lessons learned running non us/north american conferences

25-july-200825-july-2008 COPO08- SEATTLECOPO08- SEATTLE 11

Lessons learned running non Lessons learned running non US/North American conferencesUS/North American conferences

By Patrick Le DûFrance

(CEA and IN2P3/CNRS)

[email protected]

NPSS ADCOM memberas TransnationalConference LiaisonGeneral Chair- RTC Beaune 1997- NSS-MIC Lyon 2000


Goals of this presentation

Show the NPSS conference experiences outside North America - Lessons from Europe- The Asian challenge

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NPSS conference survey NPSS conference survey Technical CommitteTechnical Committe SponsorSponsor SizeSize VenueVenue

Computer Applications in Computer Applications in Nuclear and Plasma Nuclear and Plasma Science (CANPS)Science (CANPS)

Real Time Conference Real Time Conference (RTC)(RTC) 200200

Europe, North Europe, North AmericaAmerica

Asia (next)Asia (next)

Fusion Technology (FTC)Fusion Technology (FTC)Symposium on Fusion Engineering (SOFE)(SOFE) 200200 North North

AmericaAmerica

Particle Accelerator Particle Accelerator Science and Technology Science and Technology (PAST)(PAST)

Particle Accelerator Particle Accelerator Conference (PAC)Conference (PAC)

>100>10000

North North America America

Plasma Science and Plasma Science and Applications (PSAC)Applications (PSAC)

International Conference on Plasma Science (ICOPS)(ICOPS) 500500

North North AmericaAmerica

Europe in Europe in 20082008

Pulsed Power Science and Pulsed Power Science and Technology (PPST)Technology (PPST)

Pulsed Power Conference (PPC)PPC) 600600 North North

AmericaAmerica

Radiation Effects (REC)Radiation Effects (REC)Nuclear and Space Radiation Effects Conference (NSREC)NSREC)

500500 North North AmericaAmerica

Radiation Instrumentation Radiation Instrumentation (RITC)(RITC)

Nuclear Science Symposium (NSS)(NSS)

>100>10000


EuropeEurope

Nuclear Medical and Nuclear Medical and Imaging Sciences (NMISC)Imaging Sciences (NMISC)

Medical Imaging Medical Imaging conference (MIC)conference (MIC)

>100>10000


EuropeEurope


Real Time Conference Real Time Conference featuresfeatures

NPSS strategy was starting with a moderate size NPSS strategy was starting with a moderate size conference (150-200)conference (150-200)– Learning process !Learning process !

Very specific community of fundamental Very specific community of fundamental research scientific Engineers & Physicists close research scientific Engineers & Physicists close to experimental facilities around particle to experimental facilities around particle accelerators (CERN,DESY,SLAC,FNAL)accelerators (CERN,DESY,SLAC,FNAL)– Now attracting other fields (ITER, Medical Imaging..)Now attracting other fields (ITER, Medical Imaging..)

Participants Participants – Coming from High Energy Physics : 50 - 60%Coming from High Energy Physics : 50 - 60%– Already large European > 60%Already large European > 60%– Regular attendance is high : 60-70%Regular attendance is high : 60-70%


RTC surveyRTC survey

050

100150200250300

Vancouver_93East-Lansing_95

Beaune_97Santa-fe_99Valencia_2001Montreal_2003Stockholm_2005

FNAL2007

Attendance

abstracts collected

paper presented

Beaune France

Stockholm Sweeden

2009

Beijing

China

2011

Lisbon/Porto

Portugal

Next


RTC experience RTC experience Beaune 97 - the first experienceBeaune 97 - the first experience– Congress center based + outside hotelsCongress center based + outside hotels– Full logistic support and sponsorship of the french Full logistic support and sponsorship of the french

Scientific research Institutions (CEA & Scientific research Institutions (CEA & CNRS/IN2P3) :CNRS/IN2P3) :

Financial contribution from FranceFinancial contribution from France Plus a lot of ‘in kind’ contributionPlus a lot of ‘in kind’ contribution

First lessonFirst lesson– Great success ! Great success ! – Difficult to justify a ‘surplus’ to our authoritiesDifficult to justify a ‘surplus’ to our authorities– We were starting to build a « support team »We were starting to build a « support team »

Stockholm (2005)Stockholm (2005)– Alba Nova University based and supportAlba Nova University based and support– A full NPSS compliant organizationA full NPSS compliant organization


Feed back Evaluation from Feed back Evaluation from particpantsparticpants


Conclusion RTC & next challengeConclusion RTC & next challenge

Very succesfull conferencesVery succesfull conferences– Some accidents rapidly corrected (Valencia Some accidents rapidly corrected (Valencia

2001)2001)

Routine to go regularly (2/3) outside North Routine to go regularly (2/3) outside North americaamericaWe have a stable ‘organization team’ and We have a stable ‘organization team’ and management structuremanagement structure– Not to ‘reinvent the wheel’ everytimeNot to ‘reinvent the wheel’ everytime– Discover young talentsDiscover young talents

