Elected Members
Ex Officio Members
Agenda / minutes
Minutes of the previous meeting
Matters arising
Code of Conduct (AA): intention to send to SC and to Terry and Simon for comments, eta within 2 weeks (AA). CF to ping 2 weeks
Follow up on decisions made last meeting (CF): newsletter, further conversations, smooth runnings now.
Update on ETHICOMP 2018 (GP, MW)
Registration: earlybird reg is moved back to July 15, prototype for registration is out there and being tested. Processes need confirmation on (GP) (confirmation of VAT). Registration hopefully by the end of the week/early next week. Travel arrangements website should be updated with preferred hotels within next week or so. MW & AE to send email to ethicomp-announce list/authors and start to push it.
Clarification of procedures: ethicomp-next list to have all authors and registered attendees; wiped every end of ethicomp.
registration will add to ethicomp-next.
end of ethicomp ethicomp-next participants asked to join ethicomp-announce
Travel information to include information on how to get back and forth; last transport between Gdansk/Sopot; restaurant suggestions. (GP)
Papers, keynotes, etc.: two keynotes confirmed, third hopefully confirmed tomorrow. Papers are trickling in, a few withdrawals but normal number. Otherwise not too much else to report at this point.
Evening activities coordination (WK)
possibility to let people know, particularly newcomers to the conference to know where people are going to dinners in the evening
google doc?
twitter preferred hashtag/equivalent for other platforms etc. e.g. #ethicomp2018; informal; multi channel (WK to take lead)
low tech supplement, physical board near coffee (GP)
low effort - just a list of where people might be.
ETHICOMP Procedures (post-2018)
Discussion based on question posed in Newsletter on submission policies (CF)
Panels - pre-arranged panels vs assignment to panels (or option to join a panel)
Poster sessions - a slot for people to stand around by their poster to give a 5 min talk (coffee breaks)
2 options - poster submission at beginning; possibility to convert papers to posters (but not the other way)
Track chairs to have option to run a panel (depending on papers received/appropriateness of panel to track) (and after to send full papers) (15 min talks + end discussion)?
Problems of panels if put together without care - not just vaguely related papers/randomly submitted papers.
Logistical issues - reviewers who don't come through in a timely manner; difficulty judging from one track - another if reviews were consistent quality; panel possibility at the main point would make the review process need to take longer (2-3 weeks longer); panels at a later stage (paper submission stage) also logistically a headache for program chair. Timing issues etc. are problematic.
Option for panel from beginning preferable, or track chair discussion with programme chair; organically.
Linkage between papers like with "orphan papers" that put into program slots together
Note about making room for good quality papers, not just quantity of papers. I.e. not lowering scholarship.
CF to write up discussion
Any other business
Next meeting
w/c/ 16 July (CF)