JACoW 2019 Team Meeting, Santos, Brazil, 2-6 Dec 2019.
16:00–18:00 (Mercure Santos Hotel : Room "Porto") Kick-off Conference Series Collaborations
Host: Christine Petit-Jean-Genaz
16:30 | Series Networking Session 17:00 | Series Presentation Preparations 18:00 | Series Presentation + Drinks 09:00–09:30 | RegistrationFoyer
09:30–10:30 | Introduction to JACoW & Collaboration Report Room Porto
Chair: Christine Petit-Jean-Genaz
09:30 | JACoW Team Meeting Welcome Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
09:35 | Welcome from the Brazilian Synchrotron Light Laboratory Regis Terenzi Neuenschwander - Brazilian Synchrotron Light Laboratory
09:50 | House Keeping Gustavo Bruno - Brazilian Synchrotron Light Laboratory
10:00 | JACoW Board of Directors Welcome & Summary Report Pre-Meeting 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, 2019 TM, Online Help, One-on-one, etc.)
10:20 | JACoW Voting Introduction (Voting Scrutineer + Candidates) Ronny Billen - European Organization for Nuclear Research Beams Department (BE)
In line with the JACoW charter voting is held to elect members to the JACoW board of directors for 3 year term. This presentation will give instruction, and introduce the nominees for this years election.
10:30–11:00 | Morning teaFoyer
11:00–12:30 | JACoW Conferencing Tools & Proceeding RepositoryRoom Porto
Chair: Robert Apsimon
11:00 | What is JACoW and What Does It Offer Your Conference? 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.
11:30 | Life Cycle of JACoW Tools, SPMS Instance and Publication to JACoW.org 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.
12:00 | JACoW Conference Coordination: Improving Continuity and Sustainability Christine Petit-Jean-Genaz - European Organization for Nuclear Research
JACoW is a community of collaborators that come together to collectively capture knowledge for the future and publish this open source free to the whole community. This is a flame that has burned from many years and only possible by the exchange of skills and knowledge in the JACoW community between each other and the conference series that our stakeholders represent. This discussion will look at this in more detail, and look to the future to maintain a sustainable collaboration and continuity of the fantastic work which has already been achieved.
12:15 | JACoW new SPC or LOC chair invited talk Regis Terenzi Neuenschwander - Brazilian Synchrotron Light Laboratory
JACoW wishes to invite a talk by a SPC or LOC chair new to the collaboration to share their understanding, expectations, and needs.
12:30–14:00 | LunchAsk the experts (Available slot): Room Coliseu 14:00–15:30 | Overview of Template & New ToolsRoom Porto
Chair: Laurent Serani
14:00 | Referencing & Citations, Rules & Styles (Template Update) Jan Chrin - Paul Scherrer Institut
Good citations and references are essential to support publications, and to ensure that the work by others is acknowledged and valued for its contribution to the community. This talk will provide and demonstrate the standards by which JACoW requires authors to correctly cite other works that contribute to support the authors papers. The trend towards sentence case referencing, and the ambiguities that arise with the existing standard will also be discussed. Furthermore the will give an update of the current JACoW template and the options that have been provided to authors.
14:30 | JACoW Cat Scan Editor Tool - presentation Josh Peters - Australian Nuclear Science and Technology Organisation
ANSTO as part of their IPAC'19 preparations identified Word documents in particular at previous JACoW conferences have a number of technical errors which results in more corrections, and additional communication with authors to resolve errors adding to the processing time for editors during the week of the conference. Ambitiously the team developed the Cat Scan Editor Tool which critiques the content of a DOCX file and reports errors to users. This talk will discuss the development, features, and application of this tool in more detail for usage at all JACoW conferences.
14:45 | JACoW Reference Search & Generation Tool - presentation Josh Peters - Australian Nuclear Science and Technology Organisation
ANSTO as part of their IPAC'19 preparations acknowledged the good work done at IPAC'18, which developed a lookup word document to access details relating the past JACoW conferences and workshops so that editors could make corrections to authors references. The IPAC'19 team both recognizing the need of high quality references for a high quality proceedings, and also the resource investment to achieve this. ANSTO collaborated with a number of JACoW stakeholders to produce a web based solution that both authors and editors could used to not just discover details of the conference, but to generate full complete references for every paper in the JACoW.org repository. This talk will discuss the development, features, and application of this tool in more detail for usage at all JACoW conferences.
15:00 | Scripting overview, tools for prior, during, and after your conference Volker RW Schaa - GSI Helmholtzzentrum für Schwerionenforschung GmbH:)
This presentation will list the different tasks accomplished using JPSP before, during and after the conference.
