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= The Eurographics Conference Planning Guide =
= The Eurographics Conference Planning Guide =
Revision as of 11:18, 15 December 2009
- 1 EUROGRAPHICS ASSOCIATION EXECUTIVE COMMITTEE
- 1.1 Handbook of the Association (DRAFT Version 16)
- 1.2 NOTE
- 1.3 1. Introduction
- 1.4 2. The Current Organizational Structure
- 1.5 2.1 Education Board
- 1.6 2.2 Operations Board
- 1.7 2.3 Professional Board
- 1.8 2.4 Promotions and On-line Board
- 1.9 2.5 Publications Board
- 1.10 2.6 Workshops Board
- 1.11 2.7 Executive Board
- 1.12 2.8 Conference Steering Committee
- 1.13 2.9 Executive Committee and General Assembly
- 1.14 2.9.1 General Assembly
- 1.15 2.9.2 Executive Committee
- 1.16 3. Terms of Reference
- 1.17 3.1 Executive Board
- 1.18 3.2 Professional Board
- 1.19 3.3 Operations Board
- 1.20 3.4 Promotions and On-line Board
- 1.21 3.5 Publications Board
- 1.22 3.6 Workshops Board
- 1.23 3.7 Education Board
- 1.24 4. Appointment and Terms of Office
- 1.25 5. Fellows
- 1.26 6. Signing Powers
- 1.27 7. Expenses
- 1.28 8. Current Responsibilities
- 1.29 9. Board Membership (October 2009 - to be checked)
- 2 The Eurographics Conference Planning Guide
EUROGRAPHICS ASSOCIATION EXECUTIVE COMMITTEE
Handbook of the Association (DRAFT Version 16)
D.A. Duce 26 October 2009
This paper is an attempt at a document that describes the structure and working practices of the Association as they affect members of the Executive Committe and the Boards. It is intended as both a reference for existing Committee and Board members and an introductory guide for new members.
This is a revision of the document presented in August 2005.
- Composition of Eurographics Boards as of October 2009 has been added.
- Changes to operations made during 2009.
- Combination of Promotions and On-line Boards.
2. The Current Organizational Structure
The supreme authority is the General Assembly of all members with voting rights. The General Assembly appoints the Executive Committee. The administrative structure below the Executive Committee currently consists of the Officers of the Association, Chairman, two Vice Chairmen, the immediate past Chairman, Secretary, Treasurer plus the Boards, of which we have 7: Executive, Education, Professional, Operations, Promotion and On-line, Publications and Workshops. There is also a post of Assistant Treasurer. We also have three national treasurers, who look after the Association's bank accounts in the UK, USA and Germany. In addition, a Strategic Officer serves the Executive Board in a strategic planning role. The role of the Strategic Officer is to address strategic issues that do not clearly fall within the responsibility of any one of the Board chairs.
The Fellows of the Association also hold an annual meeting during the Annual Event to consider the appointment of new Fellows and other business.
The Association has a number of established national Chapters with local Executive Boards.
2.1 Education Board
The Education Board was formed in March 2002.
The Education Board organise workshops and a papers session at the annual event, to promote the theory and practice of computer graphics education.
2.2 Operations Board
The Operations Board is responsible for day-to-day membership matters and the administrative affairs of the Association.
The Association has a contract with TU-Graz to provide support services, which include support for the day-to-day running of membership affairs and payments. The Secretary has oversight of membership matters. The group of people providing support services is referred to as the EG Support Team.
The Treasurer looks after production of accounts, budgets and bookkeeping, and the Association's bank accounts in Germany and Switzerland. Members in the countries concerned look after the UK and USA accounts. The Assistant Treasurer is responsible for workshop finances.
A Minutes Secretary usually takes the minutes at Executive Board and Executive Committee meetings.
Some membership renewals in the UK (essentially those involving payment by cheques in pounds sterling) are handled initially by the UK bank account manager. When payments are received, details of member name, number and option selected are emailed to the Secretary, who acknowledges receipt and issues the membership card. A summary of transactions on the UK account, together with bank statements are sent to the Treasurer monthly or quarterly as requested.
The Assistant Treasurer looks after event financing and invoicing for non-member differentials and other invoices for workshops. It is usually the Treasurer who issues invoices to the annual event for non-member differential, copies of conference proceedings used and any expenditure (e.g. on mailing) incurred by EG in support of the annual event. In general, all invoices (with the exception of membership invoices) are issued by the Treasurer or Assistant Treasurer.
