EPAC 2008: LOC2 EPAC08 Eleventh European Particle Accelerator Conference Magazzini del Cotone, Genova, Italy June, 2008 Status of preparation of EPAC’08 Paolo

EPAC 2008: LOC2 EPAC08 01/03/ Status: LOC composition Core LOC, with the key roles –Paolo Pierini, INFN/MI - LOC Chair –Caterina Biscari, INFN/LNF – OC Chair –Carlo Bocchetta, ST - OC/SPC –Carlo Pagani, INFN/MI –Renzo Parodi, INFN/GE - Industrial Exhibition Manager –Maria Rita Ferrazza, INFN/LNF - Local Secretariat –Ivan Andrian, ST - EB/PO Manager –Andrea Ghigo, INFN/LNF –Stefano Deiuri, ST - Technical/IT Manager –Marina Nadalin, ST - Registration Manager –Christine Petit-Jean-Genaz - EPAC Conference Coordinator –Cristiana Fiandra/Nadia Sambraello - PCO Representatives –later: Poster Manager, Speaker Interface, …

EPAC 2008: LOC2 EPAC08 01/03/ Activities so far... 27/09/2006 Meeting with PCOs in Genova –Met both PCOs to comment their bids, ask clarifications, etc. 16/10/2006 LOC-1 in Frascati –Kickstart meeting, review rough timeline, PCO discussion,... 19/12/2006 LOC-1.5 in Milano –Dedicated to further PCO contact 18/01/2007 LOC-1.75 in Genova –PCO decision –Gathered additional (italian) exhibitors to add to CERN db 01-02/03/2007 LOC-2 in Milano (now) –Welcome the PCO representatives –Meet with key EPAC06 (pitfalls, suggestions, things to avoid...) –Review deadlines, monitor progress –Budget estimates

EPAC 2008: LOC2 EPAC08 01/03/ Conference organization model We will have the PCO handling the conference budget –Our administrations do not agree on taking the full administrative burden to handle the conference management –PCO will act as Administrative Secretariat, managing the cash flow (inbound/outbound) will use SPMS DB and registration modules, integrating their systems for money transfer and hotel reservations (with Ivaan) –Discussion on the budget with PCO just starting Using H-A Synal cost spreadsheet, extended to EPAC06 with (preliminary) data from John Waiting for John Thomason final data in the next days... Sensitivity studies (vs # people, fee, etc.) –Contract with PCO under finalization Additional sponsorship from INFN & ST –to feed the EPS-AG sponsorship (raising from last years) –for meetings & “argent de poche” (posters, fileservers,...)

EPAC 2008: LOC2 EPAC08 01/03/ First LOC Actions Secured conference domain –we have epac08.org –Maintained by Sincrotrone Trieste (Ivan and Stefano) Started the loc.epac08.org site to keep the LOC material –We are spread in several locations (GE, MI, LNF, Trieste), so we keep a central repository –Our Meeting minutes –Material from the PCOs –Material from Cotone Congressi –Budget templates –Will be made available for future conferences Industrial Exhibitors: see Renzo

EPAC 2008: LOC2 EPAC08 01/03/ Capturing LOC Meetings We have INDICO! –it’s CERN, it’s free –it already has a JACoW tree –several PAC07 LOC meetings stored there I propose to capture our presentations here, and maybe keep the minutes, budget, and action list on the loc site

EPAC 2008: LOC2 EPAC08 01/03/ Budget Consolidation/I Budget consolidation –Preliminary expense budget assembled from PCO offers Totaling ~500 k€ (VAT included, students budget excluded) –The most sensible difference in PCO offers is in the technical support for the rooms offering different setups for the big projector systems need to understand which is correct, discussing with the venue –Assume paying delegates? 50 industrial exhibitors “worst case” of all ProcOfff/RegDesk manpower on conference budget –Need to iterate with PCO real work starts now...

EPAC 2008: LOC2 EPAC08 01/03/ Budget Consolidation/II Goal: can we go back at EPAC02/04 Fees? Budget sensitivity –42 k€ / 100 persons at constant fee –7 k€ / 10 € Fee change at constant participation i.e. 100 Persons = 60 € Assume: –Fees EPS 80% Advanced 86% –Distribution EPS 6% Advanced 71% Late 23% ?

EPAC 2008: LOC2 EPAC08 01/03/ Preliminary expenses breakdown Estimate based on events for –800 persons and 50 exhibitors Full 20% VAT on all costs 3% banking fees on budget Very preliminary breakdown –Using some margin from PCO offers –Previous conference estimations for other expenses EPAC08EPAC06EPAC04EPAC02EPAC00EPAC98 100Conference organisation Conference venue Industrial exhibition Poster sessions Printing, office expenses Social events, Food & Beverages Proceedings EPS-IGA Student Support Programme VAT and other taxes TotalEuro

EPAC 2008: LOC2 EPAC08 01/03/ PCO: theoffice PCO tasks –Participate to budget consolidation –Administrative/Financial Secretariat manage main cash flow from delegates and industries and to subcontractors –Follow registration through SPMS (providing money transfer module) –Hotel reservations –Handling of subcontractors (CC, social events) –Tours and companion program Presentation from theoffice later

EPAC 2008: LOC2 EPAC08 01/03/ Events Reception at the Magazzini del Cotone –cheap, effective (and on the sea) Chairman cocktail –Palazzo Ducale –Villa Spinola, in the hills overlooking Genova Social dinner –The only place that potentially can host all participants without dividing them in small halls is the Stazione Marittima –However, the Stazione Marittima serves as a passenger terminal for the luxury cruise ships, so its availability will be known only at beginning of 2008, when the cruise lines prepare their routes –Otherwise, we can split in different locations (as in Edinburgh)

EPAC 2008: LOC2 EPAC08 01/03/ Potential pitfall 1: Reaching Genova Not extremely easy –learned the hard way at previous LOC... –make it clear on the web Airport – –Bus connection every hour (20 minuts to Principe station) –Few international connections Daily: Munich/Paris Few times a week: Amsterdam/Frankfurt/London –Daily connection to Rome (4-8/day) & Milano Malpensa (3/day) Train connection –From Milano Centrale in hours –Milano Malpensa to Centrale is another 1 hour approximately

EPAC 2008: LOC2 EPAC08 01/03/ Today Meet with TheOffice –Actions: Deadline for first budget estimate, with a tentative fee Industrial Exhibition –Renzo –Actions: Propose addition to list of contact and finalize first announcement to be sent through SPMS Website/IT/SMPS modifications/mailing list... –Ivan & Stefano –Actions: Deadline for private website, deadline for going public, user roles and lists OC and SPC timeline that we have to follow –CPJG and Caterina

EPAC 2008: LOC2 EPAC08 01/03/ Tomorrow Morning –Hear reports of EPAC06 experience F. Akeroyd (IT) D. Faircloth (Industrial Exhibit) Sue Waller (Conference Secretary) John Thomason (Everything and more...) –Make question, understand, learn Afternoon –Finalize list of actions –Date & Location of next meeting –Plan further inspection to Cotone

EPAC 2008: LOC2 EPAC08 01/03/ Miscellanea Cost reduction –Few years ago shift from book to CD –Now shift from conference abstract booklet to USB sticks? Hardware –My fear is on PC hardware for Proceedings Office and Paper Receipt Office. In past conferences it was coming from big labs, on a “free loan” base. –In principle we will have to buy everything (sponsors?) on conference budget Other ideas –Bergoz at APAC was proposing a few ideas, where he could contribute e.g. sponsored blackboards spread over the CC so that people can stop by and discuss

EPAC 2008: LOC2 EPAC08 01/03/ Timeline (from previous conferences)