Information for IPAC LOC Chairs about JACoW-Related ExpensesIn an effort to help with initial budget planning, this page aims to provide a thorough summary of JACoW-related expenses for IPACs. The information here, which is currently a work in progress, was compiled in November 2024 during the JACoW Team Meeting. JACoW-related expenses for IPACs include the following:
Support for JACoW team members during the conferenceIPAC provides financial support for the members of the JACoW team who are working to produce your proceedings during the conference. This proceedings office team consists mostly of editors but also typically includes some IT experts, Author Reception staff, and Speaker Ready Room staff. Unfortunately it is impossible to accurately estimate, many years in advance, how many people will be needed in the proceedings office, as this depends on the particular conditions of the event. We are also continually improving tools and processes in an effort to reduce the amount of labor needed in the proceedings office. Based on the experience of the last couple of years, planning to have 35 people in the proceedings office for nine days would be a reasonable upper limit for budget planning. The institutes of the proceedings office team members support IPAC by contributing the team members' working time and the cost of travel to the IPAC venue. IPAC pays for the local expenses (hotel costs and per diem) of the proceedings office team. Please work out the details regarding per diem ahead of time, before editors are invited to join your proceedings office, as many people have restrictions or limitations around accepting per diems or honoraria due to their travel visas or to the policies of their institutes. It is important that the terms offered to proceedings office volunteers are understood in advance so that, if needed, a potential editor can make other arrangements to cover their expenses. It is recommended for IPAC organizers to provide coffee/tea and snacks near the proceedings office, as productivity increases if editors don't have to go far for coffee breaks. Typically lunch is also served to the team near the proceedings office for similar reasons, as this reduces the time needed for a lunch break and therefore improves productivity. It is also typical for IPAC to offer a dinner for the JACoW team near the beginning of the working period, and to invite the team to IPAC social events (welcome reception, Chair's reception, and banquet) as a thank-you for the many days of hard work in the proceedings office. These 'traditional' offerings are of course not mandatory, but it would be a good idea to communicate in advance if they won't be offered, so that potential editors know what to expect when they join the IPAC proceedings office team. Hardware and software for the proceedings officeThe hardware and software requirements for a proceedings office (including a workstation for each member of the proceedings office team, printers, etc) are specified in JACoW documentation. This website is undergoing some significant reorganization to ensure that up-to-date information is easy to find, and a link to the documentation about hardware and software requirements will be added here in the future. For now, please refer to this report about the IT setup at IPAC'24 for details about hardware and software requirements in the proceedings office: Attendance at JACoW Annual Team MeetingsJACoW Annual Team Meetings are the main mechanism through which knowledge is transferred within the collaboration, enabling conferences to produce their proceedings volume for publication on jacow.org. The boundary conditions for JACoW specify that all conferences must send at least one team member to at least three JACoW Annual Team Meetings, including meetings before and after the event. For large conferences such as IPAC, it is very strongly recommended to send more than one member of the team (such as Editor-in-Chief, Scientific Secretariat, IT Manager, LOC Chair) to the team meetings. To help with knowledge transfer within the collaboration, JACoW team members from an IPAC are asked to report on their experience during the Team Meeting following their conference. IPAC (or its hosting institute) must provide for all expenses (travel, accommodation, per diem, registration fee) associated with its JACoW team's participation in the Annual Team Meetings. Hosting of a JACoW Annual Team MeetingThe JACoW Annual Team Meeting takes place in November or December each year. Up until now, the host of the team meeting has been chosen less than one year ahead of time, based on bids which were submitted during the previous Team Meeting. In an effort to provide easiest access to training for local members of each IPAC JACoW proceedings office team, the Team Meeting is very often hosted by the institute which hosts the IPAC 1.5 years in the future. The JACoW Board of Directors requests that this arrangement be formalized so that the hosting of the JACoW Annual Team Meeting becomes an explicit responsibility of IPAC, as planning would be simpler for everyone involved if it is known well in advance who will host the Annual Team Meeting. In principle, the costs associated with the Annual Team Meeting should be covered by the attendees via a registration fee. The number of registered attendees can vary; in recent years there have been about 30-40 attendees from external institutes in addition to attendees from the hosting institute. Some hosting institutes send just a few people to the meeting, and some send twenty or more people to take advantage of the training offered so that the local members of their IPAC proceedings office team are well-prepared to work efficiently. The Team Meeting typically spans 5 or 6 days, which includes an 'pre-meeting' by invitation for a smaller set of about 15 core JACoW team members in the first 1.5 or 2 days, followed by the main meeting for all attendees in the next 3.5 or 4 days. Planning for hosting the Team Meeting should include the following, paid for from the registration fee:
Please consult the JACoW Coordinator for further details about organizational needs for a successful Team Meeting. Registration fees in recent years have varied between about 220-375 euro, depending on location. It is recommended to try to keep the registration fee below about 300 euro when possible, as higher fees may prevent attendance for some team members. Additional training of editorial teamIt is recommended (but not required) that you provide further training for some members of your editorial team by sending them to join the proceedings office team at other JACoW conferences before your conference. This can be a cost-effective approach, as having more experienced editors tends to allow for a smaller editorial team during IPAC. Team members can potentially join the proceedings office team either of a preceding IPAC or of a mid-sized JACoW conference which takes place in your region. In this case, the accommodation and per-diem expenses for the editor would be paid for by the conference whose proceedings office they are joining; you would only need to pay for their travel expenses. |