The EG Stand at the annual event is also organised by the Operations Board and the Promotions/On-line Board. We have developed standard ways of reporting the results of the stand, which enable comparisons to be made. A pricing policy for sales at events has been developed.
The Secretary and the EG Support Team maintain the paper archives of the Association and collections of reference material, such as conference CFPs and programmes and posters.
The duties of the secretariat include the following.
- Handling and management of the register of members, membership files and database.
- Collection of membership fees, deposit of cheques, collection of credit card payments.
- Preparation of mailing addresses for Computer Graphics Forum.
- Preparation of the ballot for the Executive Committee elections. The text for the ballot is based on the names of candidates provided by the Nominating Committee which consists of two members appointed by the Executive Committee and two by the General Assembly, annually. The EG Support Team manages the electronic ballot.
- General correspondence.
- Handling bookshop materials and orders.
- Preparation of annual invoices for membership renewals.
2.3 Professional Board
The Professional Board has responsibility for the Constitution and Bye-laws, national chapters, liaisons with computer societies in Europe, national graphics groups and international organizations and events. The handling of agreements has been streamlined by the introduction of standard forms of agreement. Three types of agreement have been standardized:
- Affiliation agreements with other societies. These may include a range of options from the exchange of information to reciprocal membership discounts.
- Sponsorship of events. Sponsorship in the sense used here implies a financial commitment by Eurographics.
- "In co-operation with" agreements with events. In the sense used here, this implies no financial commitment on the part of Eurographics.
The Constitution and Bye-laws were last revised in 2007 (to resolve inconsistencies arising from the change of date of the annual event with the provisions of the constitution concerning the date of the Annual General Meeting and the grace period before membership is cancelled for non-payment of subscriptions). The main reference documents of the Professional Board are the Association's Constitution and Bye-laws and the standardised affiliation agreements. The Professional Board has "care" of the local chapters and hosts an annual meeting with Chapter Chairmen.
2.4 Promotions and On-line Board
The Board is responsible for formulation and operation of PR strategy. The Board looks after the generation and distribution of promotional material (membership information, details of forthcoming events, etc.). Designated individuals on the Board are responsibile for the organization the EG presence at SIGGRAPH. This Board also helps with promotional material for the EG Stand at the EG event.
The Board has responsibility for delivery of on-line services via the EG web site. On-line services include the development of the EG site both for external viewers, as a showcase for the Association, as well as for Eurographics members.
For non-members, the web site provides information on the Association and on its activities, including publications information and a calendar events. Members are provided additionally with access to (parts of) the members' database, the EG Digital Library - though the EG DL itself is the responsibility of the Publications Board.
Arrangements with other Boards for providing and updating information are in place. The Board aims for effective lightweight processes.
Operational and development aspects of on-line services are managed under a contract with the EG Support Team.
2.5 Publications Board
The Publications Board looks after CGF and EG Publications. The Chief Editors of CGF are ex officio members of the Executive Committee. This was done in the past so that they have an overview of what is happening in the Association and are therefore in a position to co-ordinate the promotion of the Association through the journal with other promotional activities.
Current members of the Board are the Chairman of the Board, the CGF Chief Editors, the Workshop Series Chair, the Workshop Series Editors and EG DigLib Chair. The manager of the EG Support Team is the deputy chair of the Board.
As noted earlier, there is interaction between the Publications Board and the Online Board (web site) and the Workshops Board (publication of workshop proceedings).
Responsibility for financial management of Computer Graphics Forum, rests with the Publications Board in collaboration with the Treasurer and the Secretary. The Treasurer is responsible for paying invoices, the Publications Board and the Secretary for verifying that invoices are correct.
The Publications Board is responsible for management of the Digital Library and for the production of electronic and printed copies of proceedings - an activity referred to as EG Publishing. The mechanics of this are executed through the contract with the EG Support Team.
2.6 Workshops Board
The Workshops Board looks after workshop/symposium organisation and working groups. The policy on workshops is contained in the Workshop Organisers Guide and this is the main reference document of the Workshops Board.
EG currently has four types of workshops/symposia: traditional EG events, events co-sponsored by ACM SIGGRAPH, events co-sponsored by IEEE TCVG and events in co-operation with ACM SIGGRAPH.
