Seattle Snowmass

Summer Study

LOC Meeting

April 22nd 2022

Indico: https://indico.fnal.gov/event/54170/ �Slack: https://app.slack.com/client/TNNU4A570/GT9EL9UTD

News

• Funding
• HSF - $23K for accessibility (in-preparation)
• Upcoming meeting
• LOC meeting (in one week)
• Apr 29 2:30pm https://indico.fnal.gov/event/54170/
• Conference page
• https://github.com/gordonwatts/seattlesnowmass2021

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Timeline

+ Mar 14: Poster Abstract submission is open (soft open)

+ Apr 18: Bulletin #1 (highlight poster abstract)

+ Apr 22: Start sending Invitations to session speakers that need it (Program Committee)

+ May 01: Early registration starts (with reduced registration fee, 11 weeks countdown), Bulletin #2

+ May 7: Poster abstract: accept all reasonable posters that have applied (unless we are overwhelmed)

+ Jun 05: Early registration ends (6 weeks countdown), Bulletin #3, Bulletin #3 a few days before as reminder?

+ July 03: Normal registration ends (with regular registration fee, 2 weeks countdown)

Late registration (higher registration fee) starts

+July 17: Summer meeting kickoff

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https://seattlesnowmass2021.net/

https://docs.google.com/spreadsheets/d/1s6idO-hcOFMDaW5hsgWv6UNlcIF3plSXjgL8bTIQYfU/edit

Target attendance from Theory Frontier

Target attendance from Early Career

http://seattlesnowmass2021.net/assets/schedule/frontier.xlsx

Double room, private bath

http://seattlesnowmass2021.net/lodging/

Minimum reservation: July 18~25�Option1: check-in 2 days early

Option 2: check-out 2 days later

• Watertown $191~$243/night
• University Inn $166~$208/night

https://github.com/gordonwatts/seattlesnowmass2021/blob/pr_registration/pages/registration.md

Early Bird Registration

Early bird registration runs until June 5th. The cost of in-person registration is $750, and $375 if you are early career (a student or postdoc, or the equivalent).

Normal Registration

Normal registration starts June 6th. All costs are projected - depending on the number of early bird registrations we receive, we will be working hard to keep costs down - focusing first on our the early career community. The costs for in-person will at least as high as early-bird registration (and most likely higher).

The cost of in-person registration is projected to by $850, for early career we expect it to be $425.

We will also open remote registration at this time. A remote registration gives zoom access to all plenary and parallel meetings. The projected cost for remote registration is $500, and $100 for early career registration.

Finally, we will also make an observer registration possible. This will give zoom access to all plenary sessions (first and last 1.5 days). This is projected to cost $100.

Late Registration

Please do your best to avoid this. This is beyond our catering order window, and there will be few if any slots available for dinner. We will, of course, do our best. We expect the cost of late in-person registration will $1200, and $600 for early career members.

Remote and observer registrations will continue at the levels set during Normal Registration.

Dinner

At the time of registration you will also have the option to join the conference dinner. This part of the registration occurs as you check out on the UW site. Please make sure to select guests and any meal preferences. We are expecting some 80% of people attending this Snowmass workshop to want to join in the dinner, according to the attendance survey. We should have room for everyone, but please do not expect many last minute seats being available!

Reception & Dinner

• Contact: Henry Lubatti, Alejandro Garcia
• Mandate: Menu, wine list, and possible entertainment arrangements.

UW Banquet Venues

Reception: 350 attendants? Physics Patio? Serve prosecco, rose, beer, red wine. Snacks. Campus service.

Dinner: 300 attendants? UW venues to consider:

The HUB Lyceum https://hub.washington.edu/event-services/hub-spaces/hub-160-lyceum/ Seats 500, available for banquets

The HUB South Ball ballroom https://hub.washington.edu/hubres/211_bbr_banquet-744.pdf Seats up to 744 for banquet

an option to indicate in the banquet that they want a vegan option.

Cash Beer, Wine, and Non-Alcoholic Bar

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When ordering multiple entrees, the highest price prevails. You may choose up to three entrees. A minimum of 12 guests is required per order. Labor and/or delivery charges will be added to your BEO contract.

