Report on EPAC08

1. Report on EPAC08 Paolo PieriniINFN-Milano

2. 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

3. 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

4. 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) • Additional sponsorship from INFN & ST • to feed the EPS-AG sponsorship (raising from last years) • for meetings & “argent de poche” (posters, fileservers, ...)

5. 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 www.epac08.org site

6. LOC site

7. 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)

8. 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

9. 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

10. 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€

11. 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

12. 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)

13. Events • Reception at the Magazzini del Cotone [Tu] • cheap, effective (and on the sea) • or in Palazzo Ducale

14. Events • Chairman cocktail [Mo] • Villa Spinola, in the hills overlooking Genova

15. 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)

16. 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

17. Conference graphic material

18. Site (not public yet) by ST-Deiuri

19. 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