IOC+ACP2025 LOC Meeting

Name: IOC+ACP2025 LOC Meeting
Start: 2025-04-30T13:00:00+00:00
End: 2025-04-30T15:00:00+00:00
Location: No location set

Wednesday 30 Apr 2025, 13:00 → 15:00 GMT

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

67482621410

IOC meetings

Ketevi Adikle Assamagan

Mounia Laassiri, Christine Darve

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Present:
Christine, Prof. Amou, Horst, Somiealo, Mirjana, Peyton, Komi, Ulrich, Kenneth, Tchamye, Dom-Be, Joseph, Beneto, Esmeralda.

Apologies: Kétévi

ACP2025: Sessions Update
- There were several encouraging progress reports on: Particle Physics, Astrophysics & Cosmology, Cross-cutting Fields, Renewable Energy (Govindasamy Tamizhmani from Arizona State University, manit@asu.edu, can confirm his presence only in July, trying to get fund from his institute) and Biophysics (Prof. Rhoda Hawkins, Senior Lecturer in Biological Physics Theory at the University of Sheffield (UK) and Academic Director of AIMS Ghana — confirmed), Christine reported on Societal Engagement, where good progress has also been made. They may also consider including Kate’s abstract on Physics Without Frontiers in one of the sessions.
- Teachers' Workshop: Kenneth reported on the workshop for teachers. Good progress was made. Draft Agenda (v0) for the workshop: Workshop Agenda - Draft 0
- Because the Teachers' Workshop will run for the full day, Kenneth asked whether it would be possible to provide two coffee breaks and lunch for the teachers and lecturers. They expect approximately 80 teachers to attend.
- Outreach Activities: Mirjana discussed the possibility of visiting schools near the conference venue to organize astronomy and cosmology activities for students. Christine also aims to conduct activities related to accelerator physics.
Abstract Reviewing
- Total Contributed Posters & Oral Presentations: 182
  - Contributed Poster Presentations: 36
  - Contributed Oral Presentations: 140
- Oral Presentations:
  - Set the acceptance threshold at an average score ≥ 5
    → This results in 51 accepted oral presentations
    → Expected maximum range: 36–54
    There are 45 oral abstracts with scores ≥ 4 and < 5
    → These may be suggested as poster presentations
- Poster Presentations:
  - Set the acceptance threshold at an average score ≥ 3
    → This gives 35 accepted poster abstracts
    → If the 45 oral abstracts are moved to posters, we would have a total of 80 posters
- Preliminary results of the abstract reviews were presented: Abstract Review Summary
Next Meeting: May 14
- - To ensure a fair evaluation, please complete your reviews—especially in your areas of expertise—before May 14.

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- 13:00 → 13:20
  Logistics 20m
  - Lodging accommodation
  - Invitation letters
  - Reception (14/09/2025) and Dinner (19/09/2025) locations
- 13:20 → 13:50
  
  ACP2025: Sessions Update 30m
  
  ACP2025 Scientific Program
- 13:50 → 14:10
  Contributed abstracts and selections 20m
  - There are 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.
  ACP2025 Abstract reviews– Preliminary results

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IOC+ACP2025 LOC Meeting

Present:Christine, Prof. Amou, Horst, Somiealo, Mirjana, Peyton, Komi, Ulrich, Kenneth, Tchamye, Dom-Be, Joseph, Beneto, Esmeralda.

Apologies: Kétévi

ACP2025: Sessions Update

Teachers' Workshop: Kenneth reported on the workshop for teachers. Good progress was made. Draft Agenda (v0) for the workshop: Workshop Agenda - Draft 0

Because the Teachers' Workshop will run for the full day, Kenneth asked whether it would be possible to provide two coffee breaks and lunch for the teachers and lecturers. They expect approximately 80 teachers to attend.

Outreach Activities: Mirjana discussed the possibility of visiting schools near the conference venue to organize astronomy and cosmology activities for students. Christine also aims to conduct activities related to accelerator physics.

Abstract Reviewing

Total Contributed Posters & Oral Presentations: 182

Contributed Poster Presentations: 36

Contributed Oral Presentations: 140

Oral Presentations:

Set the acceptance threshold at an average score ≥ 5→ This results in 51 accepted oral presentations→ Expected maximum range: 36–54There are 45 oral abstracts with scores ≥ 4 and < 5→ These may be suggested as poster presentations

Poster Presentations:

Set the acceptance threshold at an average score ≥ 3→ This gives 35 accepted poster abstracts→ If the 45 oral abstracts are moved to posters, we would have a total of 80 posters

Preliminary results of the abstract reviews were presented: Abstract Review Summary

Next Meeting: May 14

To ensure a fair evaluation, please complete your reviews—especially in your areas of expertise—before May 14.

Present:
Christine, Prof. Amou, Horst, Somiealo, Mirjana, Peyton, Komi, Ulrich, Kenneth, Tchamye, Dom-Be, Joseph, Beneto, Esmeralda.

Set the acceptance threshold at an average score ≥ 5
→ This results in 51 accepted oral presentations
→ Expected maximum range: 36–54
There are 45 oral abstracts with scores ≥ 4 and < 5
→ These may be suggested as poster presentations

Set the acceptance threshold at an average score ≥ 3
→ This gives 35 accepted poster abstracts
→ If the 45 oral abstracts are moved to posters, we would have a total of 80 posters