From the point of view of an institution hosting DRH in year NN, a typical timetable might be as follows:
|Summer, NN minus 2||Prepare case for hosting DRH-NN|
|September, NN minus 2||Bid to host DRH-NN accepted|
|September, NN minus 1||Programme Committee for DRH-NN appointed|
|November, NN minus 1||First Call for Proposals for DRH-NN|
|February NN||Second Call for Proposals|
|March NN||Deadline for submission of abstracts|
|April NN||Notification of acceptance|
|May NN||Call for registration; provisional programme announced|
|June NN||Deadline for submission of final papers|
|July NN||Second call for registrations|
|Sept NN||DRH-NN takes place|
The Programme Committee should decide on the relative numbers of plenary and parallel sessions, and the maximum number of parallel strands; the latter should neither be so large as to make the conference incoherent, nor so small as to make the conference boring. In general, quality should be preferred to quantity, and variety to monotony.
In the DRH context, a poster is a paper presented in poster format rather than as an oral presentation.
Work not considered suitable for oral presentation may be considered for presentation as a poster, or posters may be explicitly requested in the CFP.
If a posters are solicited, the conference programme must include at least one timetabled plenary poster session during which all poster presenters can expect to be able to discuss their work with conference delegates.
Poster presentations should be included in the official conference proceedings and should be reviewed in the same way as papers intended for oral presentation.
Poster presenters should be given clear information about the amount of space available for displaying their posters and allocated a specific board.
In the DRH context, a workshop is a training event, lasting at least two hours, typically focussing on some particular skill or technology of relevance to the themes of the conference. Where such workshops are organized in conjunction with a DRH conference, the following recommendations may be helpful:
DRH is an important showcase for electronic publishers, academic projects, and even software developers. A permanent exhibit space is desirable throughout the course of the conference; it is highly desirable that this should be physically close to the main conference events, and that all delegates should be encouraged to visit it.
The Local Organizer (with assistance from the Standing Committee) should solicit potential exhibitors with a view to selecting those of maximum relevance to the themes of the conference
Exhibitors may be charged pro rata for exhibition space.
At the discretion of the local organizer, exhibitors may be entitled to reduced registration for the academic part of the conference.
The Programme Committee should conduct a careful academic review of all proposals submitted for DRH. The review should be carried out according to an agreed review protocol, which will address such issues as the following: