1. Info Kétévi A. Assamagan

2. We’ve entered the last month of preparation before ASP2014 begins – Everything must come together now There are 2 more meetings left – On Thursday July 17 – On Thursday July 31 2

3. Students We’ve selected 69 students – from 328 applications 5 students so far declined – We expect 64 of whom 10 are Senegalese (5 of them would be coming from outside Dakar) Most International students would be arriving on August 3, and departing on August 23 – ICTP will provide the details of arrivals/departures for airport pickups – There could be a few arrivals on the 2 nd and a few departures on the 24 th Students from Senegal but not from Dakar – Special arrangements for their journeys to/from Dakar Travel insurance coverage for international students – Hospitalization, emergencies and repatriation – We need to look into this 3

4. Students Accommodation The University Guest Houses will cover 56 students – 52 rooms of which 4 can be fitted with 1 extra bed (need to buy the 4 extra beds) 8 Students must be lodged outside the university – Residence les Arcanes (4) – Residence Lucienne (4) We have not yet discussed the assignment of students to the different locations – To do before student arrivals – Local students from Dakar also to be housed with the international students 4

5. Excursion to Bandia National Park All day on Saturday August 9 http://www.senegal.co.uk/Docs/Senegal- Guide/Places-To-Visit/Bandia-Nature- Reserve.aspx http://www.senegal.co.uk/Docs/Senegal- Guide/Places-To-Visit/Bandia-Nature- Reserve.aspx To converge on the details Estimated total head counts – 64 students + 10 lecturers + 6 locals = 80 people 5

6. Arrivals I will arrive in the morning of August 3 and depart on August 24 – I will be there for the entire school 6

7. Logistics – to be discussed in this meeting Internet bandwidth Linux boot camp Grid computing infrastructure MC Generators ROOT Geant-4 Muon lifetime experiment / fluorescence experiment Demos and Exercises – Accelerators / beams Filming 7

8. Objective – produce 5-10 min DVD, similar to ASP2012 – http://www.africanschoolofphysics.org/ http://www.africanschoolofphysics.org/ Coverage – A fraction of each of the 3 weeks – The outreach day event of August 16 Responsible – Gilbert Tekoute – From Paris – Dates: August 6-20 – We cover his transportation and accommodation from ASP2014 budget 8

9. Lecturers If you have not yet sent your dates and hotel preference – Please do so soon – If you are making your own arrangements for accommodation, please let us know anyways By now, you’ll should have received invitation letter and hotel reservation – Let us know if you not received them Visa application should be in progress (or completed) – Most convenience is to do online and collect the visa at the airport immigration on arrival in Dakar – You should receive by email a visa approval document a few / several days after the online application – You need to print that document and take it with you to Dakar Lecturers for whom we are covering accommodation – You will have to pay yourself first, them submit receipts for reimbursement 9

10. Lectures - synergy We want to avoid duplications or large overlaps of lecture materials – Please take a look at the agenda https://indico.cern.ch/event/276481/overview https://indico.cern.ch/event/276481/overview In case of potential overlap between your lectures and others – Please connect directly with your colleagues – Please discuss and agree on how to minimize overlaps Level of students – From 3 rd year of university to Ph.D. Backgrounds of students also vary – From theoretical/applied/experimental - particle physics, nuclear physics material sciences, optics, computing, nuclear medicine, general physics Please keep your lectures simple – Water them down to the levels of the students Language – English – Expect some students to struggle in English – Expect some fluent in French – OK to explain things in French if you can and when necessary 10

11. Opening function / outreach event Opening function – August 3 at 16:00. Meet with the students – Need to discuss catering Outreach event – Starting at 14:00 on August 16 – Need to get confirmation of international delegates from CERN and South Africa – Confirmation from Senegalese local and central government – Catering for this event 11