Physics Slam

• Contact: Gray Rybka
• Mandate: Organize a physics slam event and include putting together a review judge.
• Target Audience: K-12 Students and Parents, example poster
• Locale: Kane Hall Big Room Capacity 450 people +
• Duration 60 Minutes - 10 min intro, 10 min closing + 4 to 6 speakers. I kinda want to include a 10 minute lecture demo slam with UW undergrads in the middle so we might have to push it to 90 minutes.
• Date: Thursday, July 21, 7pm-8pm
• -Advertising: - I’ve contacted the early career group and community engagement group. Can we connect with Pacific Science Center? What about the industry outreach? Frontiers Series
• Prizes: Everlasting fame. Maybe a plastic medal in budget? Yes.
• How do we draw our contestants? Contacted early career group. They seemed enthusiastic.
• Plan: copy CUWIP model almost exactly, it worked.
• Hey do you want to sell tickets to the public? Yes. Free tickets to control participants. Use same system as frontiers. Tickets and advertising up in March. I think trying to record this on anything beyond panopto will be a nightmare. Perhaps post it to youtube.

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youtube?v=b1q46oeuG4Q

Outreach & Public Engagement

Contact: Joey, Laura, Anna, Quentin

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• Colliderscope: with Larry, Nikola, Blue Moon confirmed for Saturday (8pm?, 21+)
• Laura and Nikola will work with Nikola’s contacts for advertising poster (also for physics slam)
• LIGO virtual tour: for public and conference attendees, live broadcast, propose Wed July 20 at 11am, need a room
• LIGO in-person tour: Wed July 27, will need to provide proof of vaccination, charter bus from MTR Western for ~$1500/day, include option in conference registration for ~$70/person, looking at lunch options
• REU live broadcast Physics Slam to physics REUs, advertise through NPRLG, Thurs July 21 7pm [see previous slide]
• PSC & YMCA family events and activities with SPOT Student Ambassadors [see next slide]
• Physics Demo [maybe in Physics Slam]

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Other ideas:

• Curated physics cartoons and comics, art reception event, partner with comic book store
• Virtual event: ask me anything (AMA) Reddit or other virtual event
• ie LIGO AMA, LHC AMA
• Physics and dance performance: (Anna will email Sarah Demers)
• Science Cafes, Astronomy on Tap, Nerd Nite Seattle - presenters could be early career scientists (Anna will look into it)

Snowmass Outreach Program Proposal

• Coordination team
• Q. Buat, J. Key, S-C. Hsu
• Huangyu Xiao, Michaela Guzzetti: PhD students joining us to plan the project
• Wendy Garcia Naranjo: STEM outreach Program manager at UW-Bothell
• Proposal:
• Offer activities to libraries and after-school programs in the Seattle area moderated by trained science communicators

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• List of activities: activities
• List of places: places
• Contacted ~5 places, heard back from Pacific Science Center and Seattle YMCA. Young & Youth Program
• Science communication training:
• Contacted a science communication professor at UW Bothell (2 other names in backup)
• Pacific Science Center plans:
• Several opportunities: activities during their summer camp, creator corner, curiosity at home (online)
• Offered to have an interview in May for their blog so advertise snowmass
• They seem flexible on the number of events (will try to have some during the workshop)
• They reopen early July to the public so events during snowmass is a good time for them
• Meeting with them on April 21st, hope to settle on dates for events
• YMCA plans are more preliminary but they seem flexible and will put us in contact with each location we are interested in
• Website has been updated with latest confirmed informations

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Public Relation

• Contact: Henry Lubatti + someone else
• Mandate: Contact with the UW news, local media and press to keep them informed about our activities. Work together with Fermilab connection, US Ops programs, APS/DPF press office coordination, and reach out to other PR activities.
• Create a google sheet
• UW News press
• Local newspaper

Social Media contact ?

Other Events

• Reception - Monday, July 18 (day #2)
• Industry Networking Game night, July 19
• Public Lecture featured by Adam Riess - Wednesday, July 20
• Public Physics Slam - Thursday, July 21
• Public ColliderScope featured by Larry Lee - Saturday, July 23
• Dinner - Friday, July 22

• Poster sessions (Jason) - Reception Monday, July 18 � Session break Mon-Wed July 18-20
• Exhibit (industry sponsors) Jan - Session break Mon-Wed, July 18-July 20

• LIGO Hanford observatory tour - Wednesday, July 27 (Joey)
• Seattle community library Science Festival (Quentin)
• Physics Demo (VR) (Qeuntin)

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Child Care with UWHR Work Life

We did speak with UWHR Work Life on Monday and they had several suggestions.

