oak ridge, tennessee pac 2005 overview report norbert holtkamp december 2005 particle accelerator...

Oak Ridge , Tennessee

PAC 2005 Overview Report

Norbert Holtkamp

December 2005

PARTICLE ACCELERATOR CONFERENCE

Oak Ridge , Tennessee 2

General Overview

• The conference welcomed more than 1400 participants, more than we ever expected.

• We completely sold out our exhibitor space (60 booths) and could have done probably ten more given more space. We were pretty aggressive about it. Added table exhibits during talks too, but there was mixed feedback.

• The tour subscription for SNS was a success, with ~400 conference attendees participating on Saturday after the conference. More than 200 people registered before the conference. Vendors presented their equipment on the SNS site in the tunnels, which they liked very much. Approximately 120 people also took advantage of VIP tours that were offered during the week.

• PAC05 was registered as an official contributor to the WYOP. The APS/DPB, IEEE/NPSS, DOE, NSF and other sponsors should take credit for it. City of Knoxville sponsored special event on the festival lawn: “Einstein in the City.”

• Teacher’s Day was part of PAC05.• We sponsored almost 50 students. Details are available on request. We

reserved and spent $60K. IEEE sponsored two student prizes ($500 each plus two recognitions).

• Changed the system and went to funding the banquet through registration fee. DOE approved and no issue with alcohol since all fees from foreigners can be declared to cover non-allowable cost.

• Did away with big Abstract book. Distributed on USB pen and electronic scheduler (based on SPMS <-> JACoW DB) on the web.


The World Year of Physics

• UN announced 2005 as WYOP in honor of A. Einstein’s three papers published in 1905.

• Organized a concert on Tuesday night: Science and Music, Jack Liebeck and Inon Barnatan presented an evening of violin and piano music, introduced by Brian Foster

• Program on Wednesday evening was sponsored by the City: 3:00-5:00 Setup Science Fair and Contributed Exhibits 5:00-6:30 Science Fair, judges: $3500 price sponsored by

Battelle. 6:00-7:00 Attendees look at Science Fair and Exhibits

» Public arrived and had food/drinks on World’s Fair Park» Attendees had dinner, buffet style.

Band (Set 1) – one hour Live Television Remote (6:15-6:30) 7:00-7:10 Welcome Speech – Knox County Vice Mayor Mike

Arms 7:10-7:20 Science Fair winners were announced and presented

awards – Knox County Vice Mayor Mike Arms 7:20-8:00 “Ask a Physicist” Question and Answer session, Bill

Madia (moderator) 8:00-9:00 Band (Set 2)


PAC 05 – comments from EPAC SPC

Positive• PAC was very well done• General Organization• Comprehensive Program• Sessions on developments in South-East-West regions• ‘Einstein in the park’ and session before• Industrial exhibition • No abstracts brochure• Happy hour• Venue

Negative• Poster sessions too crowded• Posters and talks at the same time


Statistical Information

• Total income of the conference is ~$750K.

1989 (IL) 1991 (CA) 1993 (DC) 1995 (TX) 1997 (BC) 1999 (NY) 2001 (IL)* 2003 (OR) 2005 (TN)

Attendance 1120 1558 1400 1069 1221 1198 1206 1025 1428

Regist. Fee pre (onsite) 145 (180) 165( 200) 225 (275) 270 (320) 280 (330) 300 (350) 370 (450) 350(450) 395(495)***

Banquet 760 700 700 980 681 400 305 ~1200

Abstracts 1368 1564 1602 1610 1150 1918

Posters 1200 1144 1403

83/139

/1180*225/1280** 131/88/1254

Papers Published 656 1100 1291 1099 1262 1223 1328 1120 1473

Exhibits 40 31 38 30 40 52 43 68

Campanion Program 40

Total Expenses (k$) 209 413 402 500 479 509 610 443 ~640

* (PAC 2001) invited presentations/contributed oral presentations/poster presentations** (PAC 2003) invited & contributed oral presentations/poster presentations*** Dinner is included in the fee and estimated at 70$


Detailed Registration Count

• Registration is pretty much proportional to number of abstracts. Extrapolated 1402 from the nr. abstracts versus 1428 given last conference experience.

