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IT & Facilities Preparations for IPAC'18
Speaker: Jana Thomson (TRIUMF)
IPAC'18 -- Vancouver, Canada -- 29 April to 04 May, 2018
- IT is critical with any JACoW conference.
- IPAC'18 is expected to attract greater than 1200 delegates.
- Current abstract upload is showing a higher historical volume. [765 total abstracts - 30Nov2017]
- IPAC'18 abstract deadline is December 2, 2017.
- The IT for an IPAC is no small feat.
Room Layout
Hotel floorplan
Network and Communications
IT is a major component of the budget, and as has been stated in many past reports over the years. It is the foundation of the conference.
- The bandwidth can not be slow;
- The computers need to be ready to go, no settings should need to be set;
- The OS is in English;
- All of the computers in the room have an English OS.
The JW Marriott is a brand new hotel in Vancouver and provides us a few features to use.
Some of these being:
- built in screens in the small satellite size rooms (they can be used to display the dot board in the Author Reception as an example);
- digital screens outside of the plenary and parallel session rooms, we plan to use them to display the schedule for the room.
Speaker Ready Room / Author Reception
Currently it is planned that the Speaker Ready Room and Author Reception will co-share a room. There is a permanent large flat screen in the room that can be used as a dot board.
What will IT look like?
The quantity of hardware hasn't changed much over the years and Johan's presentation from Team Meeting 2016
http://www.jacow.org/JTM2016/ITPreparationsforIPAC17, gives a good description of what he expected would be required.
Proposed hardware:
| Room | Windows Desktop | Mac Desktop | Windows Laptop | Mac Laptop | Colour Laser Printer | Multi Function Printer |
| Grand Ballroom | -- | -- | -- | 2 | | -- |
| Parallel Room #1 | -- | -- | -- | 1 | | -- |
| Parallel Room #2 | -- | -- | -- | 1 | | -- |
| Parallel Room #3 | -- | -- | -- | 1 | | -- |
| Author Reception | 2 | 2 | -- | -- | -- | 1 |
| Editorial Room | 25 | 5 | -- | -- | -- | 2 |
| Speak Ready Room | 1 | -- | -- | 1 | -- | -- |
| Registration | 2 | -- | -- | -- | -- | -- |
| Internet Cafe | 4 | 4 | -- | -- | -- | 1 |
Proposed Software:
| Software | Adobe Acrobat Pro DC | Enfocus PitStop Pro | Windows 10 | MS Office |
| Grand Ballroom | -- | -- | 2 | 2 |
| Parallel Room #1 | -- | -- | 1 | 1 |
| Parallel Room #2 | -- | -- | 1 | 1 |
| Parallel Room #3 | -- | -- | 1 | 1 |
| Author Reception | 4 | 4 | 4 | 4 |
| Editorial Room | 30 | 30 | 30 | 30 |
| Speaker Ready Room | -- | -- | 2 | 2 |
| Registration | -- | -- | 2 | 2 |
| Internet Cafe | -- | -- | 4 | 4 |
Rent vs Purchase
- We are in the negotiating stage and the current recipe thought is a rent/purchase mixture.
- If we rent, the company in favour right now would send us one each of the Windows and Mac workstations for two weeks.
- During that time we would install, configure, and debug our software suite.
- Once we send them back, they will image the remaining computers and deliver them to the conference ready to go. **This method will save us at least one week of rental time since we would not need to configure them at TRIUMF beforehand.
- 3 setup and 2 breakdown techs would be included which will reduce the stress and labour loading during the hectic times.
THE CHAIRMAN'S REQUEST -- A BIG DOT BOARD !!!
Current plan is to use something similar to a Samsung 55"4 K HDTV + Mac mini 2.6 GHz 8 GB 1 TB, it may be bigger.
Martin Comyn and Jana Thomson PAC97 Dot Board -- daily we put red, yellow or green, sticky dots on the board.
Further Reading
The JACoW site provides lots of information based on experiences of past conferences.
Anthony Cuffe (Jefferson Lab) - IPAC'14 debrief: http://spms.kek.jp/pls/jacowtm2014/agenda.by_session?sid=THBA
Dong Eon Kim (Pohang Accel. Lab) - IPAC'16 debrief: http://www.jacow.org/JTM2016/IPAC2016ITInfrastructureReview
Plenary and Parallel Sessions
Sessions will be held in the Parq Grand Ballroom. The room will be flipped and the Audio Visual re-configured for parallel sessions.
AV specifications
Networks: Direct connection for presentation management.
''Hardware to be provided by AV Contractor and managed by AV manager ""
- Screens and corresponding number of projectors
- Remote control for presenter - Chairman has requested a mouse controller
- Audio speakers to enhance sound
- Wireless mics
- Lapel mics
- Stage lights
- Camera
THANK YOU -- MERCI