1. Connect with the University District YMCA to see if they would be able to provide slots in camps/care options. My colleague Caroline Shelton is investigating this possibility and will be in touch when she hears back.
2. Bright Horizons, which provides UW staff “back up care”, may be able to provide care. I will send you a separate email the UWHR WL received from Bright Horizons about this.

Potential individual solutions

1. Some attendees might enroll their kids at daycares in their local areas that are national chains, it might be that they could take advantage of the Seattle affiliate of the chain and be eligible for care here. Example: if their kid attends KinderCare in Boston, they might be able to connect with the KinderCare in Seattle and receive reciprocal enrollment in Seattle due to their affiliation with Boston.
2. Conference attendees could hire nannies/babysitters to care for kids in their hotel rooms/Airbnbs/local accommodations. UW could help in recruiting/making nannies available:
• The College of Education hosts a job board where folks can post available opportunities. You could post a recruitment ad for the number of nannies needed for the number of attendees with child care needs and then match nannies to families.

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Childcare by Bright Horizon

• Emergency Camp program by Bright Horizon.
• Programs are flat fee, cost per day programs based on the # of children being served
• prefer to have a minimum commitment of 1 week
• Preliminary pricing shown below is for up to 11 hours/day, 5 days/week.
• Mixed age pricing includes infants-school-age

Accessibility: recently done

• Contact: Elise Novitski
• Tien-Tien will reached out to a contact at the Heising-Simons Foundation, and they invited us to apply for $20k for captioning- woohoo! Tien-Tien will lead the grant application process with lots of support from Elise.
• Payment to White Coat Captioners for 2 tracks of captioning is making its way through the UW system (unless it’s already through, Gordon?)
• Documents that are ready to go if Gordon gives them the ok:
• Individual accessibility accommodation request form: https://docs.google.com/forms/d/e/1FAIpQLSckz92agvTTnZHkQstsXsbrfesOH4CHsGR80Rl5kQG-iqQhRg/viewform
• Accessibility web page text drafted and hedging language added for things that are not certain yet (see pull request on GitHub)
• Accessibility-related bulletin text: https://docs.google.com/document/d/1njKm_Oj_axYgLv8iN2CeT5wzb8tfc4vIoS5L7MI_nR8/edit

Accessibility: to do

• Accessibility to-do list outlines tasks and corresponding questions for the registration form: https://docs.google.com/spreadsheets/d/1QQWWBRTzoNKI3ZwHrtT3RSjRMLBieAAcDA7C2Eolj4U/
• Next-most-urgent to-do items:
• Recruit accessibility help from Conference Services and/or another organizer
• Finalize registration questions related to accessibility
• Look at needs related to rooms booked: AV capabilities, wheelchair accessibility, furniture, distances between buildings, a quiet room, breastfeeding/medical room access
• Start looking into options for transportation around campus for people with mobility issues
• Secure more funding (see next slide)
• On Monday 4/8/22, Shih-Chieh, Gordon, and Elise met with other CommF3 to get ideas about recruiting accessibility organizers. Plan made during the meeting:
• Gordon and Shih-Chieh will look over the accessibility to-do list spreadsheet.
• Shih-Chieh will arrange a meeting with Conference Services, which Shih-Chieh, Gordon, and Elise will attend, and they will try to figure out what role Conference Services can play.
• Gordon, Shih-Chieh and Elise will figure out whether we can hire an admin to do some of the coordinating work.
• If need be, Gordon, Shih-Chieh, and Elise will reach out on the Community Engagement Frontier Slack channel to ask for volunteers.

