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JACoW 2009 Team Meeting
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Europe/Zurich
Deutsches Elektronensynchrotron (DESY)
Deutsches Elektronensynchrotron (DESY)
Notkestrasse 85, Hamburg, Germany
Description
JACoW holds a Team Meeting at least once per year to discuss technical matters related to the production and publication of accelerator conference proceedings. Participation is by invitation only, Team members are expected to attend and members of the JACoW Steering Committee are invited. Other experts may also be invited. This year's TM will devote a good fraction of the time to a complete review of the Scientific Programme Management System (SPMS), the tool developed by the JACoW Collaboration to manage contributions to the programme, delegate and exhibitor registration, hotel accommodation, refereeing, etc.
Participants
Akihiro Shirakawa
Akihiro Yamashita
Carl Finlay
Carmen Benavent
Carsten Kluth
Christine Petit-Jean-Genaz
Emmanuelle Vernay
Grigori Shirkov
Hiroyuki Sako
Ilanit Hoffman Moran
Ivan Andrian
Jan Chrin
Jana Thomson
Jeff Patton
Joe Chew
Jose Benito Gonzalez Lopez
Karl Smolenski
Kevin Brown
Laurent Duparchy
Leandro Piazza
Leif Liljeby
Lijun Mao
Maksim Kuzin
Maria Power
Marie Robichon
Martin Comyn
Martin Fox
Matt Arena
Michael Abo-Bakr
Michaela Marx
Paul Jines
Piero Antonio Posocco
Raphael Mueller
Ronny BILLEN
Stefano Deiuri
Sue Waller
Takashi Kosuge
Todd Satogata
Volker RW Schaa
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Registration
Registration and payment of meeting fees
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Conference Reports 2009
Brief (10') reports on conferences held during 2009
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PAC'09Brief report on PAC'09 since a full debrief is scheduled later in the programmeSpeaker: Dr Martin Comyn (TRIUMF)
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2
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16:00
Coffee Break
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Conference Reports 2009
Brief (10') reports on JACoW events scheduled during 2009
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10
ICFA Advanced Beam Dynamics Workshop ERL'09Speakers: Karl Smolenski (Cornell), Karl Smolenski (Cornell University)
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Reports from SPMS Regional Support Centres and KEK Mirror Site
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SPMS RSC Activities in Europe, and Issues relating to Publication on JACoWSpeaker: Ronny Billen (CERN)
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10:30
Coffee Break
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Choice of Tool for Conference Organization and Proceedings Production, SPMS or InDiCo?
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12:30
Lunch Break
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Choice of Tool for Conference Organization and Proceedings Production, SPMS or InDiCo?
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15:30
Coffee break
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"Problem Corner" and Choice of Tool for Conference Organization and Proceedings Production: SPMS or InDiCo?
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JACoW Repositories and InDiCoDiscussion on the feasibility of using the JACoW Repositories with InDiCoSpeaker: Mr Volker RW Schaa (GSI)
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Conference Organization with the SPMS
The activities related to conference organization will be described in the context of the SPMS. It is hoped that the SPMS documentation, currently under preparation, will be available to supplement the presentations.
