Merge pull request #2 from christos-c/patch-1

Updated D&I duties

my-project/docs/diversity.md

@@ -14,8 +14,16 @@ The regular duties are as follows:
   - The chairs first post a _Call for Discounted Virtual Registration_ accompanied by an online form for applicants to submit their information (similar to the process for D&I subsidies). The chairs can also refer to the call from previous conferences to better understand what should be included in the application form. Similar to the D&I subsidies, it is recommended to issue notifications before the early-bird registration deadline, allowing unsuccessful applicants to register at the early-bird rate.
   - The chairs should then _shortlist the awardees and assign varying levels of discounts_. Unlike the D&I subsidies, there is no quota or funding cap as long as the list is approved by the  ACL executive committee. However, the chairs should determine the level of discount for each awardee—for instance, $0, $50, or $100 for virtual registration—based on factors such as student status and geographic location. They can also decide whether to waive the membership fee.
   - After shortlisting, the chairs should share their recommendations with the ACL Equity Director to seek approval from the ACL Executive Committee. They can refer to this page (https://www.aclweb.org/adminwiki/index.php/ACL_Officers) to identify the appropriate points of contact. Once the shortlists are approved, the D&I chairs can proceed with sending notifications accordingly.
-- **D&I Activities Management**: The chairs should organize D&I activities, such as Birds of a Feather (BoF) sessions and affinity group meetings at the conference. The suggested timeline is as follows:
+- **D&I Activities Management**: The chairs should organize D&I activities, such as Birds of a Feather (BoF) sessions, affinity group meetings and mentoring sessions at the conference. The suggested timeline is as follows:
   - First, check with the Local Chairs regarding the _availability of rooms for D&I activities_.
-  - Then, publish the _Call for D&I Activities_ on the conference website (with assistance from the Website Chairs) to collect requests from attendees interested in organizing D&I activities, such as Birds of a Feather (BoF) sessions and affinity group meetings. The call should include the application submission deadline and an online application form to gather details such as the activity name, organizers, preferred time, and the expected number of participants.
+  - Check with general chair whether the registration form will ask participants whether they are interested in organizing D&I activities.
+  - If the answer to the above is no, publish the _Call for D&I Activities_ on the conference website (with assistance from the Website Chairs) to collect requests from attendees interested in organizing D&I activities, such as Birds of a Feather (BoF) sessions and affinity group meetings. The call should include the application submission deadline and an online application form to gather details such as the activity name, organizers, preferred time, and the expected number of participants.
   - After the application submission deadline, _schedule the D&I activities_ based on the available room resources and the organizers' preferred times.
   - Finally, _inform both the organizers and the business team_ to include the activities in the conference program.
+- **Organise ACL Fellows Lunch**: This is an initiative introduced in EMNLP 2024 where the D&I awardees get to meet with ACL fellows, a networking opportunity that might not otherwise get. The lunch should be funded by the D&I budget.
+  - Gather interest among D&I awardees by sending a quick form asking them whether they want to attend the lunch and what topics they would like to discuss about.
+  - Contact current ACL Fellows (ACL Business Manager can provide emails) asking them whether they are attending the conference and if they would be interested in participating in the event.
+  - Group awardees/fellows based on common research interests (or suggested topics of discussion).
+  - Book a restaurant (near the conference venue) and send everyone instructions on where/when to meet. Make sure to have at least one D&I committee member attending the lunch.
+- **Propose and trial new D&I initiatives!**
+