Sizing Your Team & Key Activities in SPMS
Session discussions & Key points
9.00am -9.40am Todd Satogata - Thomas Jefferson National Accelerator Facility: Scaling of Roles Tasks and Resources vs Size of your conference
- Poster and industrial session: Value them!
- Session design can make or break.
- Break point between generality and specialisation.
- General guidelines regarding papers, estimation only.
- David mentioned the importance of the author reception and not disturbing editors.
- Filter people not to enter the editor’s office asking status of their papers.
- Communication is key as to where the poster session is, or directions to where posters should be placed.
- Importance of program codes, and well labelled posters (role of Poster Session Manager “Poster Police).”
No questions at end of presentation.
9.40am-10.00am Christine Petit-Jean-Genaz (CERN): General Timelines, When & Who to What
- JACoW privacy policy – 30,000 members not to be spammed.
- Email to Industry C-15 months is a “Save the date”.
- 1 year in advance of conference invitations to speakers including date of presentation basics.
- “Page under construction” – everything should be in place C-12.
- Dream v’s reality – realistic budget expectations.
- History indicated doesn’t do any good to postpone/extend a deadline for submission.
- Keep industry happy, opening exhibition online at midnight provides opportunity for industry to secure preferred position – fair to all.
- Ensure there is at least one registered co-author and that the present for contribution is also registered to eliminate vacant poster boards/cost.
- Grace period for late paper submission and re-submission.
- The peer review system was reported by Ivan at TM'17 - procedure refined for IPAC'17 and it will be written up in due course.
- David mentioned important to allow people to submit prior to “permission from manager”.
- Todd mentioned there are exceptions, it should be understood not to allow extra time based on favouritism.
Reference provided: http://www.jacow.org/Editors/Tasks
No questions at end of presentation.
10.00am-11.00am Todd Satogata - Thomas Jefferson National Accelerator Facility: SPMS setup and key tasks
- A compressed introduction into SPMS.
- Todd recommended next year’s JACoW provide a longer tutorial style presentation.
- Important to note: a profile represents a single PERSON.
- SPMS has been built up over a 15-year period…it’s a live beast”.
- SPMS demos provided from IPAC’17 instances.
Uploading your specific logo ensures you are in the correct SPMS instance.
- Ronnie noted not to settle for default screen (cool smiley).
- Garry asked how long you leave the email addresses alive?
- Todd noted essentially, they are left alive until you remember to turn them off.
- IPAC’s have been left up for a couple of years, this permits some changes to proceedings.
- Todd commented generally for the same 3-year period as the website is registered.
- Conference URL should be reserved as soon as you funding permits.
- Email doesn’t necessarily need to match the URL domain.
- HACKER TIP: emails accidentally sent out – set SMTP page to something bogus!
Volker’s recommendation: Don’t introduce too much/complexity into program codes, don’t put a room name into the field.
- The sort order is reference for the printing of program.
- Christine: number 1st session, 2nd session…basic schedule ‘Sort’”
- A ‘Sort ‘order for each different area.
- Complete freedom exists to move things around prior to being set in stone.
- Be aware program codes will be used as reference codes so 7-8 characters is recommended. Early years limited by 8 c characters so suggested this as potentially a best practice.
- ‘Magic screen’ – Authorise Users & Roles
- Christine tip: Functional role will trigger a spreadsheet – “very nice feature”.
- SPMS email functionality and low-level ability to define roles and privileges the next layer of privileges however not recommended unless an expert (Christine or Todd) looking over the shoulder.
- Caution: Don’t screw around with webpages!
Session closed 11.05am.
