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IPAC Operations Review

Contact: Kyung Sook Kim (Pohang Accelerator Laboratory)

IPAC'16, the Seventh International Particle Accelerator Conference, was held in Busan at Bexco convention center, Korea from May 8-13, 2016.

Organization

IPAC'16 was a completely in-house organization without the support of a PCO.

20 LOCs, 25 assistant staffs (17 PAL staffs / 9 co-hosted institute staffs) and 27 Saltmines Team;

• Chairs: SPC / OC / LOC / Prize committee
• Key Players:
  • Scientific Secretary / Editorial Board / IT Manager / Website Manager
  • Student Program Manager / Presentation Manager / Industry Exhibition Manager / Poster Session Manager
  • Registration Manager / Conference Secretary / Administrative Work Manager
• At Venue:
  • Registration Office: Manager + 2 staffs
  • Registration Desk: 9 staffs
  • Business Office: Secretary + 2 staffs
  • Satellite Meeting Place: 1 staff + 1 staff from rental agency
  • Industrial Exhibition Place (1F/3F): Manager + 1 staff
  • Poster Place (1F/3F): Manager + 1 staff + 4 part-time worker
  • Poster Student Place (2F, only Sunday): Manager
  • Author Reception: 3 JACoW collaborators
  • Speaker Prep.: 3 JACoW collaborators + Manager
  • Editorial Room: 21 JACoW collaborators + 3 LOCs + 1 staff
  • Auditorium (A/B): 3 staffs + student secretaries
  • Technical Tour / Foods / Transport: Manager + 3 staffs
  • General Support: 4 staffs

Timeline

• 2014
  • June: Formation of OC, SPC, and LOC
  • Nov. 13~16: OC/SPC1 at PAL (Pohang)
• 2015
  • April: Block rooms at hotels (870 rooms for participants / 122 beds for students)
  • May 8~9: SPC2 in Richmond, USA (IPAC'15) (Invited Oral Talks)
  • August: Prize Committee Starts Activity
  • Oct. 7: Launch of Fully Website
  • Nov. 11: Opening of Registration for Delegates
  • Nov. 18: Opening of Industry Exhibition Registration
  • Dec. 9: Deadline of Abstract Submission, Student Prize and Grant
• 2016
  • Jan. 4: Starting Saltmines Composition
  • Jan. 12~13: SPC3 in Melbourne, Australia (Contributed Oral Talks)
  • Mar. 2: Closing of Early Delegate Registration
  • Apr.: Publish program booklet / Arrange poster session / Open Mobile App / ...
  • May 4: Closing of Paper Submission
  • May 2: Set-up Proceeding Office
  • May 7~8: Set-up Venue
  • May 8: IPAC'16
  • May 11: SPC/LOC Report at OC2
  • May 13: Summary Report at IPAC'17 SPC2
  • June 6: Proceedings are published

Statistics of Conference

Registration (1,106 participants from 36 countries)

Visas

• 209 invitations - China (136), Russia(19), Ukraine (8), India (5), Iran (4) etc.
• 1500 USD for mailing

Contribution

Industrial Exhibition (Layout: 1F,3F)

Poster (Layout: 1F,3F)

Prepared Foods

• Welcome Reception (May 8, Sunday): for 800 people
• Chair's Reception (May 9, Monday): for 200 people
• Conference Reception (May 10, Tuesday): for 1,000 people
• Conference Banquet (May 12, Thursday): for 1,100 people
• Coffee Break: 7,000 cups of coffee and cookies
• Technical Tour Lunch: 720 servings of milk and sandwich

Technical Tours

• 720 reserved / 295 participated (41%)
  

Conference App

• iPhone:
  276 downloaded (USA: 56 / Korea:38 / Japan: 29 / China: 29 / England: 18)
• Android:
  309 downloaded

Expenses

Suggestions based on experience

• Registration
  • ONSITE payment option with credit card details to charge for NO-SHOW (suggested by Christine)
  • Earlier closing for wire transfer
  • Open registration desk as earlier as possible
  • SPMS; attendee search by unique ID or last name + first name
• Careful of issuing invitation letter for visa application
• Industrial Exhibition
  • Simple registration for industrial booth staff
  • Local agency for customs handling
  • SPMS; prevent double booking

Impression

• Most people (speakers, session chairs, exhibitors ...) don't like to reading "Guidelines".
• Most of email queries were SPAM.