the meeting might be useful for coordination and communication among attendees Home site funding Costs of maintaining the home site are at present modest but it is important to reserve some of your budget for this purpose Typical costs are for domain registration web hosting circa 500 total It has been suggested that the site be professionally redesigned and maintained which would entail costs Addition of online transaction processing would add substantially to the costs but would remove that expense from the
21. asing number of publications articles books special issues and meetings workshops symposia have encouraged researchers scholars and students to gather together in a unitary community that can cooperate discuss and develop new scientific perspectives in this complex and intriguing new field The Visual Science of Art Conference VSAC emerged as a_ natural consequence of the development and maturation of this community It was initiated by Baingio Pinna in 2012 with the aim of contributing to the scientific study of interactions between vision science and art The first VSAC was a satellite meeting to the 36th European Conference on Visual Perception ECVP held in Sardinia Italy VSAC welcomes all kinds of work and approaches from phenomenological to biological and computational exploring the link between the science of perception and the visual arts It also includes studies that might suggest new ideas and new findings useful for the experimental foundation of a Visual Science of Art Specifically VSAC is aimed at a deeper understanding of vision art and their relationship based on the observation that both visual science and visual arts i explore visual perception through its main properties color spatial vision shape visual organization depth and motion ii analyze and create a large variety of phenomena that involve a range of objects from the simplest possible to the most complex that involve integration across differe
22. ber of Abstracts in different areas Reviewers need to be asked well in advance whether they are willing to review Abstracts in late March early April perhaps giving them an idea of the workload and the time allowed for the review process allow 2 weeks maximum Reviewers also need to be asked about their area of expertise i e area in which they would prefer to review One possible way to do this would be to ask them to choose among the same key words used for the abstracts This will enable you to match reviewers and abstracts by the registration system If the on line Abstract submission process allows e g Ephesus the Abstracts for a particular Reviewer can be made available on the Web and reviewer s ratings entered on line Choose a simple scale and the criteria for making the ratings on a single dimension e g the quality of the science with some guidelines as to the expected average and standard deviation of the Reviewer s ratings Set a cut off score below which Abstracts should be rejected Traditionally only very weak or seriously flawed Abstracts have been rejected However a number of Abstracts would arrive in substandard English Finally you and your team can also volunteer to be reviewers previous year and learn about the process and which rating criteria to include Decisions about which Abstracts should be for Paper or Poster presentation should firstly respect the Author s preference for a Paper or a Poster Second
23. decide who has to be included in the organizing committee The role of the organizing committee is to help you in all the aspects of ECVP organization therefore you have to select a group of people that can cover all the different needs ranging from very practical and manual tasks to public image and relationships How do I decide who has to be included in the scientific committee The role of the scientific committee is to help you in organizing the scientific aspects of the Conference organizing symposia selecting paper posters editing and improving abstracts etc The different local organizers of the past ECVP used different criteria to select the scientific committee for example in Trieste first the abstracts were divided by main topics and then one expert for each one of these topics was named the action editor for the evaluation process They together with local organizers and symposia organizers formed the scientific committee In particular they had to send each abstract to at least two referees and then to send back an evaluation about the global quality and the suitability for paper poster presentation Is there any suggested rejection rate As low as possible The ECVP philosophy is to encourage scientific exchange among young researchers and to offer an opportunity to eastern countries scientists to present their own work How do I choose social events Since one of the ECVP main purposes is to promote cultural
24. e issues well in advance so that you can build your system accordingly This also might bring the issue of the currency exchange rates and similar Types of online transaction Online registration Creates a user profile name address etc Individual usernames and passwords usually allow the user to re enter the system at a later date to modify their profile Registration can be completed by online credit card payments see below Credit card Payments Used for registration fees and other payments To set up such a system is complex requiring contracts with an internet service provider a credit card verification service an e commerce merchant account service and a bank All charge for their services Beyond monthly service fees typical 75 month each transaction usually costs a fixed fee plus a percentage of the transaction often amounting to 5 or so for a typical registration Online abstract submission This allows authors to submit their abstracts online It is customary at ECVP that the registration must be paid in order to submit an abstract It is important to collect the data in a structured record based manner in xml so that the data can be checked upon entry and transferred straight into the publisher s template see section below on abstract publication This means that rather than accepting each abstract as a word file or pdf it should be accepted as adefined set of pieces of information such as author las