Non-EG members attending workshops pay a differential supplement. Workshop organisers are responsible for paying this supplement to EG for all who are not members. The Workshop Board Chairman may request that workshop chairs be given access to appropriate fields in the EG member database, for the duration of each workshop, to enable necessary checking of application forms to be done.
For co-sponsored events, EG shares an administrative fee, the surplus, and the financial risk with the co-sponsor, as negotiated with the co-sponsor.
There are overlaps with the Publications Board in the workshop proceedings area, for which the Publications Board takes responsibility.
2.7 Executive Board
In addition to managing the day to day running of the Association, the Executive Board has a responsibility for conferences, together with the Conference Steering Committee.
2.8 Conference Steering Committee
The Conference Steering Committee was established in 2006. Its first meeting was in 2007. [CHECK] Responsibilities include:
- Define the paper selection process for EG conferences
- Approve the IPC chairs of EG conferences
- Select/approve non-local co-chairs of EG conferences
- Discuss and evaluate future conference sites
- Update and maintain the conference planning guide
2.9 Executive Committee and General Assembly
The duties of the Executive Committee and General Assembly are defined in the Constitution. The current set are included here for reference. The Constitution is available on-line at the EG web site.
2.9.1 General Assembly
The duties of the General Assembly (Article 8) are:
- adopt or modify the Constitution;
- elect and dismiss Executives and the Auditors;
- fix the annual dues;
- approve the regions and the minimum number of Executives from each;
- consider reports submitted to it and approve the accounts;
- approve the programme of work as defined by the Executive Committee.
Note Article 8.7. To be approved, decisions to fix annual dues shall require the favourable vote of two-thirds of the Corporate Members of the Association voting. All other decisions, except those reserved elsewhere in these Articles, shall require a simple majority of the Corporate Members voting. In the event of a tie, the Chairman of the meeting shall have a second, or casting vote.
2.9.2 Executive Committee
Article 14 defines the function and powers of the Executive Committee. The Executive Committee governs and represents the Association and shall have general charge of all matters of interest to the Association.
In particular the Executive Committee is empowered to:
- fulfil the purpose of the Association as it is defined in Article 2 and define its programme of work;
- administer the assets and property of the Association;
- summon the General Meeting;
- organize ballots and consultations by mail;
- approve an electronic ballot system for use in accordance with the provisions of Article 10;
- appoint and supervize subject and national groupings entrusted with special tasks within the general frame-work of the Association;
- appoint delegates or representatives of the Association to scientific conferences or meetings;
- carry out decisions of the General Meeting;
- present to the General Meeting annual and other reports and a financial report together with the auditor's report;
- accept new members of the Association;
- decide to terminate a membership;
- accept donations to the Association.
3. Terms of Reference
3.1 Executive Board
Management of the Association between meetings of the Executive Committee.
- Presenting estimates and budget and five-year forward look to the Executive Committee.
- Ensuring that contracts are signed in accord with agreed signing powers and receiving copies of signed contracts. (Note that originals of signed contracts are lodged with the Central Secretariat.)
- Ensuring audited accounts are available for the Executive Committee and General Assembly.
- Preparing reviews of strategic directions for consideration by the Executive Committee.
- Co-ordination of activities of other Boards.
- Management of events which fall outside the scope of the Workshops Board.
- To oversee the organisation of the annual event (conference and tutorials).
- To liaise with the local organising committee to ensure the smooth running of the event.
- To act as guardians of the Eurographics image in the presentation and format of the annual event.
- To oversee the preparation of contracts, budgets and accounts for presentation to the Executive Committee.
- To report on the state of annual events at each Executive Committee.
- To solicit and recommend venues for future conferences to the Executive Committee.
- Maintenance of the Conference Planning Guide. (Delegated to the Professional Board.)
- Collection and analysis of conference data.
- Provision of information about forthcoming conferences to the Operations Board for inclusion in the web site.
3.2 Professional Board
- Maintenance of the Constitution and associated provisions.
- Formulating policy on affiliations, sponsorship and "in co-operation with" status with other societies and events and negotiation of new agreements.
- Coordination of policy with national chapters.
- Protection and promotion of the professional image of the Association.
- Maintenance of the Conference Guide. (Delegated from Executive Board.)
3.3 Operations Board
There are three strands to the Operations Board: membership, finance and bookshop.
- Day to day operation of the secretariat and treasury.
- Production of quarterly accounts for circulation to Executive Board.
- Preparation of annual accounts for audit.
- Formulation and operation of investment policy.