15:30–16:00 | Afternoon teaFoyer
16:00–17:30 | Parallel Tutorial and Working Group Sessions
17:30–19:30 | Poster Session + Welcome ReceptionFoyer
Ask the Experts (Available slot): Room Coliseu 09:00–10:30 | Organizing and Staffing your conferenceRoom Porto
Chair: Thakonwat Chanwattana
09:00 | General overview of running a JACoW member conference, SPMS`s role and Indico 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.
09:30 | General Timelines, When and Who to do What 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.
10:00 | Central Repository and Profile Maintenance Christine Petit-Jean-Genaz - European Organization for Nuclear Research
The central repository is by far one of JACoW's greatest assets. This talk will describe this in greater detail, and explain conferences obligations to assist in the maintenance of this central resource.
10:05 | Scaling of Roles Tasks and Resources vs Size of your Conference 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.
10:30–11:00 | Morning teaFoyer
11:00–12:30 | Key Activities and Processes(Room Porto)
Chair: Renan Picoreti
11:00 | Paper Processing Overview & Workflows and Editing Criteria - presentation Laurent Serani - Centre d'Etudes Nucléaires de Bordeaux Gradignan
This talk will look at the formation of an editorial team, the office itself, management, and the workflows that are used to complete preparation of all submission for publication.
11:20 | Trends in paper submissions, types, problems, etc. Volker RW Schaa - GSI Helmholtzzentrum für Schwerionenforschung GmbH:)
Over the years each conference and the authors as a whole within JACoW conferences have been shifting in preferred platforms, file types, and accuracy of submissions. This talk will investigate and make comment on these evolving trends.
11:40 | Running a Successful Speaker Ready Room Vincent G. Mitts - Louisiana State University
Speaker ready forms an important prompt deadline driven role within a conference. The consequences of the performance of this team and office are highly visible to delegates, and for the gathering of essential files to become part of the proceedings. This talk will explore this role and the activities preformed to achieve both a good experience for delegates, and to provide essential files for capture into the proceedings.
12:10 | Conference Website Dynamic Data Inclusions, Conference Tools, and Information Screens 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.
13:00–14:00 | Lunch14:00 - 14:15 | Moved session due to delays14:15 | Processing Transparencies & Embedding Animations Jan Chrin - Paul Scherrer Institut
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.
14:15–15:45 | Parallel Tutorial and Working Group Sessions
15:45–16:15 | Afternoon teaFoyer
Ask the Experts (Available slot): Room Coliseu 16:15–17:45 | IT & Web PreparationsRoom Porto
Chair: Guillaume Lalaire
16:15 | Where to Get Help in the Wiki Charlie Horak - Oak Ridge National Laboratory
This talk will outline the basic structure and organization of the Organizers/Editors section of JACoW.org.
16:30 | Connecting External Registration Systems with the SPMS Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
To benefit from the greatest amount of functionality within SPMS it is important to keep accurate records of registered delegates to your event. It is very common for conferences to use an external registration system to that which is within SPMS. This talk will describe how external registration systems can receive delegate information from SPMS, and how information is send back to SPMS to note their registration.
16:45 | Using SPMS Forms to Collect Information and Applications Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
To benefit from the greatest amount of functionality within SPMS it is important to keep accurate records of registered delegates to your event. It is very common for conferences to use an external registration system to that which is within SPMS. This talk will describe how external registration systems can receive delegate information from SPMS, and how information is send back to SPMS to note their registration.
17:15 | SPC/LOC chair feedback on discussion invited report Frederic Chautard - Grand Accélérateur National d'Ions Lourds
Ask the Experts (Available slot): Room Coliseu 09:00–10:30 | Indico & Future of JACoW (SPMS Central Repository)Room Porto
Chair: Todd Satogata
09:00 | Indico SPMS merger project overview report Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
To future proof the JACoW collaboration and to likewise exchange knowledge from JACoW to with the Indico team at CERN, at project was started to create the functionality of SPMS within Indico. This talk will report in more detail the plans and status of this project.
09:10 | Feedback on Indico Editorial Module Development Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
A major deliverable to the SPMS & Indico merger project is the editorial module, this report will more specifically report and demonstrate the current version and future plans.
09:20 | Feedback on Indico Editorial Module Development Natalia Juszka - European Organization for Nuclear Research
A major deliverable to the SPMS & Indico merger project is the editorial module, this report will more specifically report and demonstrate the current version and future plans.
9:30 | Setting up a Scientific Programme and Assigning Contributions in Indico Natalia Juszka - European Organization for Nuclear Research
In preparation to the transition to Indico, this talk/tutorial will demonstrate how a scientific programme is created, and contributions are assigned to within Indico.''
