JACoW Team Meeting 2026 - KEK, Tsukuba, Japan

19 Oct 2026, 08:30 → 23 Oct 2026, 18:30 Asia/Tokyo

Seminar Hall (1F) (KEK Building No.3 (K3))

Yoichi Sato (Japan Proton Accelerator Research Complex)

 

JACoW Team Meeting 2026 (JTM2026) in Tsukuba, Japan

The JACoW Team Meeting 2026 will be hosted by KEK and will take place at KEK Tsukuba campus.
The meeting is only in person. Remote connection is not planned.

The boundary conditions outlined in the JACoW charter (https://www.jacow.org/About/Charter) require that all conferences within the JACoW Collaboration ensure that their editors attend the JACoW Annual Team Meetings. This is also an opportune time to send IT Support staff and any other members who will have, or had a support role for your event. These meetings are the main mechanism by which knowledge is transferred among members of the collaboration, which is what enables each conference to produce their own proceedings and publish them on JACoW.org. The Team Meeting provides a comprehensive program to share JACoW experience and knowledge of electronic publication techniques with the JACoW community and supporting organizations. This is an essential opportunity for representatives of each conference or workshop to obtain first-hand experience and to learn best practices for how to produce their proceedings. Please let the Board know if there are any specific topics you would like to include in the agenda for this year.

We would like to see a robust attendance to ensure continuity and transfer of knowledge within the collaboration. Especially with our transfer to Indico for all events. Please forward this email to colleagues at your institution who will be involved in your event. We look forward to meeting you at KEK. 

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Updates:

2026-09-11 : Update about early registration deadline.
2026-07-21 : Accomodation page updated. (information of special accomodation plan)
2026-07-21 : Banquet page updated.
2026-03-18 : Access, Travel, and Accomodation information published

Important dates:

Sep. 29, 2026, PM5:00 JST - Early Registration DEADLINE
(After the deadline, the registration fee will increase.)

Registration:

Early registration is now open and will close on Sep. 29, 2026, PM5:00 JST.

Early registration fee: JPY 30000.
Late registration fee: JPY 40000.

Abstract Submission:

To be announced.

Monday 19 October

Pre-team Meeting

1 Registration

2 Intro and agenda

Speaker: Adriana Rossi (European Organization for Nuclear Research)

3 Templates - presentation and discussion

• Existing Latex template and for comparison with Word
• Cleaning templates to prepare for personalised abstract in JICT: where to put all info currently present
• Discussion on how to make it more self contained, with all infos in the same place, more consistent, same info on reference formatting everywhere
• Why allowing for bibtex AND bibitem
• Define release cycle (not at conferences!!)

Speaker: Dr Petr M. Anisimov (Los Alamos National Laboratory)

10:00 Coffee

Pre-team Meeting

4 Templates - presentation and discussion

• Existing Latex template and for comparison with Word
• Cleaning templates to prepare for personalised abstract in JICT: where to put all info currently present
• Discussion on how to make it more self contained, with all infos in the same place, more consistent, same info on reference formatting everywhere
• Why allowing for bibtex AND bibitem
• Define release cycle (not at conferences!!)

5 Central Repository

Speaker: Giulia Vinicola

12:00 Lunch

Pre-team Meeting

6 Report on JACoW IT activity in 2026

Nicolas' tools included

7 JACoW Metadata and visibility on the web

Speakers: Dr Petr M. Anisimov, Volker RW Schaa

14:30 coffee

Pre-team Meeting

8 JACoW Collaboration

Speakers: Adriana Rossi, Johan Olander, Maurizio Montis

9 Light Peer Review at IPAC

• What in place and how it interfaces with Indico
• What to be done
• Who wants to do it and how

Speakers: Michel Succar Medina, Nicolas Delerue

Tuesday 20 October

Pre-team Meeting

10 Working groups - round the table discussion

• What WG should we keep ?
• Should we introduce a documentation WG to help with the WIKI ?
• How can we sustain the Web/WIKI WG ?
• TEMPLATES:
  -- Do we still need to upgrade rather than maintain the templates.
  -- Can we make Latex and Word converge ?
  -- Can we agree following a specific process to diffuse new templates?

Improve guidelines

10:30 Coffee

Pre-team Meeting

11 Summary and wrap up

12:00 Lunch

Team Meeting

12 Registration

13 Welcome from KEK

14 Welcome to the JACoW collaboration Team Meeting

• Welcome words
• Brief description of the JACoW collaboration structure and goals
• Roadmap of this meeting

Speaker: Adriana Rossi

14:30 Coffee

Team Meeting

15 Round-the-table self-introduction (all)

16 Conference roadmap

Speaker: Johan Olander

17 Editor in Chief Job Description

-- from a new editor (30 min)
-- from an experienced editor (30 min)

Speakers: Maurizio Montis, Nicolas Delerue

18 List of Tools for Editor in Chief

Speaker: Ivan Andrian

Wednesday 21 October

Team Meeting

19 JACoW Website, documentation, communication (and how to ask for help)

Speaker: Sumner Brown Gibbs

20 Editing: scope, templates and tools

Speaker: Raphael Mueller

10:30 Coffee

Team Meeting

21 Editing (tips and tricks): Word, Latex, PDF

22 Central Repository and Author/Title Check

Speaker: Giulia Vinicola

13:00 Lunch

Team Meeting

23 Deputy Chair and Directors voting: presentation of candidates

24 Pre-Team Meeting Summary Report

Speaker: Adriana Rossi

25 JACoW Working Groups - how JACoW works

15:30 Coffee

Team Meeting

26 Reports from past conferences

LINAC26, IPAC26, IBIC26

Speakers: Ms Jana Thomson, Dr Jangwon Kwon, Nicolas Delerue

Poster Session - Past and Future Conferences

Past and Future Conferences and Refreshment

27 Posters past and future Conferences and refreshments

Thursday 22 October

Team Meeting

28 Recap and questions from audience

29 References formatting and tools

10:30 Coffee

Team Meeting

30 Setting up indico event

Speakers: Ms Jana Thomson, Dr Jangwon Kwon

12:00 Lunch

Team Meeting

31 Elections results

32 Quiz for EiC & Quiz on editing

15:00 Coffee

Team Meeting

33 Tools and proceedings publication - Q&A

Banquet

Friday 23 October

Team Meeting

34 Statistics about conferences' proceedings + Metadata

Speaker: Volker RW Schaa

35 Summary from the Rapporteur

Speaker: Yoichi Sato (Japan Proton Accelerator Research Complex)

10:30 Coffee

Team Meeting

36 Continuation of open discussions and wrap up