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Organizing IPACs

Organizing IPACs. Christine Petit-Jean-Genaz, Honorary CERN Staff Member EPS-AG Conferences Coordinator for IPACs in Europe EPS-AG Executive Secretary and Treasurer JACoW Board Member and Coordinator. Overview. Introduction to IPAC Organizing Committees Look and Feel – the IPAC BRAND

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Organizing IPACs

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  1. Organizing IPACs Christine Petit-Jean-Genaz, Honorary CERN Staff Member EPS-AG Conferences Coordinator for IPACs in Europe EPS-AG Executive Secretary and Treasurer JACoW Board Member and Coordinator IPAC’17

  2. Overview • Introduction to IPAC • Organizing Committees • Look and Feel – the IPAC BRAND • Scientific Programme • Student Grant Programme • Industrial Exhibition • Social Events • Publications • Proceedings • PRST-AB IPAC’17

  3. Overview continued • Joint Accelerator Conferences Website (JACoW ) – jacow.org • How did it come about? • The Website • The Collaboration • Organization • Stakeholders • The Tools • The JACoW “Model” and Sustainability IPAC’17

  4. The Learned Societies • Asian Committee for Future Accelerators (ACFA) • Designates the Asian OC members for each IPAC • European Physical Society Accelerator Group (EPS-AG) • Elected Board of 16 members (form the “core” of European IPAC OCs) • Elections every 3 years – 50% turnover every 3 years • Members have a 6 year term covering 2 IPACs • A Board Chair Elect/SPC Chair is elected every three years, who becomes the Board Chair/OC Chair for the following European IPAC • Particle Accelerator Conferences Organizing Committee (PAC OC) • Relatively stable composition (repres. labs/universities) • Designates members of the IPAC OCs IPAC’17

  5. And then there was IPAC … • IPAC grew out of a merge: • APAC, a triennial conference: began in 1998 in Tsukuba, and finished in 2007, passing through Beijing, Pohang and Indore • EPAC, a biennial conference: began in 1988 in Rome, and finished in 2008, passing through Nice, Berlin, London, Sitges, Stockholm, Vienna, Paris, Lucerne, Edinburgh and Genoa • PAC, a biennial conference, began in 1965, rotating around the US • 2015 (IPAC’15) Celebration of 50 years of accelerator conferences • Why a 3-year cycle? • Too many conferences! • Asia deserved better – competition with PAC/EPAC too stiff IPAC’17

  6. The Three Year Cycle • Europe offered Asia its even year slot in 2010 for the first IPAC in Kyoto, followed by Shanghai in 2013, and Korea in 2016 • In 2008 EPAC moved to a 3-year cycle of IPAC. European IPACs took place in San Sebastian (2011), and Dresden (2014). IPAC’17 will be in Copenhagen • In 2011, PAC morphed into NA-PAC AND IPAC • NA-PAC’11 in New York in March/April 2011 • IPAC’12 in New Orleans in May 2012 • NA-PAC’13 in Pasadena in September 2013 (dramatic drop in participation) • IPAC’15 in May in Richmond, VA • NA-PAC’16 in Chicago in September 2016 (participation?) IPAC’17

  7. Scheduled Events • Past and Future IPACs • IPAC’10 took place in Kyoto, in May 2010 • IPAC’11 took place in San Sebastian in September 2011 (NA-PAC’11 took place in New York in March 2011) • IPAC’12 took place in New Orleans in May 2012 • IPAC’13 took place in Shanghai, China (NA-PAC’13 took place in Pasadena in October 2013) • IPAC’14 took place in Dresden, Germany • IPAC’15 will take place in Richmond, VA • IPAC’16 will take place in Busan, Korea (NA-PAC’16 will take place in Chicago in Autumn 2016) • IPAC’17 will take place in Copenhagen, Denmark • IPAC’18 will take place in the US • IPAC’19 will take place in Melbourne (decision at OC/1) (NA-PAC will take place in Autumn 2019) Note: IPAC participation is steady at 1100 participants/NA-PAC steadily decreasing (Pasadena less than 500) IPAC’17

  8. Who does What? • The (international) Organizing Committee (OC) • 32 members (according to EPS-AG/ACFA/PAC OC Statutes) nominated by these bodies • 50% from the region (16) • 2 x 25% from the other regions (16) • The “Core” members for European events are the 16 EPS-AG elected board members – see EPS website • The OC meets normally once before the conference, and then during the conference • OCs decide the venues of future events in the region, based on bids and a vote • The OC has overall responsibility for the organization of a conference. It approves the scientific programme, and the budget • The Scientific Programme Committee (SPC) and the Local Organizing Committee (LOC) report to the OC IPAC’17