Next challenge ---> ASIA!Next challenge ---> ASIA!– RT 2009 in China (Beijing IHEP)RT 2009 in China (Beijing IHEP)


RTC 2009 Beijing organizationRTC 2009 Beijing organizationConference Chairs

Yifang Wang (General Chair) IHEP, ChinaYantai Shu (Co-Chair) Tianjin University, China

Executive CommitteChair J.P. Martin

Former and future ChairsPlus Asian Chairs including

Japan (Masa Nomachi)

Local Organizing Committee (11p)Chair Zhen’An Liu(IHEP)

Scientific Program Advisory Committee ( CANPS + ..)Chair: Stefan Ritt

(Abstract evaluation , paper selection and session chairs)

NPSS Advisory and Support GroupTNS editor (Sacha Schmeling)Conference promotion (CIP)

Asian-Pacific Contact, Promotion and SupportBenjamin M.W. Tsui Ren-Yuan Zhu And many others ….


LYON 2000 NSS-MIC summaryLYON 2000 NSS-MIC summaryFirst ‘overseas’ NSS-MIC conferenceFirst ‘overseas’ NSS-MIC conference– Initiated by W. Moses, G. Knoll, E. Lampo,E. Heijne in 1997Initiated by W. Moses, G. Knoll, E. Lampo,E. Heijne in 1997– Fully supported by all RITC and ADCOM membersFully supported by all RITC and ADCOM members

A ‘challenge’ A ‘challenge’ with some ’experimental ’new with some ’experimental ’new flavorsflavors – Another logistic : a Palais des Congres separated from hotelsAnother logistic : a Palais des Congres separated from hotels– New organization of the scientific program New organization of the scientific program convenors convenors

Overview talks (NSS + MIC) Overview talks (NSS + MIC) Technical seminar for exhibitorsTechnical seminar for exhibitorsSatellite workshops (Technology Transfer)Satellite workshops (Technology Transfer)Public exhibition ( Hadrontherapy)Public exhibition ( Hadrontherapy)

– Extensive promotion : poster, centralized databases (email, web)Extensive promotion : poster, centralized databases (email, web)

GoalsGoals– Improve interdisciplinary relationship (NSS and MIC)Improve interdisciplinary relationship (NSS and MIC)– Attract new participants/students including ‘former east countries’Attract new participants/students including ‘former east countries’– Build a team of young motivated european ‘conference support team’Build a team of young motivated european ‘conference support team’ initiation of Conference Information Promotion (CIP)initiation of Conference Information Promotion (CIP)

Make NSS-MIC more ‘international’


NSS-MIC Lyon 2000NSS-MIC Lyon 2000Participants

0 100 200 300 400 500 600 700 800

Divers

Russie et al.

Asie,Australie

Europe

Norh America

Toronto

Lyon

1998 1999 2000

0

200

400

600

Members

Nonmembers

Total registered participants = Total registered participants = 1250 (+ 65%)1250 (+ 65%)– Conference staff = Conference staff = 3030, Exhibitor staff= , Exhibitor staff= 7070

Conference participants = Conference participants = 1130 1130 (NSS=52%,MIC=47%)(NSS=52%,MIC=47%)Exhibitors: Exhibitors: 5555 (+83%)(+83%)Short courses : Short courses : 312312 (+100%)(+100%)Social programme Social programme – Receptions = Receptions = 10001000 (+100%)(+100%)– NSS banquet = NSS banquet = 450450 (+80%)(+80%)– MIC dinner = MIC dinner = 450 450 (+80%)(+80%)


Evaluation questionnaire resultsEvaluation questionnaire results

**Hotel far from siteHotel far from site25*25*12*12*353518181010AccomodationAccomodation12*12*20*20*383820201010Travel connectionsTravel connections11111616171723233333Social programSocial program0000161632325252MIC DinnerMIC Dinner4499191933333535NSS banquetNSS banquet4499222237372828Coffee breaksCoffee breaks2277323239392020Industrial exhibitIndustrial exhibit

Not enough spaceNot enough space18*18*18*18*242430301010Poster sessionsPoster sessions

*Too many*Too many

Small roomsSmall rooms6616*16*2929424277Parallel sessionsParallel sessions1166313140402222Overview sessionsOverview sessions2255373733332323Plenary sessionsPlenary sessions9999323226262626SecretariatSecretariat

10101515212124243030RegistrationRegistration

*Hotel too far*Hotel too far7*7*9*9*191933333232SiteSite

>GOOD= 82%>GOOD= 82% 4*4*14*14*313136361515OverallOverallPoorPoorSatisfact..Satisfact..GoodGoodVery goodVery goodExcellentExcellent


Lyon 2000 Analysis and LessonsLyon 2000 Analysis and LessonsA real breakthrough !A real breakthrough !

This is NOT a copy past of North American This is NOT a copy past of North American conferences (big hotels are very limited!)conferences (big hotels are very limited!)