Accessibility: funding

• Costs
• 2 tracks of captioning ~$35k. If more tracks are needed more money will be needed.
• Green laser pointers: $300-$450
• Transportation between buildings: $??
• Temporary disabled parking passes: $??
• Specialized furniture: $??
• Multiple break/meal stations to avoid line buffet lines: $??
• Extra AV support (e.g., better microphone systems to allow questions from the audience to be audible to remote participants and the captioner)
• Funding sources
• DOE (~$20k)
• Heising-Simons Foundation (~20k, likely)
• We should consider applying for more funding through NSF FASED (Facilitation Awards for Scientists and Engineers with Disabilities). Any news from NSF, Gordon?
• Microsoft? Perhaps it checks their DEI boxes

Public Lecture

• Anna Goussiou, Alvaro
• Mandate: Plan and coordinate public lecture with Frontier of Physics Lecture (Chair of Frontier of Physics: Alvaro Chavarria).
• Nominations received. Committee select Kip Thorne as first choice (declined), Andrea Ghez as second (declined), Roger Penrose as third (could not commit in-person), Adam Riess as fourth (accepted!) .

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Adam Riess (Nobel Prize 2011) is confirmed as the public lecture speaker on Wednesday, 20th of July. The lecture scheduled to be in person.

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FPLS Committee will organize Snowmass 2021 Lecture. They provide administrative resources for organization, advertisement, funds for the room reservations, reception, etc.

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2021 FPLS lectures were a success: Bill Phillips (Spring 2021, fully online), Eot-Wash group (Fall 2021, in a hybrid “TV studio” format). We should be able to accommodate any format (from fully in person to fully online) for Snowmass.

Diversity, Equity, Inclusion, Climate

• Contact: Lauren Tompkins, Tien-Tien Yu
• Mandate: Assure inclusivity of web and conference, work with local organizers, allies program, any necessary connections with the DPF ethics committee.
• Participant support page: e.g. https://agenda.infn.it/event/28874/page/6012-participant-support
• To be determined after virtual/hybrid decision:
• Allies Program set-up (people designated for people that are feeling unsafe/uncomfortable) [see DPF ethics committee]
• Native land acknowledgement/collaboration with local tribes
• Important to have action (i.e. collaboration) and not just acknowledgment
• https://usdac.us/nativeland
• Perhaps generate physical materials highlighting CP&CG that every attendee receives
• Coordinate with the Div_incl conveners on efforts
• Other contacts to think about:
• CUWiP, tribes-tcus

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Poster session

• Jason Detwiler
• Poster awards, review committee appointment
• Mandate: Organize poster sessions, setup poster awards, review committee appointments. This event might be hosted during the DPF reception -> Gordon & Shih-Chieh to figure it out.
• Abstracts
• 13 as of Apr 22. Closes May 9
• Accept all that are not “nonsense” (Jason)
• Awards
• Universe offered three $300 awards. Working with Weina to generate design. Need to figure out logistics to print final versions.
• Committee – who can I tap? Start from Ketevi Assamagan from Program Committee, then add others from other frontiers (get Ketevi’s input). Probably just need 3-5
• Need to prepare review criteria and logistics
• Venue, equipment and setup / cleanup labor
• In the south ballroom in the HUB. Schedule is determined: during morning breaks and lunchtime Mon-Wed, also during Mon reception (“standard” poster session with refreshments)
• Labor by student assistants – Jason to train / coordinate them for posters. Need to coordinate with Alvaro and Quentin
• Virtual component?
• Recorded videos + zoom breakout rooms?
• Twitter poster session: https://www.youtube.com/watch?v=fQDL8r3r_d4
• Fermilab VR used at Neutrino 2020?

