LHCP 2020 steering committee meeting

Friday 20 Sept 2019, 14:00 → 16:20 Europe/Zurich

IAC report:
— waiting for schedule, nothing to report since last time
— everyone asked accepted to be in the IAC; complete

PC report:
— a priori following same structure as previous years, adapting it w.r.t the social events (last year one at https://indico.cern.ch/event/687651/timetable/#20190520)

LOC report (see minutes):
— details w.r.t social events sent to PC
— need feedback concerning the two possible poster versions to keep going on it: preference of connected people for the dark one but on landscape format
— first version of the webpage http://www.lhcp2020.fr online
— will meet some outreach experts w.r.t the outreach event
— further funding calls/requests being considered
— low cost accommodation booking extended

Next meetings: 

• next meeting: 04/10/2019 at 14h agenda available at:
https://indico.cern.ch/event/846141/

14:00 → 14:20 IAC report

Speaker: Jim Olsen (Princeton University (US))

14:20 → 14:40 PC report

Speakers: Gautier Hamel de Monchenault (IRFU, CEA, Université Paris-Saclay (FR)), Pierre Savard (University of Toronto (CA))

14:40 → 15:00 LOC report

Speakers: Giovanni Marchiori (LPNHE Paris), Roberto Salerno (Centre National de la Recherche Scientifique (FR))

LOC report 20/09/2019

• reminder of available # of rooms and capacity and timing, plus constraints from social events, sent to Program committee though SC mailing list (waiting for feedback on the time for the breaks and the poster session of Tuesday afternoon)
• alternative version of poster prepared, again circulated to SC mailing list
  • https://cernbox.cern.ch/index.php/s/Y91wHt5hhD5y06V
  • https://cernbox.cern.ch/index.php/s/IJ4AAYVPk5m5zS9
  • Please let us know which one you prefer so that we can then tell the graphic designer to proceed to the small cosmetic changes needed and to add all names 
• website: 1st draft online http://www.lhcp2020.fr - you can start to have a look. Now that it's online we will proceed with contacting potential private sponsors
• outreach: plan to meet people very involved in CMS outreach at CERN next weeks
• funding: 
  • any news from IUPAP? We wrote to Heidi Schellman, just to know when we might expect to know the result of the application, but we did not get any reply
  • we are retrying to ask the mayor of Paris for a sponsorship by contacting another of her deputies (we might finally have found some direct contact)
  • call from P2IO laboatoire d'excellence is open (as expected), sending application soon 
• low-budget accommodation (40 euros/night close to the conference venue): we have expanded our pre-booking from 10 to 20 beds for all nights except for one one night (28/5) which is still fully pre-booked. We hope there will be cancellations that will make us get the beds also for that night