Members present in the meeting: Leszek Ropelewski, Eraldo Oliveri, Jianbei Liu, Siliva Dalla Torre, Tatsuo Kawamoto and Hugo Natal da Luz.
Agenda:
•Accommodation details (open question from last meeting)
•Proceedings in Jinst confirmed
•List of invited speakers suggested by IAC
•Preliminary timetable
•Other subjects:
•Trophies for Charpak Prize
•Approval of final dates for publication in the website
•Next tasks
•Conference poster
•Second announcement
•Registration open 1st December
Accommodation details
Following the question from Eraldo last week, the LOC contacted the hotels who informed the the double rooms are composed by two individual beds that can be set together or separated according to the instructions from the customers.
Proceedings
Proceedings in Jinst were confirmed. Closer to the conference, Jinst will open the submission pages and the standard process will be followed.
Invited speakers
Davide Pinci's suggestions:
- Prof. Andrea Messina (Sapienza University, Rome) has worked on several experiments in DM research and is now involved in MPGD for DM
- Dr. Davide Fiorina (Gran Sasso Science Institute, L'Aquila) has played important roles in the development of MPGD for high-energy physics and is now also involved in MPGD for DM.
Harry van der Graaf's suggestions:
- Jochen Kaminski (Bonn University)
- Peter Kluit (Nikhef)
Eraldo Oliveri's suggestions:
- Jerry Va'vra (Timing detectors)
- Rui de Oliveira (MPGD production)
- Michael Campbell (Timepix detectors)
Eraldo and Leszek's suggestion:
Invited talks should be 40 minutes long and the LOC should try to include as many as possible from each topic (DM, GridPix, timing, production, TPX).
Timetable
The slots for talks should be 15 minutes + 5 minutes for questions (slots of 20 minutes). A total of around 60 slots for plenary talks is possible in this format.
Poster session will take place during a cocktail installed in the place of the conference, right after a presentation about MPGD to the Czech Scientific community.
The prize ceremony and Oed Prize winner will take place in the last day of the conference, just before the closing session.
Trophies for prizes
Eraldo should contact Bruno Guerrard to start a call for the nominations for the Oed Prize.
The different medals already awarded for Charpak's prizes were compared and it was suggested that the LOC contacts Esther Ribas or Paul Colas from Saclay to ask if they can produce the medals for this year.
Final dates
For the sake of last confirmation, the agreed final dates are:
1 December 2025: Registration and abstract submission open
24 April 2026: Abstract submission close
22 May 2026: Communication of submission acceptance
31 July 2026: Early registration ends
14 August 2026: Registration closes
These dates will be published on the website and on the second announcement of the conference.
The accepted speakers will be requested to confirm their attendance to the conference.
Next tasks
Before the opening of the registration, the poster and the second announcement of the conference will be prepared.
The LOC will send the announcement document to DRD1 around the date of opening of registration and abstract submission.
Among other, it should contain information that threre will be invited talks and that the proceedings will be published by Jinst. This information will also be available on the website.
The list of fields to include in the registration form will be circulated before the opening of the registration to make sure that they include (among other information):
- The name of the speaker of the talk or presented of the poster, in case the submission is prepared by someone else
- The confirmation that the participant is eligible for the Charpak Prize (under 35 at the begining of the conference).
Next meeting will take place on Thursday, 11th of December, at 14:00 (CET)