ACAT Organization Update
March 4th 2016
Denis Perret-Gallix
A Workshop, not a Conference
Bridging Disciplines
Theory
Computing
Experiment
Discussion is a top priority
Cross talks
Round tables
Personal and informal discussions
see Zeuthen, Uxbridge, Prague,....
Contents
Organization Principles
3 committees: IAC, SPC, LOC
The Board: IAC, SPC, LOC chairs
Editorial Board
Scientific Program Organization
Updating the Guidelines
Organization Principles: To FIRE
To FIRE: Transparency, Flexibility, Innovation, Responsibility, Efficiency
Transparency good communication, initiatives known
Flexibility workshop style, adaptive format and coordination (venue)
Innovation on the topics, how to improve people exchange,
Responsibility who does what, who is responsible,
Efficiency improve communication between the organizers
IAC: International Advisory Committee
Members are invited by the IAC Chair in accordance with the SPC chair after IAC consultation.
Main tasks:
To advise the Board on topics, (plenary) talks, speakers and general organization issues.
Each member belongs to a given track 1, 2 or 3 and acts as a track adviser
Representation ad personam: members do not represent their field, organization or country, � a fair balance between tracks, regions and genders should be enforced.
IAC is consulted before final major Board decision.
...
SPC: Scientific Program Committee
Members:
The Board (the SPC chair is invited by the IAC chair)
Other members invited by the Board:
3 x 3 track coordinators
1 IAC member: Relations with the industry (SPCI)
1 IAC member: Outreach and education (Students and Professors, tutorials, general public presentation, press) (SPCE)
1 IAC member: Website: Indico (SPCW)
Main task:
Manage the abstract reviewing process for parallel (highlight talks, regular, posters). Propose plenaries
Setup the sessions: grouped by topics, select the session chairs, organize track and plenary round-tables
Formal invitation for parallel speakers after the Board final program approval.
...
TC: Track Coordinators
Members: Invited by the Board on IAC advice
3 per track
1 per region (Asia, Europe, America)
1 from the LOC
1 liaison: overall responsibility over the track, connection with the SPC chair and the Board
Tasks (see SPC)
LOC: Local Organizing Committee
In charge of the local organization, including: budget (including invitations), logistics, timetable, posters, webcast, proceedings, social events, mailing of the conf. poster and of the bulletins (after Board approval)...
Members are invited by the LOC chair, presented to the Board:
One track coordinator for each track ---> 3 track coordinators
Budget management (visible by the Board)
Relation with the industry (in liaison with the SPCI)
Outreach, education, press (in liaison with the SPCE)
Website management (in liaison with the SPCW)
Visa and other assistance to the attendance
….
The Board: ACAT Board
Members: the 3 chairs: IAC, SPC, LOC. Decisions are Collegial.
Formal representation of ACAT. Initiatives should be reported to the Board before action.
Main Tasks: overall coordination
Invitation of the SPC members and track coordinators
Final program decision, bulletin approval before mailing.
Financial support decision and formal invitation of the plenary speakers
...
Editorial Board
The Board + track coordinator liaisons
ACAT Scientific Program Organization
IAC
The Board: IAC, SPC, LOC Chairs
SPC: Track Coordinators, ...
Topics, talk and speaker proposals
Speakers not contacted
Proposed Program
Abstracts
Comments/Advices
Final program
Formal plenary invitations
Discussions
Time
Review abstracts and papers
Topics, Plenaries,
Advice track coordinators
Update of the Guidelines
The guidelines will be updated here:
http://acat.in2p3.fr/cgi-bin/twiki.source/bin/view/ACATSC/ACATGuideLines