Virtual Poster Session Concept

• Motivation
• Early career members who have made significant contributions to the Snowmass process have expressed strong interest in having an opportunity to share and continue their work at the Summer Meeting
• In-person attendees can do this via the poster session, but this does not accommodate virtual attendees
• Considerations
• The LOC is concerned that a live, online poster session will not achieve the goal of providing such an opportunity for remote presenters, due to a likely lack of participation by non-presenters:
• In-person attendees are unlikely to eschew live interactions to join an online session
• Remote attendees will likely be heavily fatigued by the full schedule and time zone differences, and thus would also be unlikely to attend
• Concept: “Offline” virtual poster session
• All presenters (in-person and remote) will upload a ~1 min video to Indico along with their poster pdf. The video will include the poster’s contribution number, whether it is live or in-person, and the skype username and email address of the presenter. The videos will be captioned if possible.
• The videos can then be played in a loop during coffee breaks and during the live poster session at the meeting, appearing both on zoom as well as in the main screen in the plenary auditorium. Participants will be encouraged to view further details on Indico and to contact presenters via Slack. In-person participants will be encouraged to visit in-person posters for live discussions.
• Although robust interaction for remote participants is still not highly likely, this concept at least ensures that remote posters receive some “air time,” and gives the presenters a chance to connect with other participants interested in their work.
• The awards committee will assess all submitted posters. One award will go to an in-person poster, one will go to a remote presenter, and the third will go to the committee’s choice.
• Implementation
• Post a description of the poster session concept to the meeting Indico page
• Update the poster abstract submission to denote an in-person versus remote poster presentation, and mark all existing abstracts as in-person
• Send out a notice to the community describing the concept and encouraging remote poster abstract submission

Inreach (?)

• Satellite meeting(s) at CERN
• Many postdocs and students will be at CERN and may not be able to travel to the meeting
• These groups should somehow be integrated into the discussions and decision-making
• The “big” lectures in Seattle are ~midnight at CERN
• Maybe have a social event to facilitate cross-experimental bonding
• The summary talks in the (PDT) morning are still during CERN working hours
• Try to organize pictures with everybody at CERN and everybody in Seattle, taken at the same time.
• Possible venue for the CERN contingent: pump room. Maybe too big, but room needs to be organized in advance.
• Local working group( chapter)s probably take care of themselves.

Backup

Exhibitors

• Exhibitors: Jan Strube
• Mandate: Reach out potential organizations interested in hosting exhibitions during Snowmass, e.g. Publishers, Industry, Funding agencies
• List of names:
• Funding agencies: HSF (**), Simons Foundation, NSF, DOE -- Labs(?)
• Publishers: pop-sci journals like Symmetry (**) and Quanta (**), Nature (Magdalena Skipper?), Springer (tom.spicer@springernature.com)
• Industry/Labs: PNNL (**), data-science/tech orgs (Insight, Google (**), Amazon, Microsoft (**), Intel (**))
• what are some other ones in the Seattle-area?
• Check who came for CUWiP (can hopefully tap some of the same groups)
• Jan will contact Marcel Demarteau and acceleration people at TRIUMF for detector R&D-related industry contacts
• Ask Shih-Chieh who were those people at our faculty meeting who knew how to approach donors? Could we call them for advice?

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Possible blurb for approaching sponsors

Dear <name of sales rep or recruiter>,

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My name is <name>, I am part of the local organizing committee for the summer meeting for the decadal strategy update of the US high energy physics community, from July 17-26. We expect ~400 members of the US high energy physics community to gather in person and discuss projects that might be undertaken in the next one or two decades, with an additional 250 people attending remotely.

The chairs of the local organizing committee, Shih-Chieh Hsu and Gordon Watts are in cc.

We would like to meet with you to discuss opportunities for RadiaBeam sponsorship at this event.

Please let us know your availability at https://www.when2meet.com/???

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Best regards,

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<name>

Steering Board suggests to add �Career Fair

Registration Model

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This gives the conference about ~$2K extra

Make a copy and play with this sheet

Budget Draft

• 20 events with 2 communicators per event and each communicator will sign up for 2 events:
• - 1h of commute for each event per communicator (40h total)
• - 2h training for each communicator (we are planning to hire 20 communicators so in total 40h)
• - 2h moderating an event for each communicator (in total 80h)
• Assumed 50/50 graduate / undergraduate

Scenario used for drafting purposes

Can’t be accomodated

Without overhead

With Seattle on- campus overhead

Poster

New Design (Helen Chen and Oscar Chou)

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Additional twists

• Event description revision
• PC list
• LOC list
• Organization logo
• Plain black or blue background
• Welcome to provide feedback on Slack

