JACoW 2018 Team Meeting, iThemba LABS, South Africa, 3-7 Dec 2018.
Full Programme: JACoW TM2018 Agenda V7.pdf 
- Pre-Team Meeting agenda (partial)
16:00–18:00 (The Lord Charles Hotel : Room "Vergelegen")
Kick-off Conference Series Collaborations
Host: Christine Petit-Jean-Genaz
16:00 | Series Networking Session
16:30 | Series Presentation Preparations
17:00 | Series Presentation
09:00–9:30 Registration (Room Foyer)
09:00 | Registration
09:30–10:30 (Room Auditorium)
Introduction to JACoW & Collaboration Report
Session Chair: Christine Petit-Jean-Genaz
09:30 | Speaker: Christine Petit-Jean-Genaz - European Organization for Nuclear Research
JACoW Team Meeting Welcome
09:35 | Speaker: Dr Rudolph Nchodu - Deputy Director of iThemba LABS
Welcome from iThemba LABS
09:45 | Speaker: Naomi Haasbroek - iThemba LABS
House Keeping
09:50 | Speaker: Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
Overview of BoD aims for the Team Meeting, report on JACoW mission, activities, areas of development, challenges, future forecasts and needs. Introduce active working groups, asks for expressions of interest and advise parallel meeting times (Mobile App, 2018 TM, Online Help, One-on-one, etc. )
10:10 | Speaker: Christine Petit-Jean-Genaz - European Organization for Nuclear Research
Open Discussion Kick Off Wash-up
10:30–11:00
Coffee break
11:00–12:30 (Room Auditorium)
Session Chair: Ivan Andrian
11:00 | Speaker: Ronny Billen - European Organization for Nuclear Research Beams Department (BE)
Introduction to the regional support staff, the activities that they undertake setting up instances of SPMS, summary of support requests by the regional support team members, and the process of publication of proceedings onto JACoW.org with a summary of all those proceedings which have been published in the past 12 months.
11:15 | Speaker: Todd Satogata - Thomas Jefferson National Accelerator Facility
The JACoW collaboration is a collaboration which has wide community of collaborators from around the world. Being born out of the arrival of electronic publication in the mid-nineties, JACoW has had a team of innovators who have co-operated delivering systems and tools for the organisation, operation, and long term achieving of conference proceedings for the accelerator and complementary communities. This talk will give a look at the history at the genesis of JACoW to modern day, vision into the future, and discuss the obligations and policies, network of collaborators and supporting volunteers, which enable the effective outcomes of the collaboration and bind it together.
11:45 | Speaker: Todd Satogata - Thomas Jefferson National Accelerator Facility
This talk brings together the breakdown of the roles which have been developed over the years to execute a successful JACoW conference, and give an overview of what they contribute to the organisation, execution, and close out of the conference.
12:15 | Speaker: Charlie Horak - Oak Ridge National Laboratory
This talk will outline the basic structure and organization of the Organizers/Editors section of JACoW.org and where to find help for working in the wiki.
12:30–14:00
Lunch
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14:00–15:30 (Room Auditorium)
Proceedings Office Work Flows 1
Session Chair: Jana Thomson
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14:00–15:30 (Room J145)
Online Help Working Group
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14:00 | Speaker: David Button - ANSTO
Add Abstract
14:30 | Speaker: Volker RW Schaa - GSI Helmholtzzentrum für Schwerionenforschung GmbH
This presentation will list the different tasks accomplished using JPSP before, during and after the conference. In addition actual trends of file type submission for various conferences are shown.
15:00 | Speaker: Jan Chrin - Paul Scherrer Institut
Add Abstract
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14:00 | Chair: Charlie Horak - Oak Ridge National Laboratory
Online Help Working Group 2018
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15:30–16:00
Coffee break
16:00–18:00 (Room Auditorium)
JACoW Conference Coordination:Improving Continuity and Sustainability
Session Chair: Todd Satogata
16:00 | Speaker: Christine Petit-Jean-Genaz - European Organization for Nuclear Research
This presentation will pick up from the kickoff session, discuss JACoW history and the emergence of its "model" for sustainability, its positive and negative aspects, and how it may evolve in the future.
16:20 | Speaker: Keihan Tavakoli - Synchrotron SOLEIL
MEDSI (Mechanical Engineering Design of Synchrotron equipment and Instrumentation) is a biennial international conference since 2000. The Synchrotron SOLEIL was proud to host the 10th edition of this conference from 25 to 29 June 2018 in Paris. MEDSI is a member of JACoW since 2015 and MEDSI’18 was the second conference using JACoW platform and tools. A brief history and an experience feedback after two JACoW conferences will be presented on behalf of MEDSI International Organization Committee.