• Includes on site registration (~100) and ~60 SNS employees.• Sold approximately 4000 room-nights in Knoxville and surrounding area.

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2/11

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2/18

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3/18

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3/25

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4/1/

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4/15

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4/29

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Date

Reg

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Budget Proposal For PAC 05 – Revenue (Plan)

Budget Proposal

Revised Budget

ESTIMATED ATTENDANCEEarly Registration 800 830 Late Registration 220 200 Student/Retired 70 133 1-day Registration 40 49 Vendor Booths 40 62 SNS Tour 150 242 Additional Banquet Tickets - 56

Budget Proposal

Revised Budget

REVENUESRegistrationEarly Registration 260,000 327,850 Late Registration 93,500 99,000 Student/Retired 3,500 9,310 1-day registration 5,000 6,125 Total Registration Fees 362,000 442,285

Exhibit Booths 80,000 136,400

SponsorshipsDOE, NSF, DPB 40,000 37,000 ORNL and JLAB 30,000 30,000 Vendor - 40,000 Total Sponsorship Revenue 70,000 107,000

Other Source of RevenuePublication Sales 9,000 - Book Broker 12,500 35,000 Room Rebates 15,000 15,000 Sattelite Meeting Room Fees - 2,250 Total Other Revenue 36,500 52,250

Social Function FeesBanquet 37,500 3,920 Tours 2,250 3,630 Total Social Function Fees 39,750 7,550

Total Revenues 588,250 745,485

Jan 2005


Budget Proposal For PAC 05 – Expenses (Plan)

EXPENSESLabor and ServicesORNL Conference Office 20,000 20,000 Secretarial (part-time s/c) 60,000 60,000 Conference Audit Fee (IEEE) 4,000 4,000 Guards 2,000 2,000 Photography 3,000 3,000 Credit Card/Transaction Fees 10,000 15,000 Students for Scanning Svc. 12,000 - Riggers, Labor Pool, Truck Rental 2,000 2,000 Signage 3,000 10,000 Digitization of Old Conferences 10,000 - Video of Plenary - - Total Labor & Services 126,000 116,000

Rental ExpensesKCC Lease 18,157 18,157 IT Support 17,000 30,000 Booth Rental 8,500 10,000 Poster Rental 11,000 11,000 Bus Rental for Tour 2,100 5,000 Total Rental Expenses 56,757 74,157

PromotionPosters - 2,000 USB Pens 26,000 34,850 Conference Guide 5,000 5,000 Total Promotion 31,000 41,850

Conference PublicationConference CD & Web 60,000 60,000 Abstract Book 3,200 3,200 Book Broker 12,500 12,500 Database Management 10,000 10,000 Total Conference Publication 85,700 85,700


Budget Proposal For PAC 05 - Expenses (Plan) (cont’d)

Social Function ExpensesWelcome Reception 20,000 20,000 Chairman's Reception 10,000 20,000 Banquet 37,500 50,000 Coffee & Afternoon Breaks 25,000 25,000 Tour Lunch 2,250 5,000 Einstein in the City 15,000 35,000 Entertainment (Recital, Radio) - 7,500 Other Chairman's Expenses - 20,000 Total Social Function Expenses 109,750 182,500

Miscellaneous ExpensesConference Bag 15,000 15,000 Bag Stuffers - 10,000 Stationary & Supplies 5,000 5,000 Badges & Ribbons 2,000 2,000 Conference Support Travel 10,000 10,000 Subsidized Housing 20,000 20,000 Student Travel 20,000 49,700 Committee Meetings 10,000 25,000 Awards (IEEE, Science Fair) 4,500 Total Miscellaneous Expenses 82,000 141,200

Total Expenses 491,207 641,407


Budget For PAC 05

• General Comments:– Income was much higher because it was estimanted on conservative

assumption for number participants.– Expenses are increased because of:

Additional expenses for WYOP involvement and organization. (Buffet Wednesday night, radio show etc), KCC Internet services, catering services.