Some promized ‘european’ grants never came ! Some promized ‘european’ grants never came ! Conflict between ‘supported non Conflict between ‘supported non profitprofit’ conferences and others!…’ conferences and others!…

VAT issues --> unclear at that timeVAT issues --> unclear at that time

Unforeseen expenses due to unexected Unforeseen expenses due to unexected attendance ! : attendance ! :

logging problems : transportation, food and dinnerslogging problems : transportation, food and dinners,,

To be adapted and improved To be adapted and improved recurrent over recurrent over many conferences!many conferences!

Hotel availability, long term booking and management!Hotel availability, long term booking and management!

Service companiesService companies


NSS-MIC statistics

0

500

1000

1500

2000

2500

San-Francisco_95Annaheim_96

Albuquerque_97

Toronto_98Seattle_99Lyon_2000

San-Diego_2001Norfolk_2002Portland_2003

Roma_2004

PuertoRico_2005San Diego_2006Hawaii_2007

Dresden_2008

Particpants

Submissions

Valencia2011

Roma2004

LYON2000

Dresden2008


Conclusion from Europe experienceConclusion from Europe experienceA ‘great’ and enthousiastic experience– We have a BIG ‘international’ instrumentation conference (> 2000)– Europe is attractive & become a routine

2004 (Roma) 2008 Dresden ---> 2011 ValenciaToday it is a place where it can be really international! new european countries …. but also others with US visa limitation

However some points to be ‘noticed’!– European conferences has their ‘own’ rules and features

Need close link with local institutions & national labs – ( CEA/CNRS, INFN, DESY/FZD …..)

Future: need better EU support & link to be look at very seriously !

– Look more complex to organize Congress centers & hotels are separatednot a ‘copy past’ from year to year !

- Taxes (VAT) is not simple to manage uniformly- Currency exchange rate unstable!

$ vs € 0.9 in 2000 1.60 now!


Next: The Asian Challenge & Next: The Asian Challenge & Strategy Strategy

Asia is already our next ‘target’ after Europe … Asia is already our next ‘target’ after Europe … How to make it ‘smoothly’ ?How to make it ‘smoothly’ ?New world, new culture: we have to learn New world, new culture: we have to learn

Strategy: start to get a first experience with a Strategy: start to get a first experience with a ‘small conference ‘ like we did succefully for ‘small conference ‘ like we did succefully for Europe:Europe:

RTC Beaune 97RTC Beaune 97NSS-MIC 2000 in Lyon …..then …. ‘almost routine!’NSS-MIC 2000 in Lyon …..then …. ‘almost routine!’

RTC 2009 will be in Beijing -IHEP next MayRTC 2009 will be in Beijing -IHEP next MayWe visited IHEP,Tianjin University and IEEE Beijing officeWe visited IHEP,Tianjin University and IEEE Beijing officeAll administrative work as been done (Licence)All administrative work as been done (Licence)

Investigating NSS-MIC in Asia for 2013-14Investigating NSS-MIC in Asia for 2013-14China is not the only Asian/Pacific possiblity (Japan ,India ..China is not the only Asian/Pacific possiblity (Japan ,India ..…)…)


My first comments about China My first comments about China

With RT organization and visit we already learn a With RT organization and visit we already learn a lotlot– Mainland China is a great opportunity for usMainland China is a great opportunity for us – Chinese culture is different from our!Chinese culture is different from our!

We have to be very carefull to avoid dramatic frustrationWe have to be very carefull to avoid dramatic frustration

– The centralized ‘administration’ is already there (for us The centralized ‘administration’ is already there (for us the Chinese academy of Sciences ) which make all the Chinese academy of Sciences ) which make all decisions (Conference licence …)decisions (Conference licence …)

Everything should be approved by them !Everything should be approved by them !

– We cannot organize a conference as ‘standard’ US or We cannot organize a conference as ‘standard’ US or even European…even European…

– Experience of RT (organization,budget,hotels …) is a Experience of RT (organization,budget,hotels …) is a unique opportunity to learn and gain experience before unique opportunity to learn and gain experience before to go ahead to a bigger one.to go ahead to a bigger one.


Conclusion & summaryConclusion & summary

Europe is becoming a routineEurope is becoming a routine Asia is our next great opportunityAsia is our next great opportunityCannot be a ‘copy -past’ of US conferenceCannot be a ‘copy -past’ of US conferenceThe knowledge of the local country and The knowledge of the local country and administration is fundamental administration is fundamental VAT cannot be uniformly applyVAT cannot be uniformly applyPlease bannish the term ‘surplus’ Please bannish the term ‘surplus’ in the budget --> ‘administrative fees’ in the budget --> ‘administrative fees’

Thanks a lot for your attentionand your invitation !

lessons learned running non us/north american conferences

Documents

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npss conference experiences

moderate size conference

support teamstockholm

copo08 seattlelyon

stable organization

hotelsfull logistic

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