25. e of about 6 meters square List of exhibitors and contacts Exhibitor Address Tel email Email Website Contact Tel 1 480 985 Arrington 5810 Toll Free 1 katy ArringtonResearch com Research Inc 866 222 3937 Fax 1 425 984 6968 www ArringtonResearch com Katy Arrington SR Research 3206 Vance St EveLink Osgoode Ontario sol simpson eyelinkinfo com Sol Simpson Canada KOA2WO ane c o EYECOM Associates 6 rue Eugene Varlin Mr Stephane EYECOM 75010 Paris SLACHKAR COME6 FR iachkar tel 703 385 7133 HANY LC f Cleveland 9455 Silver King nancy eyegaze com Technologies Medical amp Court Fairfax VA www eyegaze com Inc Technical 22031 Coordinator 29 West Anapamu Street 101 Aeteanta Barbara usch worldviz com WorldViz LLC CA 93101 Phone eee Se age tna Matthias Pusch 001 805 966 0786 i i Fax 001 805 685 0401 Cambridge Tel 44 0 1634 TTEN IE PEN Research 720707 Fax 44 ta fee Bans aes Tony Carpenter Systems Ltd 0 1634 720719 ig Tue Margaret Barley M Onesios Ce Exhibits Centre 10 Barley Coordinator Mow Passage LAWRENCE ae Margaret Onesios erlbaum com Emily Chiswick London W ar ee ERLBAUM xyw50 dial pipex com Wilkinson ASSOCIATES pte aie 22 http www erlbaum com Editorial we 0 208 994 6477 P APEA NG Fax 44 0 208 Lawrence 563 1345 Erlbaum Associates Ltd Advertisers Although it has not been common in
26. eptual organization Reading Scene Perception Shape Neuroscience Developmental Visual development Electrophysiology Eye movements Multistability Rivalry Natural images Objects Perception and action Perceptual learning Perceptual organization Reading Scene perception Spatial vision Temporal processing Texture Visual search Spatial vision Surface texture and material perception Temporal Perception Vision amp Auditory perception Vision amp Haptic perception Visual Cognition Visual Consciousness amp Awareness Visual Memory Visual Search fMRI Individual differences Learning New Methods Psychophysics The reviewing process should look like this a Once everybody is registered coordinator assigns some participants status of reviewers team in advance decide which about 100 people should do this The registration system will sent the letters to invited reviewers to log into our system prepare this letter March 25th b they log into system April 5 10 c system enables us to match key words in abstracts with keywords for reviewers April 20 d the output is sent to us April 22 e we decide 3 reviewers for each abstract and 12 15 abstracts for each reviewer based on key words April 25 f we use the system to send appropriate abstracts to appropriate reviewers April 27 g they log on to the system and either download abstracts and the accompanying material or read it from the webpage and
27. er of the committee provides designs b a graphic artist is hired c acontest is organized see appendix for 2005 logo contest call Publicity amp Press Publicity Some means of advertising the meeting are Mailing lists send call for papers to vslist visionscience com and cvnet mail ewind com These have a wide distribution and are free Advertising in vslist will also result in an entry in their list of conferences ECVP s website Advertising at other websites www visionscience com websites of sponsors IBRO Advertising in journals past experience suggests this is not very cost effective As for ECVP 1990 amp 2003 advertising in scientific journal did not cost us a penny Meeting s poster at VSS sent to individuals and institutions by regular mail It hasn t been done every year It is unclear how much it helps vs cost Send poster to leading individuals around world ask them to post in department Press Coverage of meeting This is easier to accomplish if there are some public lectures events related to the meeting such as the art exhibit etc Local TV stations and newspapers can give coverage This is attractive to local sponsors and may increase last minute local registrations Banking A bank account has to be opened fairly early on to handle venues booking and early generous sponsors see Timeline section above There are different options on where this bank account can reside 1
28. ful contact information It is highly advisable to approach potential sponsors very early in the process see timeline Some may have time consuming application processes or may operate on particular application schedules List This list contains sponsors who have contributed substantial amounts in the past It omits very local sponsors who are unlikely to contribute outside their locale Also you can see the sponsors listed on the Conference web site and in the Abstract book Sponsor Year Amounts Contact Notes AT amp T 2001 10 000 IBRO International Brain Research eer 2001 7 000 Organization EOARD 2001 6 000 UNESCO 2001 5 000 NASA 2001 5 000 F R Kevin Jordan Samon atA UNIVENSNY 2001 2 000 kjordan mail arc Foundation nasa gov Alcatel 2001 1 800 Pion 2001 1 430 Dr Jonathan Briggs Perception jon pion co uk Lecture CRS 2001 1 000 Exhibitor Suggestions Occasionally a sponsor may be attracted by the opportunity to sponsor a special designated part of the meeting for example a lecture a symposium or a social event Exhibitors Exhibitors may be an important source of revenue Manufacturers of eye movements trackers dedicated visual display cards virtual reality soft and hardware are usually ready to pay between 1500 to 3000 fees for a space of between 7 to 9 meters square Publishers typically offer between 500 and 700 for an exhibiting spac