Some costs are not accrued yet: Book Broker etc. Will see how far we meet the 20% revenue

Budget Revised Actual Proposal Budget (to date)

Total Revenues 588,250 745,485 736,290Total Expenses 491,207 641,407 666,140

Contingency 97,043 104,078 70,150

Expenses With Contingency 588,250 745,485 736,290


Vendor Exhibits

1. Accel Instruments GmbH2. AccelSoft Inc.3. Acqiris4. Advanced Design Consulting USA, Inc.5. Advanced Energy Systems Inc.6. ADVENT Research Materials Limited7. AFT Inc.8. Alpha Scientific Electronics9. American Magnetics, Inc10. American Technical Services 11. Amuneal Manufacturing Corporation12. A&N Corporation13. ATK Mission Research14. Bergoz Instrumentation15. Bruker Biospin SA 16. Burle Industries, Inc.17. Ceramic Magnetics18. CeramTec North America Corporation19. CML Engineering20. Communications and Power Industries, Inc.21. Cryofab Inc.22. CST of America23. Danfysik A/S24. Diversified Technologies 25. e2v technologies Inc.26. Elsevier Physics & Astronomy 27. Energen, Inc. 28. Everson Tesla, Inc.29. The Ferrite Company30. FMB Feinwerk-und Messtechnik GmbH31. Framework Scientific32. Gamma Vacuum, LLC

33. GMW Associates34. Goodfellow Corporation35. H. C. Starck Inc. 36. Heatwave Labs37. Hytec Electronics Ltd.38. IE Power Inc.39. Instrumentation Technologies40. Kurt J. Lesker Company 41. L-3 Communications Electron Devices42. Linde BOC Process Plants LLC43. Mega Industries, LLC44. Meyer Tool & Manufacturing, Inc.45. Microwave Amplifiers Ltd.46. OCEM S. p. A. 47. Pearson Electronics 48. PHPK Technologies49. QEI Corporation50. SAES Getters USA, Inc.51. Scanditronix Magnet52. SDMS53. SIGMAPHI54. Simulation Technology & Applied Research55. Struck Innovative Systeme GmbH 56. TechSource, Inc. 57. Tektronix, Inc. 58. Thales 59. Titan Pulse Sciences Division 60. Toshiba Electron Tubes & Devices Co., Ltd61. VAT Inc.62. Vector Fields Inc.63. Wiener, Plein & Baus, Ltd.64. Windels Timm Morgen65. UMA group

Had a pretty aggressive vendor program. Some people like the exhibits in the oral sessions other did not. Would ask vendors, if to do it again.


JACoW and Paper Submission Status

• 1918 abstracts were submitted, published 1398 papers

• All papers were processed during the conference

– A first, quick pass was made on all papers (team of 12 working for 10 days plus 1 editor for five days) – internet connection was shared with Internet Café, which slowed down the paper processing considerably

– ~10 people worked for ~10 weeks after the conference to complete the process of getting the papers ready for publication

• PAC funded $2500 to support the purchase of Adobe Acrobat for up to 49 licenses. EPAC supported the purchase of the PITSTOP software (~ same value).


Distribution of Talks and Papers by Region

• Important that the PC understands the importance of this upfront.

• It is helpful to give guidelines/quotas on this during the PC meeting. Should be agreed upon between regions.

• Hard to fix this afterwards.

# Region1 North

America83 63.36% 50 56.82% 744 59.33% 877 59.54%

2 Europe 28 21.37% 23 26.14% 269 21.45% 320 21.72%3 Asia 17 12.98% 12 13.64% 224 17.86% 253 17.18%4 South

America1 0.76% 1 1.14% 12 0.96% 14 0.95%

5 Middle East

1 0.76% 1 1.14% 5 0.40% 7 0.48%

6 Australia 1 0.76% 1 1.14% 0 0.00% 2 0.14%131 88 1254 1473Total Contributions

Invited Contributed Posters Total


IEEE/NPSS

• IEEE/NPSS representative changed. Ilan Ben-Zvi now holds this position.

