[IPAC satellite meeting] - TwinRISE preparation meeting

Wednesday 20 May 2026, 20:00 → 22:30 Europe/Zurich

Salon Dinard (Hotel Barriere le Normandy)

This meeting is a late/evening preparation meeting for the TwinRISE project.

For the remote connection please use the following link:

 

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TwinRISE Project Meeting — Minutes

Date: 20 May 2026

Location: Deauville

Type: Hybrid (in-person + online)

Chair: Adnan Ghribi

Minutes compiled: 26 May 2026

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Attendees

In Person

• Aurélien Corroyer Dulmont ACD
• Anne Marie Frelin AMF
• Carsten P. Welsh CPW
• Alexandra Welsh AW
• Erik Bruendermann EB
• Julian Gethmann JG
• Tilen Zagar TZ
• Ivan Podadera IP
• Sabrina Appel SA

Online

• Marc Vesin
• Andreas Lintermann AL
• Jean Lemaître JL
• Paul (Baclesse)
• Guillermo Rodriguez Llorente
• Rachid Guerchouche

Agenda & Discussions

1. Consortium Agreement

• 10 partners have signed; 7 institutions have not yet signed, including University of Oxford and Université de Caen (Unicaen).
• Deadline for remaining signatures: 29 May 2026.
• [JL] will prepare the consortium agreement based on the DESCA lump sum model and circulate the first draft by 24 June 2026.
• All partners must provide their legal administration contact to Jean Lemaître by end of May 2026 to ensure the agreement reaches the right person.

2. Kick-Off Meeting (January 2027)

Proposed dates: 13–15 January 2027
Proposed location: Brussels (preferred over Caen/GANIL and Paris for flight connections and proximity to EU institutions — to be confirmed)

Structure

• Day 1 (full day): Introductory teaching sessions in three parallel tracks:
  • Medical field — organised by Aurélien [ACD]
  • Accelerator physics — organised by Erik [EB]
  • Artificial Intelligence / ML / Federated Learning — organised by Andreas [AL] (with Guillermo and Marc)
• Day 2 (morning): Work Package (WP) presentations in parallel. Each WP leader organises their session.
  Day 2 (afternoon): Working Group (WG) meetings.
• Day 3 (morning): External collaborators invited (e.g., other EU-funded projects) for cross-collaboration discussions.
  Day 3 (afternoon): Closed board meeting.

Logistics

• Finalise all logistical details by end of July 2026.
• [AG] to create a poll to collect preferred dates from all partners (by end of May 2026).

3. Recruitment

• All partners and WP leads should define required hiring profiles (engineers, project managers, assistants, researchers) by end of July 2026.
• Exchange programme to be factored in when hiring — WP6 (led by [CPW]).

4. Procurement

• Partners planning to procure equipment needed from day one must begin procurement procedures immediately due to potentially long institutional processes.
• Deadline for communicating procurement needs: end of July 2026 (same as recruitment).

5. Boards

Ethics Board

• Must include at least 4 external members, all European.
• Names to be finalised at least 2 months before the Kick-Off Meeting (i.e., by ~mid-November 2026).
• Partner suggestions are being collected; 5 names gathered so far — more needed.
• [AG] to plan a dedicated meeting for WP leaders and deputies to select Ethics Board members.

International External Advisory Board

• [AG] checked with the Project Officer (PO): US colleagues are eligible to be invited.

6. General Organisation

• A TwinRISE Indico page has been created: indico.cern.ch/category/20083/
• All WP leaders and deputies to gather names of WP participants and communicate them to [AW] and [AG].
• All WP leaders to begin organising WP meetings for inputs to WP1 and WP6 organisation.
• Minutes and materials of WP meetings to be saved on Indico in the corresponding WP space: indico.cern.ch/category/21289/. If access is missing, contact [AG].