29. fund but in general probably it makes sense not to change the fees significantly Cancellation policy We strongly urge you to establish before the start of registration a clear and firm cancellation policy for registration fees Cancellations are an administrative hassle and typically cost money as well due to the fees involved in credit card transactions We suggest something like the following e Start of registration to the abstract deadline 10 or about 10 e Abstract deadline to the beginning of meeting 20 or about 20 e After end of meeting yes it happens no refund e Registrations for which paper is rejected full refund This policy should be stated clearly on the registration web page Review process The abstract submission deadline has traditionally been on a date in the first two weeks of March in the year of the conference The accepted Abstracts need to be sent to Pion at the beginning of May if they are to be published in Perception All Abstracts need to be reviewed preferably by two or more reviewers Organizers may choose to ask those who have reviewed abstracts previously lists are included on the web site app usually as Scientific Committee or they may ask those who submit abstracts whether they would be willing to act as a Reviewers Include a checkbox on the Abstract submission form The Organizer can then select Reviewers from that list taking into account their expertise and the num
30. ge at the registration desk that will allow them to join Cocktail and Coffee breaks Please type in the name your accompanying person Country Button Additional accompanying person KINDERGARTEN Within the Conference Centre there is a specially equipped space with professional child minders They can provide care during the conference hours 9am to 6 pm as well as 1 meal and 3 drinks Please contact us if you would like to use these facilities
31. given the popularity of requests for Paper presentations the average Reviewer s rating can be used to select those Abstracts chosen for Paper presentations although other factors such as the relevance of an Abstract to a proposed topic session the inclusion of young investigators women and other special factors should be taken into account It should be possible to notify authors about the acceptance of their Abstracts by the end of April but decisions about papers versus posters can be made sometime later Organizers should aim to have the program finalized and available on the website by mid June In assigning the abstract to sessions especially oral it is very helpful to preserve the authors order of chosen key words Conference Arrangements Coffee breaks It is traditional to give 2 coffee breaks one morning one afternoon Coffee cookies etc is a substantial expense Some conferences venues will only allow their own coffee caterer whereas other conference venues will be flexible Coffee breaks can be paid for by a local organizers b if the budget is tight attendees can pay for coffee c Coffee breaks can potentially be sponsored this hasn t been tried yet It will very rarely happen if ever that 100 of attendees will be present at any one coffee break A good number would be about 75 coffee servings of the total attendees below 70 in the last day Audio Visual Equipment It is important to get profess
32. he invited symposia May 1 0 Provide final Abstract selection to Pion May 1 0 Final conference program published on Web Jun 15 0 Publication of the conference abstracts in Perception Aug 1 0 Conference proper depending oman 0 5 days later 0 Proposal at ECVP Business Meeting Interest proposal at 3 years At the ECVP three years before your proposed meeting you are invited to make a proposal for hosting an ECVP meeting Several things are important here A preliminary i e 3 years in advance proposal is not mandatory You don t have to do it and doing it will not offer you an advantage over other proposals which may be made at the next ECVP meeting However ECVP attendees like to have an idea of what is likely to be happening three years down the line and therefore you are encouraged to make a preliminary statement of interest There will be no vote on your suggestion since that might appear to convey a decision to approve the site You do not need to do very much work at this stage particularly since the meeting may never happen the decision to approve is made at the ECVP two years before the due date However it would be good to know the city or place where the meeting will take place whether it s a city beach location or other location where the lectures posters will be held how people can get to the location who would be on the organizing committee what special symposia events you would like to
33. icrophones per session allows you to prepare the next speaker before the previous speaker is finished with his discussion If possible provide an extra microphone for the moderator in addition to two hand microphones which are brought to the audience by helpers during the discussions Provide the moderators with a list of talks which is easily legible big font and contains times full names of the speakers and the titles of the talks Miscellaneous 1 1 Payment in local currency to avoid exchange problems Think about VAT 1 2 Registration Payments first then abstract upload saves you a lot of reminders Student identification verified via www or letters from supervisors 1 3 Visa We did not issue invitation letters just confirmed abstract acceptance on request through a letter 2 1 Hotels Camp ground Apartments Dorms pre reserve via tourist info Publish on www Let participants make their own bookings 2 2 Conference Site Lecture Halls rooms with a capacity of 300 people is optimal Carefully chose which sessions run against each other 2 3 Useful Computer hubs for the talk session laser pointers power adaptors Mac adaptors Timer and 2 min sign Speakers should meet chair 30min before talk sessions 2 4 Posters boards poster numbers pins 2 5 Onsite catering only important when no infrastructure is close by Downtown venues may not need catering On the other hand the crowd stays together with catering 2 6