- Operations of affiliation agreements with other societies with regard to new memberships and renewal of subscriptions.
- Preparation of annual budget and five-year forward look for submission to Executive Board, Committee and General Assembly.
- Organising Eurographics Stand at annual event.
- Operation of Eurographics bookshop.
The Assistant Treasurer has a number of responsibilities with respect to workshops and works closely with the Workshops Board to discharge these.
- Checking EG workshop preliminary budgets.
- Approval of use of hardship funds for workshops (jointly with Workshops Board Chairman).
- Issuing invoices to Workshops for supply of books and differential between EG and non-EG fees.
3.4 Promotions and On-line Board
- Production of PR material, Press Releases, etc.
- Organising Eurographics representation at other events.
- Formulation and operation of PR strategy.
- Management of EG presence and stand at SIGGRAPH.
- management of the EG web site.
3.5 Publications Board
- Formulation of strategy for publications.
- Operation of the journal, Computer Graphics Forum.
- Negotiation of terms of contract for Computer Graphics Forum and other publications, prior to approval by the Executive Board.
- Publications of the proceedings of the annual event through Computer Graphics Forum for which the chief editors of the journal have special responsibility as ex officio members of the International Programme Committee.
- Publication of workshop and other proceedings.
- Management of the Eurographics Digital Library.
3.6 Workshops Board
- Formulation of strategy for workshops and working groups.
- Maintenance of Workshop Organisers Guide.
- Operation of Working Groups.
- Approval of scientific content, organisational and financial aspects of workshop proposals, the latter together with the Assistant Treasurer.
- Publicity for workshops and working groups, and soliciting reports for Computer Graphics Forum.
- Publicity of EG activities at workshops.
- Supply of information to the On-line Board about workshops for inclusion in the EG web site.
3.7 Education Board
Formation of the Education Board was agreed in March 2002. Terms of reference have not yet been defined.
4. Appointment and Terms of Office
The table below summarises the processes by which the Executive Committee, Boards and officers are appointed and their terms of office.<thead> </thead>
|Function||Method of Appointment||Term of Office|
|Executive Committee||21 elected members appointed by ballot of all ordinary members and fellows||3 years renewable from 1 January following year in which election held|
|Boards||Chairman appointed by Executive Committee, must
be an elected EXC member. Other members appointed byChairman
|1 year renewable|
|Chairman, Vice Chairmen||By Executive Committee, must be elected members of EXC at time of appointment||2 years, renewable|
|Secretary, Treasurer||By Executive Committee, need not be elected members of EXC||1 year renewable|
|Computer Graphics Forum||Chief Editors Executive Committee||4 years|
|Computer Graphics Forum, Editorial Board By Chief Editors||3 years|
|Workshop Proceedings Series Editors||By Executive Board|
|Chairman of the Fellows||By the Fellows|
It is recognized that it is highly desirable, but not essential, that one of the Vice Chairmen should be Chairman elect.
The following constraints on holding office were agreed by the Executive Committee in September 2003. The conditions relate to the EG Board chairs, EG Officers (excluding Administrative, i.e. Secretary and Treasurer and Strategic Officers) and to Chapter Committee officers. It does not relate to Chapter committee members in general or to members of our various Boards in general. It does not prevent a continuing role as a member of these committees. It does not otherwise relate to the Executive Committee members.
- There should be a limit on total period of service, 8 years.
- There should be a limit on the period spent in a single role, 5 years.
- These limits are counted independently at Chapter level and EXB level (that is, Chapter service does not count in any way against the time of EXB service, or vice versa).
- Appointment to EG Chair or Vice Chair each extends by two years that person's total under condition (1) (so that a Chair does not have to stand down prematurely on a technicality), or by the amount of time they spend in that role if less. We note that EG Chairs are already limited to 4 years maximum and Vice Chairs will be limited to 5 years in that role by (2).
The Constitution and Bye-laws define Ordinary Membership, Student Membership, Honorary Membership and Fellowship. Fellows are now elected by the existing Fellows of the Association, acting as a College of Fellows. The Bye-laws define the criteria for election to Fellowships. An annual meeting of Fellows is held at the annual event and the results of the deliberations are reported to the Executive Committee and General Assembly. It is customary for the Fellows meeting to be held on Monday evening in order that the results are available for the Executive Committee meeting the following day. The Fellows now have an internal organisation with a Chairman and Vice Chairman. The Fellows have defined procedures for the election of new Fellows (which came into effect during 1998/99).