• Budget was approved late March 2005.

• Book Broker issue is resolved for PAC05 ($25/paper, thanks to Stan) but will be reduced to $12.5 for future PACs.

• Copyright questions are resolved for PAC05.

• Used dedicated and cost efficient computer/visual media systems through IEEE. They bought a large quantity for conference support. Got 50 computers and 6 Proximas plus 3 people for support for 2 days for $10K (was very cost effective)

• Earlier in the year an email was floated that suggests that IEEE expects now 27% revenue from each conference. We will have to keep pushing back on this through Ilan and the conference chairs. That continues to come up but does not seem to be an issue at this point.

• IEEE can provide paper copies on request for ~$250/each. Still a good deal since only very few are required.

• DOE will only require CD’s according to Bruce Strauss. • (Dave Sutter retired and a nice “thank you” letter is in place. Stan/me??)


APS/DPB and IEEE/NPSS Proposal

• Approved reducing registration fee (increase) for members of IEEE + APS/DPB (non-members).

• Reducing these fees

– Increases membership in the societies

– Increases visibility of societies

– Sets precedent in Europe with EPAC

• Need to decide on how much on this meeting.


Summary

• I m glad its over

• It did not rain too much but exactly on the wrong day

• I think we should continue to have the dinner as part of the conference fee

• I want to thank everybody for their help! Especially Kathy!

• Will close out the conference asap

• It was an unforgettable experience


The Three Year Cycle Discussion

• Its ongoing.

• Lab directors get/got involved.

• ICFA

• ECFA, EPS

• ACFA

• ILCSG

• “The Community”…. Listen to the them and the sponsors.


Proposal: PAC/EPAC/APAC on 3-Year Cycle

• Went through this in the last OC meeting with less than 50% in favor. Did not vote.

• Stan, Shin Ichi and Chris P. were asked to come up with a compromise assuming EPAC/PAC on 2y and APAC 3y, with a better timing distribution over the calendar year so they are not so close.

– Copy of discussion result is available.

1Q 2Q 3Q 4Q

06 E

07 A P

08 E

09 P

10 A E

11 P

12 E

13 A P

14

P

E

P

Minimum Compromise


Everybody on the 3 y Cycle

• Arguments in favor (same like last time):

– At latest at the beginning of the next decade, Asia will have a whole variety of operating accelerator facilities and with a science community that is at least as big as the one in Europe and North America

– The 2-year cycle creates a funding and a participation crisis because of the uncertain number of participants for conferences that are in the same year

– In an international environment there is no reason for not having a better integration between APAC/EPAC/PAC

– EPAC is clearly in favor AND moving in that direction (CPJG will talk about that)


• Argument against:

– PAC exists to give people a floor for publication and presentation in accelerator science! (that argument is marginally applicable)

– PAC is a meeting location where all of the people come together from all areas of Accelerator Science and technology.

– It’s THE major source of income for DBP and A signficant source of revenue for IEEE. (this sends the wrong message, that’s for sure)

Refereed publication is easy through PRSTAB Young people in each country can go to other workshops.

There are plenty of national and international workshops and conferences and many of them publish on JACoW just like we do. (see next page)


List of Conferences Assembled by CPJG

Microsoft Excel Worksheet


Path forward

• An important ingredient is the simultaneous approval by three regions.

• Each region has started discussions with their IOC’s.

• Chairs of PAC, APAC and EPAC have drafted a possible proposal for better integration after last PACCC meeting in Knoxville. Stan can distribute.

• A joint agreement of entering into one “IPAC”, with the goal to alternate in 3 regions is necessary.

• The date of the first conference in IPAC cycle will have to be decided. The sooner the better. 2011 the earliest.

• Sensitivity has to be shown for the conference venue/country to avoid visa and travel problems. Easy access and cost efficient infrastructure is a must. Good distribution of local and international contributions is necessary.

oak ridge, tennessee pac 2005 overview report norbert holtkamp december 2005 particle accelerator...

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