  9. Who does What? The Scientific Programme Committee (SPC) • The SPC is a sub-committee of the OC. Its job is to propose the scientific programme for OC approval. It is composed of: • 8 (50%) Session Coordinators • 2 x 4 (2 x 25%) Shadow or Deputy Coordinators from the other regions • A Chair, the LOC Chair, Scientific Secretariat staff, as many other co-opted members as necessary, decided between OC/SPC/LOC Chairs • The SPC meets as necessary (twice apart from with the OC) to • Propose Scientific Advisory Board (SAB) Members for the approval of the OC • Develop the programme of invited oral presentations • Check abstracts are correctly classified • Select contributed oral presentations • Decide Session Chairs • Decide potential papers for the PRST-AB special issue IPAC’17

  10. Who does what? • The Scientific Advisory Board (SAB) • The SAB is composed of 90 experts, active in all areas of the accelerator field • 40 from the hosting region • 25 from each of the other two regions • Membership is based on proposals from the SPC, approved by the OC • The SAB is invited • In preparation for a conference, to make proposals for invited oral presentations • During the conference organization is kept informed of SPC decisions and developments around the scientific programme • Is contacted for feedback post-conference on all aspects of the past event IPAC’17

  11. Who does What? • The International Particle Accelerator Conferences Coordination Committee (IPACCC) • Since 1994 “Reciprocity Agreements” – minimum presence of representatives of other regions on OC/SPCs • Since 1997, a PACCC met at each APAC/EPAC/PAC with past, current and future OC Chairs from each region, 3 per region, i.e. 9 persons, plus a Convener (Christine) • Since 2007 an IPACCC composed of the 3 past, the current, and 3 future IPAC OC Chairs (7 members), plus a Convener (Christine) meets at each IPAC • The hosting IPAC Chair is the IPACCC Chair • The IPACCC addresses all issues pertaining to coordination, communication and continuity between each IPAC to guarantee the IPAC “brand” • The Convener (Christine) organizes the meetings in consultation with the hosting OC Chair, prepares an agenda, writes notes, maintains a website, and follows up on decisions IPAC’17

  12. Who does what? • The Editorial Board (EB) • The EB doesn’t meet • The EB decides matters relating to the production of the Proceedings. For IPAC’17 the EB members will be: • Technical/Production Aspects: • The Scientific Secretariat plus a JACoW expert on JPSP scripting for the final publication package on JACoW • Content • The SPC Chair (Mike Seidel, PSI) • Budget (holder of the purse strings) • The LOC Chair (Mats Lindroos, ESS) IPAC’17

  13. Who does what? • Scientific Secretariat (European Concept) • Works closely with the SPC and in particular the Chair • Member of OC/SPC/LOC, maintains Organizers Website, writes Notes and publishes documentation (Archive) • Is the interface between the Committees and the contributors (speakers/presenters) • Coordinates SPC matters with an impact on local organization, in particular when SPMS is involved: • IT • Poster Session Organization (via SPMS) • Presentations Management (via SPMS) • Website Manager (with input from SPMS) • Registration Staff (via SPMS) • Exhibition Management (via SPMS) IPAC’17

  14. And also … • Runs the scientific programme via SPMS • Writes all instructions to authors for submission of abstracts/preparation/submission of contributions to the proceedings • Prepares publications (programme booklet/abstracts brochure) • Prepares/Organizes work of the Proceedings Office • Coordinates preparation of “wrappers” for proceedings • Publishes the proceedings IPAC’17

  15. LOOK AND FEEL • Scientific Programme • Student Poster Session – a highlight of the conference • Plenary orals during Opening and Closing Sessions on Monday morning and Friday morning, Thursday afternoon (Awards Session and Entertainment Talk) • Two sessions in parallel elsewhere – start and end times aligned to allow easy movement between sessions • Special Session “Engagement with Industry” • Poster Sessions de-coupled from oral presentations IPAC’17

  16. LOOK AND FEEL • EPS-AG Accelerator Prizes - Awards Session • Prizes Committee nominated by EPS-AG: 1 Chair, 2 Board members, 2 non-Board members • Wideröe Prize – medal • Budker Prize - medal • Sacherer Prize - medal • Prize d) Young Scientist – cash prize/certificate – judged by Prizes Committee during student poster session • Best student poster prizes • JUAS Scholarships • EPS Master Thesis Prize IPAC’17