6. Signing Powers
Article 18 of the Constitution states that:
The Association is bound by the signature of its Chairman, or should the Chairman be prevented from signing, of one of the two Vice-Chairmen or the Vice-Chairman ex officio, together with the signature of another member of the Executive Committee.
There are some circumstances in which this formula turns out to be overly restrictive and the Executive Committee agreed in September 1993 to delegate authority for signing contracts to certain individuals for certain kinds of agreements, according to the table below.<thead> </thead>
|Annual event||Chairman and Vice Chairman|
|Tutorial lecturers for annual event||Tutorial Chairman and Conference Chairman, and (usually) Conference Officer|
|Symposia||Chairman and Vice Chairman|
|Workshop||Workshops Board Chairman|
|Computer Graphcs Forum||Chairman and Vice Chairman|
|Contract for a series of publications||Chairman and Vice Chairman|
|Publications in a series for which there is an agreed standard contract||Publications Board Chairman|
|Licence to Publish||Conference Officer (for conference publications - tutorial
notes, STAR reports etc.)
Publications Board Chairman (other cases, e.g. workshoppublications)
|Use of material in which Eurographics holds copyright||Publications Board Chairman|
|Chapters||Chairman, or a Vice Chairman, individually|
|Affiliation, sponsorship and "in co-operation with agreements"||Professional Board Chairman agrees and signs|
|Bank accounts||Chairman, Vice Chairmen, Treasurer and Secretary (unless agreed otherwise)|
It does occasionally happen that a contract has to be signed in a short space of time. In such circumstances, the Chairman and Vice Chairmen are authorized by the Constitution to sign on behalf of the Association, but an exception is made for the annual event contract and the Computer Graphics Forum contract which should always carry two signatures as a protective measure.
Anyone signing a contract on behalf of the Association should lodge one original copy of the contract, signed by all contracting parties with the Secretary of the Association in Aire-la-Ville. Officers signing contracts are also reminded that it is customary for all parties to also initial each page of the contract and schedules on all original signed copies.
Travelling expenses are not paid for Executive Committee meetings. Expenses are payable for Board members and other officers in the discharge of their duties, when no other financial support is available. Details of the payments procedure are available from the Treasurer. Claims forms should be returned to the Treasurer.
8. Current Responsibilities
The table below lists responsibilities other than those covered by the composition of the Executive Board.<thead> </thead>
|UK Account Manager||David Duce.
Note: Bob Hopgood and Phil Willis are also signatories
|USA Account Manager||Elaine Bono.
Note: Peter Bono is also a signatory
|Executive Committee Minutes Secretary||David Duce|
|Fellows||Chairman: David Duce (elected 2002)
Vice Chairman: Jose Encarnacao (elected 1998)
9. Board Membership (October 2009 - to be checked)
|Operations||David Duce (Chair)
|Workshops||Heinrich Mueller (Chair)
R. Daniel Bergeron
|Publications||Dieter Fellner (Chair)
|Promotions||Mary McDerby (Co-Chair)
Marcus Magnor (Co-Chair)
Rest of membership uncertain
|Education||Isabel Navazo (Chair)|
Vice Chairmen Ertl, Duce
The Eurographics Conference Planning Guide
The first 6 sections (Introduction to Timetable for Organisation) together with Appendix 1 have open access. Access to the whole Conference Guide is available on request to any group who are planning a bid to host the conference. Please contact the Professional Board Chair (mailto:firstname.lastname@example.org) for more information.
- Applying to Host the Event
- Role of the Eurographics Executive Board
- The Local Organising Committee
- The Conference Organiser
- Timetable for Organisation
- The Budget
- The Web Pages
- The Tutorials
- The Conference Programme
- The Günter Enderle Award
- The John Lansdown Award
- The Short Presentations
- State-of-the-Art Reports
- The Social Programme
- The Slide and Animation Competitions and Shows
- Graphics Labs Database
- Computing Equipment and the Internet
- Student Volunteers
- During the Conference Week
- Optional Events
- Appendix 1: Application Form to Host the Annual Event
- Appendix 2: Sample Letters and Forms for Tutorials
- Appendix 3: Sample Letters and Forms for Conference
- Appendix 4: Günter Enderle Award Committee: Procedures
- Appendix 5: Opening and Closing Sessions
- Appendix 6: License to Publish Form
- Appendix 7: ISSN for Conference Proceedings