IOC+ACP2025 LOC Meeting

Wednesday 16 Apr 2025, 13:00 → 15:00 GMT

Christine Darve (European Spallation Source), Ketevi Adikle Assamagan (Brookhaven National Laboratory (US)), Mounia Laassiri (Brookhaven National Laboratory)

chat.txt

video1295845932.mp4

 

Present:

Christine, Kétévi, Herman, Horst, Prof. Amou, Funmi, Benard, Peyton, Kelly, Beltako, Ulrich, Kenneth, Komlan, Lawrence, LPMCS, Sanae, Mounia.

1. Input from the LOC on logistics

• We have received some input from the LOC on logistics, which has already been added to the ACP2025 webpage.

• Prof. Amou sent two hotel proposals. We discussed the possibility of extending the accommodation options to include the ASFAP symposium

• Transportation: Some options will be available during the conference.

• We also received a draft invitation from Prof. Amou. We will review it and provide him with our feedback.

2. Scientific program

• Session leaders have already started inviting speakers.

• For the opening talk, Kétévi sent an invitation to Prof. Hounkonnou.

3. Abstract reviewing

• We presented a demo of the abstract review process and spent significant time discussing it.

• We recommend the following:

• Review and rate only the abstracts within your domain of expertise.

• Each abstract should be reviewed by at least one IOC member; more than one review is encouraged.

• Do not judge the abstracts yet; just review and rate them.

• Do not review or rate your own abstracts.

• We would like all abstracts to be reviewed and rated by April 29, so we can discuss abstract judgment and selection at our next meeting on April 30.

• You should accept the abstracts of your invited speakers. If your invited speakers have not yet submitted their abstracts, please contact them again and encourage them to register. Abstract submission is now closed; any late abstracts from invited speakers should be sent to the IOC, and we will insert them into the Indico database.

4. The next meeting will on April 30

• We will finalize abstract judgments and selections.

• We will continue the discussion on invited speakers.

• Please prioritize invited speakers who can attend in person, even if they currently lack funding. We will address funding support later.

13:00 → 13:10 Inputs from the LOC

We have received some input from the LOC on logistics, and we have already transferred it to the ACP2025 webpage: https://africanschoolofphysics.org/acp2025/

As for the poster, we are waiting for the WebP version so we can upload the latest one.

13:10 → 13:20 Lodging accommodation

We asked the ACP2025 LOC to provide us with a written document including three recommended hotels with their rates, taking into account the distance from the conference venue.

13:20 → 13:30 Conference reception and dinner

• ACP2025 reception: We need input from the ACP2025 LOC on how we would like to host this and where.

• ACP2025 dinner: Should we have a joint conference dinner in conjunction with the Université de Lomé’s 55th anniversary?

13:30 → 13:40 Invitation letters and entrance visa

We did receive a draft of the invitation letter, which was prepared by the ACP2025 LOC. People who need an entry visa for Togo are encouraged to apply as soon as they receive their letter.

13:40 → 14:10 ACP2025 Scientific program & proposed session leaders

ACP2025 scientific program

14:10 → 14:30 Contributed abstracts and selections

• We can now start reviewing the contributed abstracts. We have 3 slots for contributed talks. Each slot with 3 parallel sessions of 90 min total. Assuming (12+3)min talks, we have a total of 54 abstracts to select. However, some talks might be elevated to invited status or be longer than 15 min. We need to see the number of talks to select to cover the available time slots.

• How to review abstracts? We will go through the steps here, https://africanschoolofphysics.org/acp2025/