IOC Meeting

Tuesday 20 Jun 2023, 14:00 → 16:10 Europe/Zurich

Azwinndini Muronga (NMU, South Africa), Diallo Boye (Brookhaven National Laboratory), Kétévi Adiklè Assamagan (Brookhaven National Laboratory (US)), Mounia Laassiri (University of Helsinki), Ulrich Goerlach (Institut Pluridisciplinaire Hubert Curien (FR))

To discuss the scientific program of ACP2023

Conference info

Present: Realite, Dolly, Mounia, Christine, Funmi, Sanae, Collin, Ulrich, Brian, Benard, Kétévi.

Apologies: Azwinndini, Kenneth, Uli

1. We may have to do the reception (September 25) and dinner (September 28) at a difference location: the Protea Hotel needs to re-set the venue for reception or dinner; for this, we need to end activities by 15:00 on both days, Sept 25 and Sept 28. This not possible given the scientific activities planned for these days; hence the need to explore a different hotel for the reception and dinner. To be confirmed;
2. There will be a scientific activity (organized by the early career physicists)  during the reception. The location of the reception needs have videoconferencing capability—the LOC will check;
3. letters of invitation will be sent on June 21, 2023. You need you to look at the list of invited speakers and complete any missing information so that your invited speakers receive their letter.;
4. Committee members may submitted abstracts for contributed talks;
5. At our next meeting on July 4, we will start discussing the contributed abstracts. There are 36 time slots of (13+2)' reserved for contributed talks in parallel sessions on September 25, 27 and 28. There may be contributed abstracts for which we need to allocate more than (13+2)'. Committee members are encouraged to go to the management area of Indico to examine the abstracts. Kétévi will circulate a suggestion for the abstract reviews and selections;
6. People who will participate in person are encouraged to make their hotel reservation early; 50 rooms have been pre-reserved at the Protea hotel on first come first served basis. The LOC has also compiled a list of additional hotel in the vicinity of the venue;
7. The current list of conference speakers is available here, ACP2023-Speakers@cern.ch. Conference information will be shared on that list, https://www.africanschoolofphysics.org/acp2023/. 

14:00 → 14:15 Venue

Protea Hotel by Marriott George King, George. Location: George Central
address: King George Drive, King George Park, George, 6529, South Africa
Ref. Number: 1128839
tel.+27718897615; email: reservations@referforward.co.za.
Website: https://www.marriott.com/en-us/hotels/grjki-protea-hotel-george-king-george/overview/

Closest Airport: George Airport, George, 6530, South Africa, 15-20 min drive from the venue. Airport code: GRJ. George Airport is accessible via connecting flights from Johannesburg, South Africa.

14:15 → 14:30 Lodging accommodation

The conference venue will also provide lodging; 50 rooms have been set aside. You are encouraged to arrange your booking as soon as possible.

Rates per night including breakfast at the Protea Hotel with Ref. Number: 1128839
Single: ZAR 1297.03
Double: ZAR 1415.84

Protea Hotel by Marriott George King, George
address: King George Drive, King George Park, George, 6529, South Africa
tel.+27718897615; email: reservations@referforward.co.za.
Quotation Number: 1128839.
Website: https://www.marriott.com/en-us/hotels/grjki-protea-hotel-george-king-george/overview/

Other hotels may be found in the city center within walking distance of the venue.

14:30 → 14:45 Conference reception and dinner

The conference reception will take place at the venue on Monday September 25 during the session organized by the early career physicists.

The conference dinner will take place on Thursday September 28. A keynote speech is planned during the conference dinner.

The conference reception and dinner will be hosted at the conference venue, the Protea Hotel.

14:45 → 15:00 Excursions

Options for excursions will be arranged for Saturday September 30. People who wish to do an excursion will be pay for it at their own charge.

Conference info

15:00 → 15:15 Final list of invited speakers

ACP-June6-Meeting-Mulilo.pdf

ACP-June6-Meeting-Mulilo.pptx

Speakers

15:15 → 15:30 Invitation letters and entrance visa

The invitation letters will be prepared and sent by the LOC. People who need entrace visa for South Africa are encouraged to apply for the visa early as soon as they received their letter.

15:30 → 15:45 Contributed abstracts and selections

The contributed abstracts will be reviewed after the deadline of June 30. The authors of selected abstracts will also received invitation letters.

Abstracts

15:45 → 16:00 Registrations

Please encourage your invited speakers to register and submit their talk title and abstract.

You, as a member of the organizing committee, should register.

Registered participants who are not speakers (invited or contributed), not session chairs, or not LOC members, but wish to attend the event in-person, may need invitation letters. We will query the registrants to identify these people.

registrants