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Help for WNAR Program Chairs
The joint IMS/WNAR meetings are different from the joint meetings with ENAR/ASA  in that IMS plays a bigger programatic role.
 
Common Duties of IMS and WNAR Program Chairs
  1. Supervise local chairs.
  2. Set common deadline for abstracts (usually end of Feb. for invited papers,  April 15 for contributed papers).
  3. Contributed abstracts are pooled and then contributed sessions are formed.  Some sessions may be sole WNAR, some sessions may be sole IMS and some  sessions may be joint.
  4. Decide on registration deadline (usually June 1).
  5. If WNAR would like, help organize young researchers luncheon event - cost is then split evenly between the two organizations. (we do not always participate in the luncheon--most of the time this is a sole WNAR event).
  6. Jointly decide on room sizes for each session.
  7. Local chairs should work together to put up joint meeting website.  See http://www.math.sfu.ca/stats/wnar/ for a nice website.
 
IMS Program Chair Duties
  1. Coordinate with IMS Executive Director, Elyse Gustafson to oversee registration and all registrants send form to IMS (Elyse gets these).
  2. We (Program Secretary and Elyse) go through registration forms and tell program chairs which speakers have registered about 1 week prior to meeting.
  3. Coordinate with Elyse to provide abstract form.
  4. Ensure sufficient for  IMS program.
  5. Select organizers for IMS Scientific Sessions: See Help Page for IMS Program Chairs.
 
WNAR Duties
  1. Choose site.
  2. Choose conference location and hotel.
  3. They do workshop and they get expenses/profits.
 
Overview
  1. Read Announcements Information for including Meetings information the IMS Bulletin, e-Bulletin and IMS web site and Help Page for IMS Program Chairs.
  2. Start advertising  meeting in October.
  3. IMS/WNAR split expenses and profits  according to registration proportions.  Joint members count half.
  4. 4 days in all, with first day workshop.  Monday, Tuesday, and Wednesday of the last week of June. Sunday is WNAR workshop. Wednesday is half day.
  5. Abstract submission.  WNAR submissions go to WNAR Program Chair; IMS abstracts mailed directly to IMS Program Chair.
  6. WNAR and IMS Program and Local chairs appointed in April of preceding year.
 

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WNAR Document for Program Chair (for June WNAR meeting) (Last Updated: 1995)
This is a copy of the document WNAR provides to its program chair:

Identify research areas of current interest and together with President-Elect (who will be President at June meeting) discuss ideas for a theme for invited sessions at the meeting and a short course the day before the meeting.  If possible, bring suggestions for themes and short courses to the Regional Committee meeting the year before the meeting for discussion and approval.

Contact individuals to serve as chairs of invited paper sessions on these topics.  The chairs organize the sessions, that is, they identify and contact the speakers.  It is desirable to have commitments from the session chairs by mid-October, and the names of the invited speakers and the titles of their talks by early December.  Recently, WNAR has had around five invited paper sessions and two sessions jointly with IMS.  Typically, the sessions are one hour and forty-five minutes long and consist of three speakers.  Try to have enough sessions to attract members from both major areas of WNAR members (medical and environmental).

Contact potential teachers for short courses, and together with local arrangements chair, set up short course (identify materials to be shipped and copied, audio-visual equipment needed).

Discuss co-sponsorship of the short course with IMS program chair.  So far WNAR has identified short course teachers by word of mouth and from programs from other meetings.  Larger societies advertise for proposals (e.g. in AMSTAT news).

Send the names of all invited speakers and the titles of their talks along with short course information to the WNAR Secretary/Correspondent for use in mailings about the meeting  and publication in the Biometric Bulletin and other Journals.  This should be done by early December.

Receive abstracts (via US and electronic mail) for the contributed papers.  There are usually around twelve to fifteen contributed papers.  They can be organized in three to four sessions, with fifteen to twenty minutes for each paper.

Contact individuals to serve as chairs of the contributed paper sessions. Arrange the schedule for the sessions.  This requires coordination with the IMS program committee and the WNAR Student Paper Competition Chair.  There are some constraints to the schedule.  WNAR has a President's Invited Session and IMS typically has two Special Invited Sessions.  If possible, no invited paper sessions (WNAR or IMS) should conflict with these special sessions.  Also if possible, schedule the WNAR Student Paper Competition sessions on the first day so that the judges can decide on the winners before the President's Invited Address.

Collect abstracts from all the invited speakers.  The session organizers should ask their speakers to send in an abstract as soon as they can, but in any event it should be before May 15 (or another date specified by the local arrangements chair) so that they can be published in the abstract book distributed to participants at registration. Abstract length limitations should be given when they are solicited.  Abstracts can be sent via electronic mail.  This medium is actually preferable, so that they may be sent to the editor of the Biometric Bulletin by email. 

The program chairs should be sure that all invited speakers receive advance registration material and that the speakers are aware of the fees involved in attending the meetings.

Send the schedule, including the names of all speakers (invited and contributed, including student paper competition oral presentations) and the titles and times of their talks, to the local arrangements chair to include in the materials distributed at the conference.

Send all abstracts (invited and contributed, including student paper competition oral presentations) to the local arrangements chair (by May 15, or whatever deadline s/he provides).

Send all the abstracts (invited and contributed, including student paper competition oral  presentations) to the editor of the Biometric Bulletin for publication.

 

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