  17. LOOK AND FEEL • European Student Grant Programme • Dynamic programme since the early 90’s • Around 50 kEuros donated each year by sponsoring European laboratories and institutes • Supports • around 50 students for IPACs in Europe • 35 students for IPACs abroad • Asian Student Grant Programme • Used to be profits on conferences • Now moving towards European system • Americas Student Grant Programme • Needs working on … IPAC’17

  18. LOOK AND FEEL • Industrial Exhibition • Becoming more popular each year • First three days of the conference • Around 100 exhibitors • Booths and Posters mixed for good interaction • Special Oral Session on Engagement with Industry IPAC’17

  19. Social Events - the place to network … • Welcome Reception following Delegate Registration and following the Student Poster Session • Conference Reception on the Tuesday • Conference Dinner on the Thursday IPAC’17

  20. Who does what? LOC: performs miracles … IPAC’17

  21. LOC Activities • Two areas of activity • Distinctly “local” issues – with or without PCO: • Budget, accommodation, delegate and exhibition registration, organization and management, IT, website, social events, catering, satellite meetings, liaison with venue, publications (together with scientific secretariat), visas, etc., etc., etc. … • Activities related to the scientific programme: • Via the Scientific Secretariat, interface with all contributors, space management (auditoria, poster sessions, proceedings office, author reception, speaker ready/presentations management), IT setup for registration, proceedings office, internet and paper cafés, poster session management, speaker interface, wifi at venue, … IPAC’17

  22. How the LOC interacts with the other bodies To ensure good communication channels at least 2 LOC members participate in OC/SPC meetings (EPS-AG Statutes) • the LOC Chair participates in all OC/SPC/LOC meetings • the Coordinator/SS participates in all OC/SPC/LOC meetings In connection with the scientific programme, the LOC: • ensures that the conference venue provides for the needs of the scientific programme: auditoria, poster sessions, technical equipment, etc. In liaison with the Scientific Secretariat, the LOC: • provides input for the front matter of the programme booklet/abstracts brochure • is responsible for poster session management • manages the speaker interface together with international JACoW team • sets up the computing and logistics together with the international JACoW team (accommodation, per diems Editors, etc.) for the proceedings office IPAC’17

  23. LOC Responsibilities • Local Organization, including major tasks: • Conference Website • Accounting/Budget • Organization accommodation for delegates via PCO • Organization/Registration Industrial Exhibition • Organization/Registration Participants • IT – all soft- and hardware: • Wifi at venue • Proceedings Office, Registration, Internet Café, Paper Café … • Social Events • Poster Session Management • Presentations Management • Visas, publications, etc. IPAC’17

  24. Delegate Registration • Registration, either • Managed by a Professional Conference Organizer, or • By the LOC • Registration, either • directly in SPMS, or • going “through” SPMS Whatever the above, the JACoW SPMS/Profiles and Affiliations Repository are essential to correctly identify individuals (unique IDs) Registration via/through SPMS allows immediate transfer to the conference website of registered participants IPAC’17

  25. Industrial Exhibition • Exhibition Booth Reservation/Registration, either • by a Professional Conference Organizer, or • by the LOC • Exhibition Registration, either • directly in SPMS, or • going “through” SPMS Whatever the above, the JACoW SPMS/Profiles and Affiliations Repository are essential to correctly identify companies and individuals Registration via/through SPMS allows immediate transfer to the conference website of registered companies and status of reservations of booths IPAC’17

  26. Poster Session Management • Important to adhere to the IPAC Policy that only work that is properly presented (posted, manned, good quality) is OK for publication in the proceedings • The LOC Poster Session Managers (Police?) • Work with the Scientific Secretariat regarding space management • The Managers during the conference: • Assist delegates to mount and remove posters at the end of the session • Check all posters are posted/manned/good quality • Enter the status in SPMS (seen by scripts) IPAC’17

  27. Speaker Interface/Presentations Management • The LOC member responsible for the Presentations Management, with a JACoW international team • liaises with the SS prior to the conference concerning • guidelines for preparation and submission of presentations (ppt, word, etc.) via SPMS • is responsible for the smooth accessing, checking and transfer of presentations to the Auditoria, for the speaker timing, etc. using the SPMS Presentations Management Module IPAC’17

  28. Specifics: Proceedings/IT Prompt publication of the proceedings relies on a perfect IT setup covering the hardwired network, the computers, installed with the appropriate software, the backup and servers, etc. Without this, the JACoW Team cannot fulfill the goal of prompt publication. IPAC’17

  29. JACoW Proc. Off. Team • Around 30 persons prior to and during the conference • 5 or 6 IT experts from past, current and future IPACs • 12 “core” editors/experts • 6 to 8 “novice” editors from other JACoW conferences for training • 3 Presentations Managers (past, current, future IPACs) • 3 Author Reception Staff (past, current and future IPAC Coordinators or LOC members) IPAC’17

