Summary of the meeting on ACP2025 preparation

Present: Jesutofunmi, Sanae, Somiealo, Mounia, Amou, Beltako, Komlan, Ulrich, Benard, Peyton, Francis, Stephen, Kenneth, Herman and Kétévi.

Apologies: Paul Baneto

The recording of the meeting is the agenda page here, https://indico.cern.ch/event/1452619/.

1. Composition and email list of the LOC members
   • Amou, Komlan and Beltako will discuss with other potential members of the LOC, and send to the IOC an updated list of the LOC members with their email addresses.
   • The IOC will then extend the mailist ACP2025-LOC@cern.ch
2. LOC Contact person(s) or Chair(s)
   • The updated LOC will identify among its ranks the LOC Contact Person(s) or LOC Chair(s) and communicate this to the IOC. The Contact Person)s) or Chair(s) will serve as the go-between LOC and IOC, keeping track of progress in Togo and engaging with relevant authorities and service providers, and delegating responsibilties to the LOC members. 
3. Event date
   • For ACP2025, September 15-21, 2025 was agreed. However, the symposium of the African Strategy of Fundamental and Applied Physics (ASFAP) may be attached to ACP2025 in the period of September 22-28, 2028. 
4. Site visit
   • A delegation from the IOC will go to Togo for a site visit in the period of January-March 2025 (one week).
   • The LOC should discuss and suggest dates when they will be available to receive the site visit delegation. The selection of the date should consider, among other things, any election period that might be best to avoid. 
5. Event poster
   • The LOC agreed to take charge of preparing the poster of the event, with inputs from the IOC.
   • The LOC may look at the poster of ACP2023 as a suggestion, here https://indico.cern.ch/event/1229551/.
6. Frequency of preparatory meetings
   • Our next meeting will be in early October 2024. Afterwards, we will move to bi-weekly meetings.
   • We will start the meetings on time and keep to witihin one hour. Exceptionally, depending on the agenda, some meetings will be longer than an hour.
   • IOC expects the LOC Chair(s) or Contact(s) to attend the meetings and report on progress. If they cannot attend, they should make prior arrangements to send a representative to report on their behalf.