34. ing posters Make sure that the poster space has good ventilation It is helpful to locate coffee break near the poster space When you notify participants about poster board size make sure to specify the height above the ground Hotels This matter is highly dependent upon the location of the conference On occasion all attendees have been housed in a single hotel More often a variety of hotels and other accommodations are offered Distance to the conference venue is crucial Several options with different price ranges within walking distance are optimal Some form of discounted student housing should be provided Often this can be negotiated with the local university student dorms Also offer some hostels even a camp Nowadays short term apartment rentals are probably the optimal cheaper option Rooms need to be blocked in advance see timeline Make sure that the fees offered by the local organizing company if one is used are not higher than street fees Some hotels will provide extra facilities such as small conference rooms for the committee members etc Venues There are no rules regarding venues but some suggestions may make the proposal more likely to win the votes of the attendees If the meeting is hosted in a city the central part of the city close to restaurants main attractions etc will be usually more attractive to voters It is important to make sure that there is a room big enough for any plenary lec
35. ional service This is not the place for saving money or experimenting However this is not cheap either Find out exactly what minimum A V requirements different conference venues include with the rental of conference rooms Some venues will allow only their own A V equipment and staff Others will be flexible It is possible that the local university can offer discounts if their own A V equipment and staff are provided In each room ideally you should have e Video beam Spare presentation computer laptop e Hub to change fast from one presentation computer to the other Adapters for different computers Speakers connected to the presentation computer for the Multimodal and Developmental sessions Laser pointer Two wireless microphones one for speaker one for chair e One or two standing microphone for questions depending on the room size e One technical person assisting One backup set of everything it can be common to the simultaneous sessions Poster Boards Poster boards are often rented by the conference venue It is a good idea to estimate the number that will be needed and the cost per board Note that the cost of the board is usually the same whether you use it for 1 poster or 2 one poster on each side of the board ECVP traditionally uses portrait orientation of the boards Make sure that there is enough space for each poster and around each poster After all most of your participants will be present
36. kage might be the best Of course the decision also depends on your skills usually write programs for stimulus presentation or data analysis for Windows PC s using C C or MATLAB Over the years have also set up one or the other Linux system and a few simple websites some of which included basic PHP programming But am far from being an IT nerd had never used MySQL or any other database before and my PHP programming skills were medium at best But having to learn these things was actually a motivation for doing it myself was afraid of two things though the hardware and the online payment system The hardware however is not a real issue anymore nowadays although any system can be slowed down by bad programming but not much data has to be moved and the number of users interacting with the system at one point in time is well manageable And the online payment turned out to be no problem at all because all the security relevant stuff is handled by an external provider anyway What did underestimate though was the incompatibilities between browsers and the amount of script code finally needed to cover all the tasks along the registration abstract submission reviewing and publication process All in all it was a lot of work but unless don t have the direct comparison with either of the alternatives cannot tell whether going for the alternatives would have caused less work or my guess less pleasant work at the least Key
37. luding at the meeting Also at this stage you might rethink the option of having some professional help It can be within the University or the Conference Center depending how your Conference is conceived Formal proposal at 2 years This is the time when your proposal gets voted on by the business meeting The vote will be between your proposal and any rival bids whether or not these have been informally suggested one year ago Historically ECVP has made decisions to go for a wide variety of locations university cities and holiday resorts in many different countries Keeping costs down for young people and those from poorer countries is seen as an important issue At least basic plans for scientific and social events are necessary at this stage Contents of proposal presentation The location and dates of the suggested meeting The name of the proponent and the tentative organizing committee Your contact details The venue address location map photos Any original ideas about the scientific and social program symposia banquet art shows etc You should email this to the ECVP organizer ahead of the meeting and be prepared to make a short presentation about your proposal Votes If there are more than two proposals there will be at least two rounds of voting The first round is intended to eliminate all but the two most preferred choices In this round each person at the business meeting may vote for as man
