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ICCV 2003 received nearly 1100 abstracts, which turned into 966 full submissions. Of these, the great majority were submitted less than two days before the deadline. A total of 199 papers (20.6%) were accepted: 43 (4.4%) for oral presentation and 156 (16%) for poster presentation. 164 program committee members and about 156 auxilliary reviewers provided the 2900-odd reviews that were needed, and 3 program chairs and 27 area chairs oversaw the assignment and reviewing process.
The approximate count of the 199 acceptances by affiliation of the first author is:
However note that - especially in the US - many if not most of the authors were born outside their country of affiliation.
The main conference had about 622 participants from 36 countries, plus 74 registrations for workshops only. About 42% of the participants were from Western Europe, 35% from North America, 16% from Asia, and 4% from Israel.
In comparison, ICCV 2001 in Vancouver had 662 main conference participants plus 62 workshop only ones - about 6% more. It accepted 205 papers (3% more) - 45 orals and 160 posters - but it only had 596 submissions (39% less) and hence had a significantly higher acceptance rate (34%).
Besides the main scientific paper program, there were 7 free half-day courses given by 18 well-known presenters, 9 workshops, and about 27 scientific demos.
A generous grant from the PAMI TC allowed us to award a total of 11 travel grants.
ICCV'03 gave 50% reduction to students (who got proceedings but no banquet) and on top of this 20% increase for non-members and 25% increase for late/on-site registration. Percentages of registrants and registration fees were as follows:
| Student Member | Student Non Member | Member | Non Member | Total Main Conference | Workshop only | |
|---|---|---|---|---|---|---|
| Early | 13%, $227 | 19%, $284 | 35%, $454 | 21%, $568 | 88% | |
| Late/on-site | 1%, $272 | 2%, $341 | 7%, $545 | 2%, $681 | 12% | |
| Total | 14% | 21% | 42% | 23% | 100%, $404 | 12% |
The student member advance figure includes complementary registrations for student helpers (21% of total) and student travel grant holders (13%), and the member advance figure includes complementary registrations for course speakers (5%). The 'total' fee is an average over all categories (excluding complementary registrations from the fees but not the numbers). The workshops-only registration is a percentage of the total main conference registration.
We 'only' charged USD 100 for each additional proceedings page (an average of 1.3 extra pages per paper were sold). The actual cost to the conference for an extra page is only about USD 20-25, so it seems unfair to poorer researchers to charge USD 200 or more, and unfair to authors in general to make them subsidize other participants.
The overall cost breakdown for ICCV'03 was roughly as follows:
| Facility hire, AV, computers, internet | 23% |
| Coffee breaks | 20% |
| Banquet | 11% |
| Proceedings and CD-ROM | 11% |
| Review expenses including AC meeting | 9% |
| CS administrative services fee | 8% |
| Reception | 7% |
| Registration processing including on-site and bank charges | 7% |
| Souvenirs | 2% |
| Invited speakers and student travel grants | 2% |
| Total | 100% |
This assumes that you spend your entire 10% contingency budget and don't make any of the requested 10% profit, which requires careful planning... Note that 1% here represents about USD 5 on the main (early members) registration fee.
For conferences in cities where there is a wide choice of hotels, many people find their own room and many others share, so you only need to negotiate room blocks with room numbers equivalent to about 35% of the expected participant numbers. You can expect to negotiate a considerable reduction over the off-the-street rate, but you probably won't beat the best web deals. (The hotel takes a risk when it reserves a large block of rooms and it expects to be paid for this, whereas web deals are based on filling up the last few corners - the same principle applies to reduced price airfares). Try to get extras like breakfast and tax included too. Price tolerances are very varied, but on the whole people are reluctant to pay much more than about USD 100 for a room. The main hotel needs to be a reasonable 3* quality, but try to keep the cost of a basic room in it under USD 100 or at most USD 120, all up including tax and breakfast. USD 140 or more is definitely too much and will force most people to share. Suggested percentages (of the 35% of participants room number figure) are: 2* or student accommodation (USD 75 or less including breakfast, tax, and all charges) 30%; budget 3* (USD 75-100, close to conference centre), 30%; quality 3* (conference hotel, USD 100-120), 33%; 4* (luxury, USD 150 or more), 7%. These numbers are for people there at any time during the conference. On a day-by-day basis the only figures that I have are for the main hotel at ICCV'03:
| Night | -5 | -4 | -3 | -2 | -1 | -0 | +1 | +2 | +3 | +4 | +5 | +6 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Occupancy (%) | 1 | 2 | 21 | 54 | 85 | 88 | 90 | 88 | 67 | 35 | 10 | 2 |
These are percentages of the number of people who were registered at any time during the conference. Night -0 was the night just before the main conference started, night +3 the night that the main conference finished. There were two (popular!) days of tutorials and workshops before the main conference, and one day of workshops after it.
T-shirts: These are probably the most popular souvenirs. People prefer large sizes, basic colours and simple, discrete designs. The suggested order is 12% small, 25% medium, 36% large, 23% XL, 4% XXL. These were European sizes but empirically they seem similar to US ones. The cost for good quality T-shirts is around USD 3, of which about USD 1 is for screen printing.
Other souvenirs: There is a huge choice. Basic mugs cost around USD 4-5 if you order 500 or more, but significantly more for smaller quantities. Pens cost anything from USD 0.1-20. Basic conference bags cost around USD 5-10, while reasonable quality backpacks are usually at least USD 10-20. We provided simple cotton shopping bags costing about USD 1. CD-ROM's cost around USD 1.00-1.50 in quantities of 1000 with 4 colour cardboard covers (the best for mailing), but significantly more if you order less or want jewel cases. Well made but non-glossy printed programmes cost around USD 3.