16:30 | Poster Session (Room Service Passage)
18:00–19:00 (Room Foyer)
Welcome Reception
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09:00–10:30
iThemba Tour
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09:00–10:30
One-on-one Pre-organised
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09:00 | Tour will commence upon arrival at iThemba
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09:00 | (Room J145 or J15)
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10:30–11:00
Coffee break
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(Room Auditorium)
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(Room J145 or J15)
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11:00–12:30
Key Activities & SPMS Tutorial
Session Chair: Rohan Dowd
11:00 | Speaker:Christine Petit-Jean-Genaz - European Organization for Nuclear Research
The aim of this talk is to give a well thought out time lines for the major tasks which are required to be undertaken in a timely manner to ensure that the deadlines and dependent activities can be achieved.
11:15 | Speaker:Stefano Deiuri - Elettra-Sincrotrone Trieste S.C.p.A
This talk will showcase the variety of SPMS generated reports which can be included in your conference website and are automatically updated as data evolves is your SPMS instance. A number of useful applications for poster police, doting boards, and other information screens will be showcased.
11:30 | Speaker:Christine Petit-Jean-Genaz - European Organization for Nuclear Research
This presentation will briefly describe how to organise all of the main scientific programme management activities via SPMS.
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11:00–12:30
Mobile App
(Room J145)
11:00 | Chair: Johan Olander - European Spallation Source ERIC
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12:30–14:00
Lunch
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(Room Auditorium)
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(Room J15)
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(Room J145)
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14:00–15:30
Tutorial 1
T1a
14:00 | Tutor: Volker Schaa - GSI Helmholtzzentrum für Schwerionenforschung GmbH
This talk should explain »What is PitStop?« and »Why and how are we using PitStop«. The basic usage in the editorial office will be shown.
| * Laurent Serani | |
| * Robert Apsimon | |
| * Garrett De Villier | |
| * Maxim Kuzin | |
| * Meghan McAteer | |
| * Stefano Deiuri | |
| * Dong Eno Kim | |
| * Xin Han | |
| * Muneer Sakildien | |
| * Kelly Jaye | |
| * Petra Neumann | |
| * Philip Dyer | |
| * Renan Picoreti | |
| * Melanie Robertson | |
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14:00–15:30
Tutorial 1
T1b
14:00 | Tutor: Todd Satogata - Thomas Jefferson National Accelerator Facility (90min)
This tutorial reviews the introductory LaTeX material presented at TM2017, gives attendees access to Overleaf and the JACoW Template in Overleaf, describes details of LaTeX file processing as performed in JACoW conferences, and surveys tips, tricks, and common author error illuminated by LaTeX paper processing examples from IPAC18.
| * Fhumulani Nemulodi | |
| * Jana Thomson | |
| * Amy McCausey | |
| * Charlie Horak | |
| * Johan Olander | |
| * Rohan Dowd | |
| * Takashi Kosuge | |
| * Akihiro Shirakawa | |
| * Pavel Snopok | |
| * Sergio Marques | |
| * Eugene Tan | |
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14:00–15:30
One-on-one
Available Area
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15:30–16:00
Coffee break
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(Room Auditorium)
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(Room J145)
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16:00–17:30
Conference Proceedings Production Activities
Session Chair: Frederic Chautard
16:00 | Speaker: Todd Satogata - Thomas Jefferson National Accelerator Facility
This talk shows examples of different size conferences and the considerations which are made in the condensing of roles, the size of the teams involved, typical budget implications, and aspects of SPMS and other tools used to organize and run the conference.
16:30 | Speaker: Todd Satogata - Thomas Jefferson National Accelerator Facility
This talk presents a brief history and background of IPAC light peer review, and highlights of the procedures established in SPMS to support this partial refereeing process.
17:00 | Chair: Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
Add Abstract
17:20 | Speaker:Christine Petit-Jean-Genaz - European Organization for Nuclear Research
Add Abstract
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16:00–17:30
IT Setup Working Group
16:00 | Chair: Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
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(Room Auditorium)
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(Room J145)
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9:00–10:30
Proceedings Office Paper and Presentation Processing Tools
Session Chair: Laurent Serani
09:00 | Speaker:Jan Chrin - PSI on behalf of Michaela Marx - DESY
A large number of conference series are now routinely achieving oral presentation transparencies as part of the proceedings. This talk will look at the process which has been established with the SPMS instance to manage this process, and issues surrounding presentations utilising animations and videos and how these are embedded in the pdf file.
09:30 | Speaker: Volker RW Schaa - GSI Helmholtzzentrum für Schwerionenforschung GmbH
Add Abstract
09:50 | Speaker: Todd Satogata - Thomas Jefferson National Accelerator Facility
This presentation collects some guidance on LaTeX-specific paper processing for JACoW conferences. It is meant more to be a starting point for reference and refresher rathar than a tutorial.