38. necessarily real abstracts in advance to check they are doing it correctly Pion would like to start liasing with the person who will producing the xml tagged abstracts by January of the Conference year and then receive the final files by the end of May of the Conference year The contact information for general information for ECVP at Pion is Dr Katie Nudd Perception Managing Editor Pion Ltd 207 Brondesbury Park London NW2 5JN UK e mail katie pion co uk Tel 44 20 8459 0066 Fax 44 20 8451 6454 Web www pion co uk Registration Fees Early on you will need to decide on registration fees These are typically in four categories early late x researcher student Traditionally ECVP has endeavored to have low registration fees On the other hand they must be high enough to cover the costs of venues registration and abstract processing audio visual equipment coffee breaks and social events Lately we have introduced an Accompanying person fee This should allow attendance of Cocktail and Coffee breaks Usually attendants can bring any number of people to the Banquet as tickets are sold separately All of this is done through registration system as well as extra needs such as child care Historical data Up to date information may be found at ecvp org It goes without saying that the Conference organization will be more expensive in some locations and that some organizers will be more successful in securing additional
39. nstitution Attract scientific but also political attention from international national and local communities Past Organizers Past organizers are an invaluable resource The official ECVP website ecvp org provides a list of previous organizers along with contact information where known Be advised however that previous organizers having donated their pound of flesh are sometimes reluctant to donate another Each organizer is asked to revise and add to this document so we hope you will find much of their wisdom and experience contained herein Make sure you absorb its contents before you ask for help or information Timeline This table identifies major events on the timeline leading to a meeting Dates are given in which the year is expressed relative to the year of the meeting In this scheme the date of the meeting is written Aug 25 0 Item Start End Preliminary proposal to ECVP 3 Aug 3 Check with City Hall if they are to be involved Sep 3 ex Banquet Prepare proposal 2 years ahead select booking venue Jun 2 Aug 2 Prepare LOGO June 2 Aug 2 Notify organizer of intent to present at business July 2 meeting Y Present proposal to ECVP 2 Aug 2 Decide for the way to go for the Website and App Oct 2 Contact the bank or relevant authority to initiate on dwa line payment options Sponsors contacted Oct 2 Aug 0 P ting f d choi f s
40. nt sensory modalities and iii answer different but related questions about how and why we see the way we do This meeting is organized every even year i e 2016 2018 Although the participants of VSAC mostly come to ECVP they pay separate fees for this satellite meeting Therefore the meeting generates its own revenue It also has it s own expenses rooms equipment coffee brakes art exhibition space etc It might have its own sponsors Also business connected to ECVP such are exhibitors of the experimental equipment might decide to be present at the satellite meeting too Decide early if this conference is going to be run within the same budget plan So far this is what organizers have done Still it might be optimal to have another main person small team assigned to primarily to this conference Committee amp roles There are a number of roles to be fulfilled in the organization A rough indication is local organizing committee an advisory committee and a scientific committee To some extent there may be overlap and there can be extensions Often one group does it all Sometimes one individual does it all Here s an idea of the tasks and roles each of these committees may play Local organizing committee Makes decisions e Has financial responsibility e Does most of the actual work Contact with conference bureau PCO sponsors e Meets regularly monthly in relatively quiet times weekly in busier times
41. organize and any other information that might make the meeting appealing to the ECVP attendees However in recent year the conference has grown making the conference organization much more demanding job especially for non professionals Hence both potential organizers and the ECVP community are happy to have somebody seriously committed 3 years in advance After ECVP you should ensure that you are able to have the meeting at your proposed venue by making a provisional booking for any space required But try to avoid paying any deposits since of course there is still no certainty that the meeting will be held there You should begin continue to think about what symposia events to host both scientific and social and who might offer financial and organizational support to you for example the city administration may offer financial help and or host events such as banquets You may put this information onto a one page leaflet and bring this leaflet to the next ECVP business meeting Nowadays this practice is somewhat abandoned and most people simply prepare a presentation for the business meeting The organizer will give you a slot at the business meeting to make your proposal which you should prepare as a 5 min Power Point or similar presentation You should liaise with the organizer of that ECVP to ensure that you know when and how you are presenting during the meeting You are free to lobby on behalf of your proposal at any time inc
42. p and perhaps not result in the desired features 1 is a great deal of work and can only be considered if there is free programming talent and lots of time available 2 can work but is unpredictable 4 is the best option if it can be obtained at reasonable cost My POC says they can do this Should I accept their offer Sometimes a professional conference organizer will offer to include these services as part of a complete package Although this is tempting there are several reasons to be cautious The first is that unless they have a working system that they can demonstrate and that includes all the desired features there is little reason to believe they can provide it in the form and schedule required However this is an option that has sometimes worked in the past Budapest 2004 Belgrade 2014 It also helps if you are communicating with your professional conference organizer in the year prior to ECVP as you should In that case you can simply show them your profile for the current conference A second reason is that the POC is inherently local and thus changes from year to year On the other hand it would be very desirable to have the online transaction system stay the same from year to year If the POC does the online system it will change from year to year Features to look for Whatever route you go the following is a list of essential or highly desirable features for the online transaction processing system Str
43. rceptionweb com ECVP html The video file should be no more than about 400MB The list of Perception Lecturers can be found at ecvp org Tom Troscianko Award AVA sponsors this award since 2012 The AVA will provide up to 1000 E and expects the organizers to match that to give a total of 2000E but it might well be less Contact person for AVA is Timothy Meese lt t s meese aston ac uk gt The timeline The AVA committee meeting is about Oct Ha They send out the call for submissions early in the New Year and it would be good if that could be added to the ECVP web page at the same time Tim provides details at that stage The applications will be judged by a sub committee of the AVA with a decision to be made around April They like to get the money to the winner before the trip but the AVA can cover that and then have ECVP reimburse their share at a later date They need much about 5 minutes for the AVA the business meeting to make the award and for the winner to say something very briefly All of this should also appear on the Conference website app The Rank Prize Lecture Contact professor John Mollon jm123 cam ac uk about two years in advance about the Rank Priez Lecture Contact professor Mollon before you contact potential speakers because foundation has some specification who could be a suitable candidate of the appropriate distinction Still the choice of Lecturer is left to the local organizers Professor Mollon no
44. several levels of coverage and each country will have its own insurance system This is not very expensive if you only buy coverage for 6 12 months about 2 000 Glasgow in particular obtained insurance This has not been a common practice Legal Issues ECVP Trust Liability Signing contracts Financial aid ECVP has traditionally provided financial aid to needy participants This has enabled participation by economically disadvantaged countries In many years this aid has taken up 1 3 of the total budget A common plan is to require those seeking aid to apply request a specified amount and state the justification Applications are typically due at the same time as abstracts Applications are reviewed by the organizing committee and some are accepted Applicants seeking aid may be allowed to register without paying on the understanding that they will pay or withdraw if the application is denied If it is approved registration fees are usually part of the award A common award might be free registration plus several hundred Euros for travel meals and accommodation The remainder should be provided only at the meeting to prevent bogus applications All of this should be done through web site app and the Registration software Certificate of attendance The organizer should arrange to provide a certificate of attendance to those requesting it This may be provided by some POCs but can also be easily printed by the organizer Visas
45. t name abstract title abstract text etc In recent years some US institutions were unable to provide the registration payment in time but organizers were still accepting the abstract submission and later the payment Online abstract reviewing It is very useful if the reviewers are able to do their job online Among other things this relieves the organizer of the responsibility for sending out abstracts for review collecting reviews collating the data etc Many reviewers also prefer not to be online while reviewing so it is nice to leave this option too it should be possible to download abstracts How do I get an online transaction system There are basically four ways to obtain an online transaction system which includes software services and human support The services include internet service and credit card merchant services see above Support includes both technical support of the system as well as database maintenance and dealing with users problems and special cases e Write your own software contract your own services and get someone to provide support Use the software from a previous year modify it to suit contract for services and find someone to provide support Contract for someone to write and support the system Contract with someone to provide an already existing system This is usually called an Application Service Provider ASP Option 3 is likely to be costly take a long time to develo