  30. Proceedings Office • JACoW International Collaboration • Wednesday preceding IPAC • IT Setting up – an international team (past, current and future IPAC IT experts) set up the computers, the network, etc. • Thursday preceding IPAC • The “core” JACoW international team of expert editors (12 persons) begins work • Aim – 80% of all contributions (around 800 to 1000) by Sunday • Sunday, Conference minus one day • Training begins for around 12 JACoW “novice” Editors/Team • Aim – together with the “tutors” the remaining 20% of contributions (around 200) by Wednesday • Monday, First Day of IPAC • Core editors begin Quality Assurance and processing of transparencies • Aim – finish processing by the Friday morning IPAC’17

  31. Proceedings Production • Last Day of the conference • A pre-press version of the proceedings is published (all processed and quality assured contributions presented during the week – no transparencies) • Note – if posters were not presented, they are not seen by the scripts • 2 to 3 weeks following the Conference • Post-deadline papers processed • Presentation of all contributions double checked • Wrappers prepared • Preface from the Chair • Organization Overview • List of Participants • Conference Photos • Final publication on JACoW IPAC’17

  32. An Author Reception Office • Three persons (drawn from the organization of IPAC in the three regions) provide an interface between the scientific programme management and the authors • Author Reception performs a cross check titles/authors on submissions against SPMS meta data – 1300 contributions • Crucially important to ensure that all authors appear in the author list of the proceedings IPAC’17

  33. JACoW, the beginning The Joint Accelerator Conferences Website Domain name: http://www.jacow.org • 1996: EPAC’96 – First electronically produced proceedings, published at CERN • PAC’95 Chair, Ilan Ben Zvi (BNL) suggested EPAC and PAC publish at the same site • APAC’98 – joined the initiative IPAC’17

  34. JACoW TODAY • A Website for the publication of conference proceedings from 16 accelerator conference series: COOL, CYCLOTRONS, ECRIS, EIC, FEL, HIAT, IBIC, ICALEPCS, ICAP, ICFA ABDW, LINAC, NA-PAC, PCaPAC, RUPAC, SAP, SRF – more in pipeline • A Collaboration of Editors: past, current and future in each series • It is an obligation for all JACoW conferences to send their editors to the annual Team Meetings – sustainability of JACoW model … IPAC’17

  35. JACoW • The Website (JACoW.org) • ~160 sets of proceedings have been published since 1996, including numerous sets of scanned proceedings: • PAC, EPAC, CYCLOTRONS, LINAC, SRF … • The search engine searches over the “hidden fields” in the pdf files (author name, keyword, title, programme code …) IPAC’17

  36. To be able to provide continuity, share knowledge and expertise and publish efficiently, JACoW, via the “Collaboration” • offers hands-on processing experience for Editors at each IPAC and major conferences (financed by conference budgets) • addresses technical issues yearly at the • JACoW Stakeholders meetings during each IPAC • Annual Team Meetings which take place towards the end of each year rotating between the three regions IPAC’17

  37. JACoW Tools: SPMS • Developed by the JACoW Collaboration, the Scientific Programme Management System is an Oracle-based application to: • Handle contributions to the scientific programme from abstract submission through to proceedings production, with 2 associated modules: • Profiles of individuals (> 20,000) • Affiliations (> 2500,including industry) • Handle registration, with reports, statistics, etc., functions again with the associated modules IPAC’17

  38. Help/Training • JACoW Team Meetings – Essential to maintain skills and ensure continuity/sustainability • End of each year • Melbourne, January 2015 • Europe, end 2015 • Americas, end 2016 • Provide training in • Electronic publication techniques • SPMS for scientific programme management • SPMS for registration • IT specifications and setup • Good will … IPAC’17

  39. IPAC/JACoW Sustainability • Both IPAC and JACoW models have built-in sustainability, but while • For IPAC it is straightforward • For JACoW it can be more complicated • If conferences do not send their editors to team meetings not only to learn, but also to pass on their skills • If laboratories do not understand that while the JACoW Proceedings Archive is “Open Access” JACoW relies on lab participation and allowing their staff, even after their responsibility is over to produce a set of proceedings is complete, to continue to contribute to the JACoW Model IPAC’17

  40. Conclusion Organizing a major conference is a big job, especially the first time, The devil is always in the detail But there is considerable knowhow, policies and procedures accumulated and in place since 1988 JACoW Collaboration/Experts may always be relied upon for help IPAC’17 WILL CERTAINLY BE ANOTHER GOOD VINTAGE IPAC’17

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