What are the duties of a publication chair in a conference? Here are some humble notes from my small experience and the pieces of advice of Francesca Lonetti. Most decisions are made in agreement with the general and program committee chairs, the publication chair is a “bridge” between them and IEEE.
T1: Estimate the total number of pages
Are the workshop papers included? Do you count the additonal pages (keynote abstracts, messages of chairs, workshop summaries, …)? The number of papers is less important.
T2: Ask for quotes based on the number of pages
You may find significant price differences between publishers…
T3: Specify the format
This has an impact on the number of pages.
T4: Set up the publication schedule
When are the camera-ready versions due? When and how is the copyright agreement handled? The schedule might be different between the main conference and the workshops.
T5: Specify the publication format
Online? Printed? CDs? USB sticks? Those options have an impact on the publication schedule (T4).
T6: Sign and fax the publication agreement
The publication is a contract with the publisher, an email only might not be enough
T7: Devise a process to collect the email addresses of authors
This will be used by the publisher to contact the authors. The process might be different between the main conference and the workshops.
T8: Check the important dates
Did the author receive the author kit? Did all the authors send the camera-ready? Are the papers online for the conference?
T9: Prepare the printed program
The printed program includes the list of accepted papers. You might be responsible for preparing this part.