46. t easy given the number of different OS presentation programs screen resolutions etc For example some laptops create a video signal which causes the image to be cropped by the projector even though the pixel resolution is fine depends also on the projector of course Sometimes there were also issues with gamma correction especially with Mac s Don t expect the participants to know their computers or presentation programs well enough to find the correct settings o Mac users seem to be more reluctant to put their presentation on a different laptop so providing a Mac presentation laptop might be not necessary In case other participants could help out with their Mac o Be prepared that people don t bring the appropriate power and video adapters especially for Mac s o If possible teach the people who are helping to set up the computers how to change important settings under the different operating systems and possibly presentation programs o If possible disable screen savers monitor off modes and standby modes Some laptops don t keep the internal external monitor settings when waking up from these modes o Some speakers prefer to have their laptop at the speakers stand In that case it is often easier to provide a video audio cable at the stand and then get the computers plugged in right before the talk starts at the risk of having the laptop intelligently change its settings between plugging out and in Having two clip on m
47. tifies the Rank Committee of organizer s choice at the following meeting They try to keep the arrangements as simple as possible The Rank Prize Funds will provide 1500 towards an honorarium for the speaker plus his travel and accommodation costs and registration About one month before the meeting send to Prof Mollon an invoice He will then place it in the hands of the appropriate officer and it will be paid by bank transfer The Rank Prize Funds will provide a framed Certificate for presentation to the Lecturer This will be presented at the business meeting Costs and Budgets Each meeting is unique and expenses in various categories vary widely depending on the locale but it is essential to have some idea of the costs involved In this section we provide a rudimentary budget template that may be useful in anticipating and enumerating your own income and expenses We also provide an excel spreadsheet that can serve as a starting point for estimation and calculation However the current budgets are always presented at the business meetings and they also provide usful information Graphic Design Professional and consistent graphic design enhances the reputation of the meeting and thus the likelihood of sponsorship Some items requiring graphic design are e Logo Website t shirt optional cover of program book e cover of abstract book stationary optional Some solutions that have been used in the past a amemb
48. tle of presentation Description of presentation 200 words max Brief description of presentation 50 words max that will appear in the ECVP program Space required for your demonstration e g 1m x 2m table 5m x 5m floor space 100 words max Time needed to set up your demonstration e g half an hour 50 words max Equipment needed for your demonstration e g extension cord power strip power adapter screen projector poster board table lamp easel etc 100 words max Web link if appropriate Anything else e g separate dark room internet access etc 200 words max If you need more information please contact Dejan or Oliver here are our ECVP e mails AWARD APPLICANTS ECVP grants Name Middle Initial Surname Position please chose one Graduate student Post doc Researcher Institution City Country e mail address Documents supporting your application 1 dokument One PDF file confirming your student status e g letter on headed paper from your advisor max 10 MByte and one PDF with supporting information explaining why you would like to be considered for funding max 10 MByte Tom Troscianko award they can download the form ADDITIONAL OPTIONS BANQUET Please let us know how many banquet tickets you need Please let us know if you have any special dietary needs ACCOMPANYING PERSON Please let us know if you would like to bring an accompanying person For 25 Euro per person they will receive a bad
49. tures e g the Perception Lecture which can be hosted elsewhere if necessary convenient cheaper Venues in less accessible parts of the city are possible if they have some special attraction The venue may cost as much as 1 5 of the budget but may on the other hand be nearly free if provided by a university or negotiated as part of a hotel deal The ability of attendees to travel to the meeting should also be considered In general the less accessible the fewer attendees should be expected Events ECVP has the tradition of integrating science art and culture in a fun way Social cultural events are encouraged and looked forward to Some of the events science museum art museum exhibits allow for connecting the meeting to the general public Events featuring some typical flavor of the city country hosting the meeting are usually very successful typical dances food etc You can also think of some social program for accompanying persons This is less common and may be left as extra cost options to the professional conference organizer if one is used Who pays for the social events Typically there is a banquet sometime during the conference Banquet fees are paid in advance at the time of registration by individuals Fees for the opening reception there is usually one are usually included in the registration fee The cost of the opening reception can be paid by a sponsor such as the City Hall A closing reception cockt