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09:00–10:20
09:00 | Spare 1 on 1 Pre-prepared
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10:20 | Group Photo
10:30–11:00
Coffee break
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(Room Auditorium)
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(Room J145 or J15)
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11:00–12:30
IPAC'18 Debrief
Session Chair: Eugene Tan
11:00 | Speaker: Todd Satogata - Thomas Jefferson National Accelerator Facility
IPAC is the largest conference in the JACoW collaboration and utilises e very part of the collaboration. This report will give a detailed analysis of the undertakings, and activities which went on to bring IPAC'18 together, and advice to other conferences and future IPAC based on the recent experience.
11:40 | Speaker: Takashi Kosuge - KEK
Brief report on the staffing and activities that were carried out in the speaker ready area of IPAC'18, any problems and solutions that came about.
11:50 | Speaker: Jana Thomson - TRIUMF
IPAC is the largest conference in the JACoW collaboration and uses the skills of many members of the collaboration. This talk will report on the activities before, during and after to bring IPAC'18 together.
12:10 | Speaker: Johan Olander - European Spallation Source ERIC
Since Jab hosted IPAC, there has been ongoing solutions and development of mobile applications that delegates can use to access information throughout the conference. This also serves as a platform for advertising, reducing the need for programme books, and gives the delegate extra user experience in organising their participation. This talk will talk about the latest solution which was used at IPAC'17, and advise and direction to the future of this tool.
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11:00–12:30
JACoW Template Working Group
11:00 | Chair: Jan Chrin - PSI
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12:30–14:00
Lunch
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(Room Auditorium)
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(Room J15)
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(Room J145)
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14:00–15:30
Tutorial 2
T2a
14:00 | Tutor: Jan Chrin - PSI
Processing slides into pdf, with practical tips
| * Nemulodi Fhumulani | |
| * Robert Aspimon | |
| * Garrett De Villier | |
| * Muneer Sakildien | |
| * Kelly Jaje | |
| * Petra Neumann | |
| * Philip Dyer | |
| * Renan Picoreti | |
| * Melanie Robertson | |
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14:00–15:30
Tutorial 2
T2b
14:00 | Tutor: Adrian Mönnich - European Organization for Nuclear Research Information Technology Department (IT)
Driving Latest Indico
Tutorial Demonstration: Setting up a basic conference, adding and removing pages, what is required, access to help, etc.
| * Mike Hogan | |
| * Jana Thomson | |
| * Amy McCausey | |
| * Maxim Kuzin | |
| * Takashi Kosuge | |
| * Akihiro Shirakawa | |
| * Meghan McAteer | |
| * Stefano Deiuri | |
| * Dong Eon Kim | |
| * Xin Han | |
| * Keihan Tavakoli | |
| * Yifei Jaski | |
| * Ronny Billen | |
| * Pavel Snopok | |
| * Sergio Marques | |
| * Laurent Serani | |
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14:00–15:30
One-on-one Pre-organised
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15:30–16:00
Coffee break
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(Room Auditorium)
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(Room J145 or J15)
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16:00–17:00
IPAC’19 Preparation
Session Chair: Renan Picoreti
16:00 | Speaker: Johan Olander on behalf of Mark Caetano - ANSTO
Add Abstract.
16:30 | Speaker: Greg LeBlanc - ANSTO
Add Abstract.
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16:00–17:00
One-on-one
Area Available
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09:00–10:30 (Room Auditorium)
Working Group Reports & Feedback
Session Chair: Sergio Marques
09:00 | Speaker: Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
Report on activities of the IT Working Group
09:10 | Speaker: Jan Chrin - Paul Scherrer Institut
Report on activities of the Template and Citation Working Group
09:20 | Speaker: Charlie Horak - Oak Ridge National Laboratory
Report on activities of the Online Help Working Group
09:30 | Speaker: Johan Olander - European Spallation Source ERIC
Report on activities of the Mobile App Working Group
09:40 | Speaker: Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
Discussions about future development directions, and formation for working groups
09:30 | Speaker: David Button - ANSTO
Lessons learned for next Team Meeting Feedback. This is a chance for everyone to opening give feedback as to what the fill worked or didn't work, to help improve the next team meeting.
10:20 | Speaker:Christine Petit-Jean-Genaz - European Organization for Nuclear Research
A brief explanation of the process for decisions of the next Team Meeting location, to be held in December 2019 in the Americas
10:30–11:00
Coffee break
11:00–12:20 (Room Auditorium)
JACoW Team Meeting Business & Summary
Session Chair: Todd Satogata
11:00 | Speaker: Todd Satogata for Rohan Dowd - ANSTO
Conclusions from the Rapporteur with overview of JACoW developments and team meeting in 2018. This report summaries all which has been presented and discussed throughout the meeting, and is an important syllabus to plan future activities and help set future road maps.
11:30 | Speaker: Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
Business & meeting conclusion, thank you and good byes.
