organizing ipacs christine petit-jean-genaz, honorary cern staff member eps-ag conferences...

Organizing IPACsOrganizing 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

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

November 2014November 2014November 2014November 2014 IPAC’17IPAC’17IPAC’17IPAC’17

OverviewOverview

Introduction to IPAC Organizing Committees Look and Feel – the IPAC BRAND

– Scientific Programme– Student Grant Programme– Industrial Exhibition– Social Events

Publications– Proceedings

– PRST-AB

Introduction to IPAC Organizing Committees Look and Feel – the IPAC BRAND

– Scientific Programme– Student Grant Programme– Industrial Exhibition– Social Events

Publications– Proceedings

– PRST-AB

November 2014November 2014 IPAC’17IPAC’17

Overview continuedOverview 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

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


The Learned SocietiesThe 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

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



And then there was IPAC …

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 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

The Three Year CycleThe 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?)

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?)


Scheduled EventsScheduled 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)

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)November 2014November 2014 IPAC’17IPAC’17


Who does What?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

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


Who does What?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

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


Who does what?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

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

Who does What?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

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


Who does what?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)

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)


Who does what?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)

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)


And also …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

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


LOOK AND FEELLOOK 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

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


LOOK AND FEELLOOK 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

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


LOOK AND FEELLOOK 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 …

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 …


LOOK AND FEELLOOK 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

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


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

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



Who does what?Who does what?

LOC: performs miracles …LOC: performs miracles …


LOC ActivitiesLOC 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, …

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, …


How the LOC interacts with the other bodies

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

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

LOC ResponsibilitiesLOC 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.

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.


Delegate RegistrationDelegate 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

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


Industrial ExhibitionIndustrial 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

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 boothsNovember 2014November 2014 IPAC’17IPAC’17

Poster Session Management

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)

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)



Speaker Interface/Presentations

Management

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

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


Specifics: Proceedings/ITSpecifics: 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.

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.

JACoW Proc. Off. TeamJACoW 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)

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)



Proceedings OfficeProceedings 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

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


Proceedings ProductionProceedings 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

– 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

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

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



JACoW, the beginningJACoW, 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

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

http://www.jacow.org/




JACoW TODAYJACoW 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 …

- 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 …



JACoWJACoW 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 …)

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 …)

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

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



JACoW Tools: SPMSJACoW 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

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

Help/TrainingHelp/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 …

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/JACoW SustainabilityIPAC/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

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 ModelNovember 2014November 2014 IPAC’17IPAC’17


ConclusionConclusion

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

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

organizing ipacs christine petit-jean-genaz, honorary cern staff member eps-ag conferences...

Documents

ipac ipac

ipac participation

year cycle of ipac

years members

new york

new orleans

year term

year cycleeurope