EPAC 2008: LOC2 EPAC08 Eleventh European Particle Accelerator Conference Magazzini del Cotone, Genova, Italy June, 2008 Report on EPAC08 Paolo Pierini INFN-Milano

EPAC 2008: OC2 EPAC08 27/07/ Status: LOC composition Full LOC assessed –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 –Fabio Marcellini, INFN/LNF - Poster Manager –Daniele Sertore, INFN/MI - Speaker Interface –Bruno Buonomo, INFN/LNF – Technical Equipment Manager

EPAC 2008: OC2 EPAC08 27/07/ 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 choice 01-02/03/2007 LOC-2 in Milano –Welcome the PCO representatives –Met with key EPAC06 (pitfalls, suggestions, things to avoid...) 19/04/2007 LOC-3 in Genova Visit to venue 13/07/2007 LOC-4 in Geneva –CC updated offer, Budget, Industrial Exhibition

EPAC 2008: OC2 EPAC08 27/07/ Conference organization model The PCO will handle 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 Ivan Andrian/ST)Ivan Andrian/ST Additional sponsorship from INFN & ST –to feed the EPS-AG sponsorship (raising from last years) –for meetings & “argent de poche” (posters, fileservers,...)

EPAC 2008: OC2 EPAC08 27/07/ Actions: Web Secured conference domain –we have epac08.org –domain from Italian ISP, up to 21/08/2009, will renew –Maintained by Sincrotrone Trieste (Ivan and Stefano) Started the loc.epac08.org site to keep the LOC material Started the site

EPAC 2008: OC2 EPAC08 27/07/ LOC site

EPAC 2008: OC2 EPAC08 27/07/ Budget Budget consolidation –Expense budget assembled from PCO offers and iterating with CC for optimization of spaces Totaling ~ 410 k€ (VAT excluded, EPS Student Program excluded) “worst case” of all ProcOfff/RegDesk manpower on conference budget –Assumptions for income budget (definition of fees) 700 paying delegates 50 industrial exhibitors (with possibility to raise to 60 or more) Full 20% VAT on all income 4% banking fees on all income No sponsorship (seems hard to obtain)

EPAC 2008: OC2 EPAC08 27/07/ Expenses breakdown Estimate based on events for –700 persons and 50 exhibitors 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 TotalEuro

EPAC 2008: OC2 EPAC08 27/07/ Fees Proposal –Delegates (VAT included): Early Registration Fee: 450 Euro (lower than 06) Nominal (late) Registration Fee: 540 Euro EPS Member Fee: 420 Euro Assume 5% EPS 60% Early 35 % Late

EPAC 2008: OC2 EPAC08 27/07/ Fees –Industrial Exhibit Package (Booth, 1 delegate + 3 staff): Early Fee: 3000 Euro + VAT Late Fee: 3300 Euro + VAT Double booth, Early Fee: 5500 Euro + VAT Double booth, Late Fee: 6000 Euro + VAT –Projected income is approx 270 kEuro from delegates, 140 k€ from IE, for a total of 410 k€ EPAC08EPAC06EPAC04EPAC02EPAC00EPAC98 100Conference organisation Conference venue Industrial exhibition Poster sessions Printing, office expenses Social events, Food & Beverages Proceedings EPS-IGA Student Support Programme TotalEuro

EPAC 2008: OC2 EPAC08 27/07/ Milestones & Deadlines Website –Decided main structure –Already up (closed access) –Assigned writeup roles –public by End September/October Industrial Exhibition: –Open registration by mid November Consistent with SPMS registration module development by Jacow –Deadline for Early Rate: End January (23) Delegates: –Open registration by mid December –Deadline for Early Rate in April

EPAC 2008: OC2 EPAC08 27/07/ PCO: theoffice PCO tasks –Participated 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 through development at ST) –Hotel reservations Arrangements with the Hotels already started –Handling of subcontractors (CC, social events)

EPAC 2008: OC2 EPAC08 27/07/ Events Reception at the Magazzini del Cotone [Tu] –cheap, effective (and on the sea) or in Palazzo Ducale

EPAC 2008: OC2 EPAC08 27/07/ Events Chairman cocktail [Mo] –Villa Spinola, in the hills overlooking Genova

EPAC 2008: OC2 EPAC08 27/07/ Events Banquet [Th] –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)

EPAC 2008: OC2 EPAC08 27/07/ Poster and web site Poster layout chosen and presented at PAC07 –very successful, brought 20 copies, only 4 left at end of week Conference postcard based on poster is being prepared Web modeled after poster

EPAC 2008: OC2 EPAC08 27/07/ Conference graphic material

EPAC 2008: OC2 EPAC08 27/07/ Site (not public yet) by ST-Deiuri

EPAC 2008: OC2 EPAC08 27/07/ Still not final WiFi connections –Venue does not provide it as a service –Area served by Vodafone They don’t offer “flat” connections (have to buy individual accesses, with overhead in mgt.) They can if they become an official sponsor of the conference –They claim it’s too early now for a committment –LOC IT people applied for sponsorship, awaiting decision –We could deploy our own access points (additional costs) Proceedings Office and Computer cafè PCs –Need to rent them (approx 60 machines) budget based on preliminary oral contacts with suppliers, but still need formal quotes and check with specs especially with Proceedings Office