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Conference Website

• Conference page: https://seattlesnowmass2021.net/
• Infrastructure is setup in github
• https://github.com/gordonwatts/seattlesnowmass2021
• https://gordonwatts.github.io/seattlesnowmass2021/
• Next:
• To-do List
• Code of Conduct (done)
• COVID acknowledged - expected date for the covid decision (done)
• Dates, simple venue information, lodgings placeholders (done)
• Registration tab, contacts for info (LOC folks) (done)
• Publish to inspire, other community calendars (not done)
• Unified theme with poster design (not done)
• What should we add now?
• Informal discussion can be added here or on SLACK
• Industry sponsorship - website list of activities, dedicated sections/workshops/training
• Public events, Outreach activities, Public relation, Press media contact

LOC member

Reception & Dinner

• Contact: Henry Lubatti, Alejandro Garcia
• Mandate: Menu, wine list, and possible entertainment arrangements.
• Zeroth order menu: salmon or vegetarian pasta
• Zeroth order wine list: prosecco, rose, beer, red wine.
• Mandate: Venue?
• banquet planning will be continued after we decide to make this a go

UW Banquet Venues

Reception: 350 attendants? Physics Patio? Serve prosecco, rose, beer, red wine. Snacks. Campus service.

Dinner: 300 attendants? UW venues to consider:

The HUB Lyceum https://hub.washington.edu/event-services/hub-spaces/hub-160-lyceum/ Seats 500, available for banquets

The HUB ballroom https://hub.washington.edu/hubres/211_bbr_banquet-744.pdf Seats up to 744 for banquet

Room costs https://depts.washington.edu/thehub/hubres/dept-av-FY21.pdf

Audio package rates https://depts.washington.edu/thehub/hubres/dept-FY21.pdf

As Henry and Alejandro understand it, the conference organization will take care of the venues.

Local logistics

• Conference Logo, Poster and WebSite:
• https://github.com/gordonwatts/seattlesnowmass2021
• Accessibility, Disability Service:
• Gordon Watts
• https://docs.google.com/document/d/1a_XqcI7r76Vo_Mjirxdzd_1fPoyHWqyV2m8wCdU38YA/edit#heading=h.q7cuz7ces90b
• Snowmass for Family:
• Conference Management
• Child care, Summer camp
• Tour, Local attraction:
• Conference Management
• Campus, Seattle, Washington State (LIGO), Northwestern
• Venues, Registration, Accomodation:
• Conference Management

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Note: For LIGO - one for LIGO and the other to visitors go to the Hanford B reactor - Strube - Day long trip

Student Assistant Crews

• Shih-Chieh Hsu, Alvaro
• Mandate: Manage shift schedule and train graduate volunteers to run the meeting. 2 graduate volunteers per room (~30 volunteers in total).

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Will all assistants be UW graduate students from Physics? What about other Departments (Astronomy, Applied Math). What about undergrads (seniors) or students from local community college, etc. Regional Physics grad programs, ie UO, OSU, MSU?

How will we find the students? Poll the Department. Advertisement.

Will the students be paid for their time?

How will students be assigned to rooms? Randomly or do they get a choice?

Will one training session be sufficient? How much in advance?

We will need coordination with classroom services, do we have a point of contact?

Social and Networking

• Social Media: TBA
• Mandate: Collaborating with DPF/APS/FNAL to maintain active social media activities, e.g. FB, Twitter, IG

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Development & Career (Career Fair ?)

• Contact: Volunteer to help out
• Mandate: Coordination with Community Involvement, Young Snowmass to arrange panel discussions and/or promotion events.

Ideas (to discuss):

Two career panels: one academic and one non-academic

Contact young snowmass ~now to discuss this proposal (and seek other suggestions)

Start making list of invitees, but don’t contact non-academic guests until decision on in person or virtual is made

Funding for panelist: travel + compensation for non-academic panel

UW COVOD-19 Policy

Contact: Alejandro

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Action items:

• Read carefully Covid rules for April APS meeting
• Compare to UW Campus Covid Rules

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Update 3/23/2022: Having contacted UW-Covid, have been informed a new set of rules is in preparation and will be delivered 03/28.

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Conference Housing - North Campus Dorm

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• $105.50 per person, per night for single occupancy
• $62.25 per person, per night for double occupancy
• Modern construction, 10min~15 mins walk
• Minimum: 9 nights (July 17~July 26)
• Option to check in 1-2 days early, and check out 1-2 days later

https://hfs.uw.edu/Live/Undergraduate-Communities