50. ubcontract includi rospec ing for and choice of subcontractors including Oct 2 hepa Website arrangements Contact the Rank Prize foundation decide the speaker Sep 2 Mar 1 and contact the speaker Establish preliminary committee Sep 2 Mar 1 Prospecting for and choice menu price of Banquet Oct 2 Jun 1 venue Prospecting for and choice of the Perception Lecturer Jul 2 Jun 1 Prospecting for and choice of the Invited speakers Oct 2 Aug 1 symposia P tation for the busi ti f ECVP AE presentation for the business meeting o Oct 2 AeA Special events decided Apr 1 Jun 0 Book Hotel space including low cost for students Aug 1 Launch conference website local info call for abstracts Oct 1 and other announcements Take over ECVP Facebook Approach Exhibitors mail previous ECVP previous VSS Aug 1 to Aug 0 1st Call for abstracts Nov 1 1 2nd Call for abstracts Jan 1 0 aa advertisements in Journals to appear in June eee neist Budget reviews Oct 2 Sep 0 Early registration Jan 1 0 Jun 1 0 Hotel reservation online procedure Jan 1 0 Jul 30 0 3rd and last call for abstracts Feb 15 0 Abstract submission Jan 1 0 Mar 15 0 Choice of referees Jan 150 Mar 15 0 Review process March 15 0 April 1st 0 Deadline for financial support applications Mar 15 0 Support requests decided Apr 15 0 Final selection of submitted abstracts Apr 15 0 Finalizing t
51. uctured database record oriented data collection and storage for both registration and abstracts Ability to edit abstracts up until deadline Ability to associate abstract authors with registrants Profiles for non registrant co authors Online abstract reviewing Online volunteering to review Help in assigning abstracts to reviewers for example creating a matrix for matching abstract key words and reviewers keywords Online access to registration data by organizers Online access to abstract data by organizers Online special event ticket purchase Online application for financial support Automatic generation of online program Automatic generation of abstract book Automatic email confirmations of all significant transactions Blast email to all registrants Online donation Online structured search of abstracts Ability to collect and coordinate data from multiple years For example costs of redesigning the site including online transactions abstract and review processing as well as other features see above were 5000 in 2003 Organizers should be aware that to such costs they should add about one full month of work supervising and interacting with the professional providers And they should be aware that this figure does not cover the transaction costs for online credit card processing which would amount to about 3 000 for a typical meeting Abstract Publication ECVP abstracts have traditionally been published as a supplement to
52. within the EU However be aware that as soon you are out of the EU things become difficult for the organizers but also for the business in general for example shipping the equipment for exhibitors Advisory committee A group of people who is supportive of ECVP and are willing to occasionally do a small task for you give you advice write a letter of recommendation This group of people you generally do not want to give any decisive power You could consider having a local advisory committee as well as a national or even an international advisory committee Ideally you could have one or two previous recent ECVP organizers on this committee Other people to consider dean of faculty mayor local science museum director curator politicians who have a link with science education head of department high ranking people in education Scientific committee This is in principle the group of people who will have any influence on the scientific content of the conference It may or may not include organizing committee people who organize a special symposium reviewers Other possible committee models The 2005 meeting A Coru a Spain included a Executive Committee with similar roles as the Local Organizing Committee described above It was decided to call it Executive and not Local Organizing Committee as only 1 of its 5 members was local b Local Organizing Committee with similar roles as the Advisory Committee
53. y proposed options as he she wishes Thus it is possible to vote for Option 1 and Option 2 but not Option 3 or only Option 1 or for all or none of them It is allowed to select only one of the options This round is repeated if there is a tie that prevents the top two choices from being selected In the final voting round i e when there are only 2 choices left people cast one vote for their preferred option The voting procedure is administered by the local organizer with the help of people to count the votes carefully Report at 1 years You will be expected to present progress report at the ECVP one year prior to the Conference You should have all the venues booked Conference Perception lecture Cocktail Banquet Illusion night the Rank Prize lecture workshops preceding the conference Also you should have already contacted invited speakers and this is the chance to announce their names You should announce the web site which is to be launched immediately after current ECVP is over You can invite people to organize symposia You should give people some idea about transportation accommodation and social events as well as points of interest of local culture history and geography VSAC Every second year a day prior to ECVP a satellite meeting is also organized The Visual Science of Art Conference VSAC Over the last few decades there has been a growing interest in studying interactions between art and vision An incre
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