10:20 | Final Notes to Meeting Attendees, Voting Ronny Billen - European Organization for Nuclear Research
Final announcements and details about the voting process.
10:30–11:00 | Morning teaFoyer
Ask the Experts - JACoW SW Architecture (Available slot): Room Coliseu 11:00–12:30 | IPAC'19 DebriefRoom Porto
Chair: Frederic Chautard
11:00 | Announcement of vote results Ronny Billen - European Organization for Nuclear Research
11:10 | IPAC’19 Scientific Secretariat Report Rohan Dowd - Australian Nuclear Science and Technology Organisation
IPAC is the largest conference in the JACoW collaboration and utilizes every part of the collaboration. This report will give a detailed analysis of the undertakings, and activities which went on to bring IPAC'19 together, and advice to other conferences and future IPAC based on the recent experience.
11:40 | IPAC’19 Proceedings Office Editor Chief Report Laurent Serani - Centre d'Etudes Nucléaires de Bordeaux Gradignan
IPAC'19 had a very positive experience in running a proceedings office, and also introduce some new tools and tweaks to work flow. This talk will report on these aspects and the resulting experience and lessons learnt.
12:00 | IPAC’19 IT Setup Report Mark Caetano - Australian Nuclear Science and Technology Organisation
This report will look at the organisation and the structure of the solutions put in place by the IPAC'19 team. IPAC'19 like all conferences experienced a number of challenges along the way, such as facility networks interfering with the proceedings office setup, but were able to overcome them. These details and key aspects will be covered.
12:30 | Group Photo Before lunch12:30-14:00 | Lunch14:00–17:30 | Parallel Tutorial and Working Group Sessions
15:30–16:00 | Afternoon teaFoyer
Parallel One-on-one Pre-Organized: Room Coliseu 16:00–17:00 | IPAC'20 PreparationRoom Porto
Chair: Regis Neuenschwander
16:00 | IPAC’20 Overall Preparation - presentation Adeline Jeanne - Grand Accélérateur National d’Ions Lourds
IPAC'20 will be hosted by GANIL in Caen, France between May 10th to the 15th 2020. This talk will give an overview of the current preparations, and facilities which will be hosting a variety of the offices and events throughout the conference, noting any challenges and assistance that maybe required.''
16:25 | IPAC’20 Proceedings Office Preparation - presentation Laurent Serani - Centre d'Etudes Nucléaires de Bordeaux Gradignan
The chief editor for IPAC'20 will give an overview of current strategies that have been put in place to improve the quality of submissions, and to keep authors informed, and existing timeline plans. Furthermore the a description of the current plans for the proceedings office will be presented.
16:35 | Software Tools and Requirements, Setup, and Installation Specifications - presentation Gillaume Lalaire - Grand Accélérateur National d’Ions Lourds
The IT management for IPAC'20 will give a report of the current specifications and plans for IT infrastructure to support IPAC'20. A review and of licencing and software versions and their installation and activation will also be covered.
19:30 | Team Meeting DinnerBrazilian Steakhouse Tertulia
Ask the Experts - IPAC Organization: Room Coliseu 09:00–10:30 | Working Group Reports & FeedbackRoom Porto
Chair: Ivan Andrian
09:00 | Brief Overview of Current Working Groups and Reports Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
09:30 | Open Session Questions and Answers Todd Satogata - Thomas Jefferson National Accelerator Facility
Open session for anyone who wish to ask further questions or raise any issues which they would like discussion or information about. It is advised to give these questions or topics to the chair of this session ahead of time.
10:10 | Lessons Learned for Next Team Meeting Feedback Gustavo Bruno - Brazilian Synchrotron Light Laboratory
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.
10:30 – 11:00 | Morning teaFoyer
11:00 - 12:00 | JACoW Team Meeting Business & SummaryRoom Porto
Session Chair: Todd Satogata
11:00 | Conclusions from the Rapporteur with Overview of JACoW in 2019 and View to the Future - presentation Adeline Jeanne - Grand Accélérateur National d'Ions Lourds
Conclusions from the Rapporteur with overview of JACoW developments and team meeting in 2019. 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.
11:40 | Venues for Next Team Meeting Christine Petit-Jean-Genaz - European Organization for Nuclear Research
Any delegates of labs who wish to express interest in hosting a future JACoW Team Meeting, please approach Christine or Ivan during the meeting or via email in advance to discuss.
11:50 | Summing up by the Chair, Close Meeting Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
Business & meeting conclusion, thank you and good byes.
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