The Publications Chairperson's first task is to determine the major cost-determining printing options and to contract a suitable publisher. The SP Executive Officer should be contacted for the names of publishers to consider. This chairperson considers various alternatives, makes some tentative decisions, and gets the approval of the General Chairperson and the Finance Chairperson. Then, with the advice of the SP Executive Officer, the Publications Chairperson negotiates a contract and forwards it to the Conference Board for signature by an SP officer.
The selection of a suitable publisher is a matter of vital importance, since confusion, delays and errors in the Advance Program, the Final Program, the Conference Guide, or the Proceedings can be devastating. Due to the size of ICASSP, it is extremely important to choose a publisher experienced in large conference publications with delivery at the conference.
For conferences held in the U. S., the publisher of choice has been McGregor and Werner, Washington, D. C. However, the printing business is very competitive, so it is worthwhile to investigate other alternatives for price and performance before committing to one. The Publications Committee is advised to consult with the Publications Chairpersons of prior ICASSPs to determine if the performances of their publishers were adequate. In the event that a decision is made to change publishers, the Conference Board should be consulted for its consent.
When budgeting for the publications and negotiating the contract, make sure that you fully understand the publication procedure. Each publication requires the collection and editing of the information, the composition and typesetting of the copy, the printing and manufacturing, and finally, the shipping and handling. Each step costs money. Obtain explicit written quotes and schedules from the printer before you start each job.
Historically we have often had trouble with late mailings because the publishers generally subcontract this task and do not monitor the subcontractors well. Make sure that the contract specifies mailing dates, that dated Post Office receipts be returned to the Publications Chairperson, and that there are penalties for late mailings.