7. Additional Tasks

Topic	Owner	Notes
EU Innovation Radar	[AL]	Investigate and discuss how to track TRL increases for use cases and technologies within TwinRISE.
Data Management Plan	All	First project deliverable — prioritise.
Communication Strategy	[CPW]	Establish bridges and barriers with related projects (EPITA, IRIS).
Press Release	[AW] + All partners	Draft joint press article (highlighting €10M funding, project outline, goals per institute). Distribute once all grant agreements are signed.
Internal comms contacts	All partners	Identify one committed internal communication/press officer per institution and share with [AW].
Computing resources	All WP leads	Estimate computing time and storage requirements (training, data generation, Monte Carlo simulations). Plan compute time proposals and BeamTime requests accordingly. Communicate to [AL].
ERC engagement	[JL] + [AG]	Follow up with the ERC now that the project has been selected; confirm participation in kickoff and annual meetings.
CERN tools access	All partners	Check and confirm access to CERN tools/systems; notify [AG] if anything is missing.

Action Items

#	Action	Owner	Deadline
1	Sign grant agreement	Oxford, Unicaen, CNR…	29 May 2026
2	Provide legal admin contact to Jean Lemaître	All partners	End of May 2026
3	Create poll for kickoff meeting date preferences	[AG]	End of May 2026
4	Reply to kickoff date poll (offer ≥2 date options)	All partners	~2 weeks
5	Send first draft of consortium agreement	[JL]	24 June 2026
6	Update WP3 mailing list; confirm June WP3 meeting	Guillermo	~2 weeks
7	Review consortium agreement with legal admin; provide feedback	All partners	25 July 2026
8	Define hiring profiles and procurement needs	All WP leads + partners	End of July 2026
9	Finalise kickoff logistics (location, Indico, agenda)	[AG] + WP leads	End of July 2026
10	Build WGs: gather names, mailing lists, hold 1st meeting	All WP leads	Ongoing
11	Post WG minutes and presentations on Indico	All WP leads	Ongoing
12	Organise medical track for kickoff Day 1	[ACD]	Before kickoff
13	Organise accelerator physics track for kickoff Day 1	[EB]	Before kickoff
14	Organise AI/ML track for kickoff Day 1	[AL] + Guillermo, Marc	Before kickoff
15	Plan Ethics Board selection meeting (≥4 European external members)	[AG]	By ~mid-Nov 2026
16	Identify internal comms/press officer; share with [AW]	All partners	TBD
17	Gather material for press release (achievements, headshots)	All partners	When ready
18	Draft press release / news article	[AW]	After all signatures
19	Estimate computing time and storage; plan proposals	All WP leads → [AL]	TBD
20	Investigate EU Innovation Radar	[AL]	TBD
21	Follow up with ERC	[JL] + [AG]	Soon
22	Check CERN tools/systems access; notify [AG] if missing	All partners	TBD

Key Dates

Date	Milestone
29 May 2026	Deadline for remaining grant agreement signatures
End of May 2026	Legal admin contacts due to Jean Lemaître; kickoff poll created
24 June 2026	First draft of consortium agreement circulated
25 July 2026	Consortium agreement review feedback due from all partners
End of July 2026	Hiring profiles, procurement needs, and kickoff logistics finalised
~Mid-Nov 2026	Ethics Board composition finalised (2 months before kickoff)
13–15 Jan 2027	TwinRISE Kick-Off Meeting — Brussels (TBC)

<footer>TwinRISE Project — Meeting Minutes — 20 May 2026 — Confidential</footer>

20:30 → 21:00 Grant Agreement, consortium agreement and next steps

Speaker: Adnan Ghribi (Centre National de la Recherche Scientifique (FR))

Pres Etapes Admin TwinRISE.pdf

Pres Etapes Admin TwinRISE.pptx

21:00 → 21:35 WP / WG teams status

21:35 → 22:05 Kick-off preparation

Speaker: Adnan Ghribi (Centre National de la Recherche Scientifique (FR))