IOC+ACP2025 LOC Meeting

Wednesday 3 Sept 2025, 13:00 → 15:00 GMT

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

GMT20250903-130729_Recording_3840x2256.mp4

Present: Tepe, Funmi, Sanae, Kenneth, Deepak, Ulrich, Horst, Benard, Herman, Stephen, Ketevi.

Apologies: Amou, Mounia, Mirjana

1. Funmi informed us that for the online posters, she received 21 recordings by the due date of August 31. She will update the scientific agenda by removing the people that did not submit their recording and attaching the recordings of the parallel poster sessions. The in-person posters will be arranged at the appropriate location at the venue throughout the event.
2. Zambia will host ACP2027. It is sending a delegation of 2 persons to ACP2025, Benard and the Dean of the University of Zambia. 
3. We remind people to fill out the googledoc circulated by Mounia with the their arrival and departure information as well as dietary restrictions.
4. People who are staying in hotels should arrange airport transfers with their hotels. People who will stay at the University Residence should inform Prof. Amou (and send him a copy of their passports) so that reservations may be made for them; they need provide their itineraries so that airport transfers may be arranged for them.
5. The excursion is on September 20 to a waterfall in the interior of Togo, with a visit to a local market in the city of Kpalime. If interested, contact Prof. Amou and arrange payment for the excursion. You may also do your own thing on September 20. For example Deepak is organizing a trip to Benin; if interested, please contact Deepak. You may need a visa to go to Benin; it can be applied for online. If you need a visa and you will exit and come back to Togo, your visa to Togo must be multiple entries.
6. In parallel to the on September 20, there will the outreach / education workshops. In the morning, Kenneth and Mirjana will have 80 high school teachers. In the afternoon, Kate, Farid and Tom with have 76 registered folks for LHC open data training. Kate is checking that the registered participants are also registered for the conference. 
7. We reviewed the scientific agenda which is completely fleshed out except for 2 sessions: the opening talk by Prof. Norbert Hounkonnou; we expect to receive the details (title and abstract) soon, and the closing ceremony which will be fleshed out in due course. 
8. The recording is uploaded to the the agenda page.
9. We will have our last meeting on Wednesday, September 10. 

PS: I forgot to mention during the meeting that July Gray has prepared 2 surveys for the conference participants. One to be done before the event and the other toward the end of the event. We will circulate the first survey to the participants in the due course. 

 

13:00 → 13:20 Logistics

• Lodging accommodation (details have been added to the ACP2025 website, https://africanschoolofphysics.org/acp2025/)
• Excursion
• Reception (14/09/2025) and Conference Dinner (date and venue)
• Arrival and departure information
• Airport transfers for people staying at the University Residence

13:20 → 13:50 ACP2025: Sessions Update

13:50 → 14:10 Talks (invited, contributed oral and poster presentations)

• Details of Invited Speakers
• Abstracts have been selected and author informed
• Invitation letters sent to speakers
• Early Careers from African Institutes to receive travel supports
• Proceeding publications — ACP2025 selected contributions to be published a special issue in the Journal of Advanced Instrumentation in Science (JAIS), https://indico.cern.ch/event/1458227/page/38972-proceedings.