ACL 2025 Virtual Infrastructure Co-Chair Summary
Apr 2025
Virtual Infrastructure Co-Chair of ACL 2025 (Vienna), together with Avi Sil (IBM Research) and Yang Liu (Microsoft). The role owns the virtual side of the conference: the Virtual Day program, the virtual poster sessions in Gather, and coordination with the Underline platform.
The work is organized in a duties and milestones tracker (linked below) that records every task with its dependencies, start date, deadline, and completion status. The timeline below follows that tracker.
Timeline:
- By July 2024: get in touch with the previous year's virtual chairs to inherit processes and lessons learned.
- May 2025: contact Underline and set up the virtual platform for the conference.
- May to July 2025: decide the virtual program format with the main conference chairs: oral presentations over Zoom, Findings presented in Gather (July 28, 18:00 to 19:30). Coordinate with the SRW and Industry track chairs so their virtual presentations share the poster time slots, with the survey offering matching timeslot choices.
- July 2025: send the presentation-time preference survey to all virtual presenters and consolidate the results, deduplicating repeated submissions by keeping each presenter's most recent response.
- From July 12, 2025: build the Virtual Day session schedule from the main conference program and the accepted-papers list, including the Best Paper session; recruit timezone-matched session chairs and volunteers through volunteer forms and personal networks; review the virtual-day sections of the conference handbook.
- Conference week (late July 2025): set up the Gather Town space for the virtual poster sessions, promote the virtual presentations, and distribute video recording instructions to main conference presenters.
Working materials:
- Duties and milestones tracker: every task with its dependencies, start date, deadline, and status, plus the chair roster and pointers to all other working documents.
- Presentation time preference survey form: the survey instrument itself (public form, now closed).