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Brief Introduction to the SPMS OverviewSpeaker: Christine Petit-Jean-Genaz (CERN)
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Setting up an SPMS Conference InstanceThis presentation describes the procedure and steps required to request, and set up an SPMS instance: permission to use the SPMS, permission to use the Profiles/Affiliation Data, installing and customizing SPMS instances, synchronization to the central repository, initial parameter setup upon "delivery"Speaker: Ronny Billen (CERN)
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General Database AdministrationThis sub-session will include several presentations describing items of general interest
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d) Email Utility (Editor/Proceedings, Repository)Speaker: Christine Petit-Jean-Genaz (CERN)
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10:30
Coffee Break
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Conference Organization with the SPMS
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Setting up: Useful Hints, Gadgets, ResponsibilitiesThis session will cover: Roles and Privileges, Keeping the Repository "clean", Authorized Users and Roles for the Scientific Programme Administrator (and others), invitations and lists (e.g. committees, sponsors, editors), attributes, mail merge to produce invitations (SAB, invited speakers) using data extracts and standard letters, labels, etc., forms, data extracts, reports and statisticsSpeaker: Christine Petit-Jean-Genaz (CERN)
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Scientific Programme: Pre-conferenceThe following session will endeavour to move through activities in chronological order, with particular emphasis on: Profile Search/Edit (possibility to create new profiles, clean-up profiles), Classifications: Main, Sub, Combine Main and Sub-classifications, Experts, Sessions, Building programme codes with Location Codes, Presentation Type (Contributions - Sessions)Speaker: Christine Petit-Jean-Genaz (CERN)
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Scientific Programme: Pre-ConferencePC Mode & Activities: Submission of Proposals for Invited Orals, Identification of invited oral priorities, parameters, Selection of contributed orals, priorities, parameters, Assigning Programme Codes to Oral Presentations (manual), Session Chair Management
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25
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12:30
Lunch Break
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Conference Organization with the SPMS
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28
Scientific Programme: Pre-conferenceThis part of the SPMS review will cover the activities between abstract submission and setting up for the conference: abstract submission (parameters, abstract QA, search all contributions), Programme Codes for poster presentations (assign/move paper IDs), poster programme code sort order (grouping of posters "village" system or otherwise)Speaker: Christine Petit-Jean-Genaz (CERN)
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Importing SPMS Data from the SPMS into the Conference WebsiteThis presentation will describe how to extract data from the SPMS to be published at the conference website: on-line exhibition layout/exhibitors, list of participants, oral presentations, etc.Speaker: Stefano Deiuri (Elettra, Sincrotrone Trieste)
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30
Scientific Programme: Preparing for the conferenceThis session reviews the activities that take place just prior to the conference, in preparation for the event
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a) Assigning privilegesJACoW Editorial Team: Editing, QA, e-mail, Poster Session Managers, Speaker Interface, Author Reception StaffSpeaker: Christine Petit-Jean-Genaz (CERN)
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28
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16:00
Coffee Break
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Conference Organization with the SPMS
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31
Scientific Programme Activities: During the ConferenceThis session reviews the Speaker Interface (retrieving _talks), criteria for processing and implications, retrieving and processing transparencies, author reception activities, poster ession maintenance by managers, refereeing moduleSpeaker: Dr Martin Comyn (TRIUMF)
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a) Speaker Interface: retrieving _talks from the SPMSSpeaker: Michaela Marx (DESY)
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e) Poster Session ManagementSpeaker: Christine Petit-Jean-Genaz (CERN)
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Scientific Programme Activities: Immediately following the Conference
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a) Cross-checking authors/titlesSpeaker: Christine Petit-Jean-Genaz (CERN)
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c) WrappersSpeaker: Christine Petit-Jean-Genaz (CERN)
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d) Pre-press PublicationSpeaker: Mr Volker RW Schaa (GSI)
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Conference Organization with the SPMS
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PublicationsThis presentation will provide hints on how to produce an Abstracts Brochure, a Programme Booklet, and a Hard copy of proceedings, if required, via the SPMSSpeaker: Mr Volker RW Schaa (GSI)
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34
JPSP for the CavemanThis presentation will describe how easy it is to run the scripts to produce the JACoW publication package ...Speaker: Mr Jeff Patton (Oak Ridge National Laboratory - Spallation Neutron Source)
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10:30
Coffee Break
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Conference Organization with the SPMS
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12:30
Lunch Break
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Post Mortem of Linac'08 and PAC'09
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16:00
Coffee Break
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New SPMS Functionality
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Technical Issues (1)
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a) Software LicensesThis presentation will briefly report on the number of users of JACoW Acrobat/Pitstop softwareSpeaker: Ronny Billen (CERN)
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Technical Issues (2)
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a) TemplatesReview of templates for word documents (PC & Mac)Speaker: Cathy Eyberger (ANL)
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c) TemplatesReview of Open Office templates ... do we need them?Speaker: Dr Ivan Andrian (Sincrotrone Trieste S.C.p.A.)
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Conference Reports 2010, 2011, 2012
Editors of JACoW events planned for 2010, 2011 and 2012 will present brief (10') reports on the current status of organization
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10:50
Coffee Break
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Round table discussion on 2009 TM, future activities, etc.
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Summing up
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Summing up by the ChairmanSpeaker: Mr Volker RW Schaa (GSI)
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