JACoW Team Meeting 2021 - Trieste

13 Dec 2021, 09:00 → 17 Dec 2021, 17:00 Europe/Zurich

Trieste

Ivan Andrian (Elettra-Sincrotrone Trieste S.C.p.A.)

JACoW's 2021 Team Meeting will be hosted by Elettra and take place in Trieste, Italy. The Team Meeting Proper will take place from Tuesday afternoon to Friday afternoon, 14 to 17 December. It will be preceded by a meeting for JACoW Managers and Developers on Monday all day and Tuesday until 15:30, 13 and 14 December.

Tuesday 14 December

15:30 Welcome coffee

Welcome and Kickoff Session

1 JACoW BoD Welcome and Pre-TM Summary Report

This presentation covers the aims of the Team Meeting, it reports on JACoW’s mission, activities, areas of development, especially with Indico, challenges, future forecasts and needs. It describes the current active working groups, calls for expressions of interest and encourages parallel meetings with experts present.

Speaker: Ivan Andrian (Elettra-Sincrotrone Trieste S.C.p.A.)

JACoW BoD Welcome and Pre-TM Summary Report

2 What is JACoW, and What JACoW Offers Your Conference

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.

Speaker: Todd Satogata (Thomas Jefferson National Accelerator Facility)

What Is JACoW and What Does It Offer Your Conference

3 General Overview of Running a JACoW Conference

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.

Speaker: Todd Satogata (Thomas Jefferson National Accelerator Facility)

General Overvie of Running a JACoW Conference

4 JACoW Conferences: The JACoW Model

This presentation describes how the JACoW Collaboration, based on sometimes even fragile good will, has over several decades been able to incorporate continuity and sustainability.

Speaker: Christine Petit-Jean-Genaz (European Organization for Nuclear Research)

JACoW Conferences: The JACoW Model

18:00 Kickoff Reception

Wednesday 15 December

Wednesday Morning Pre-coffee Session: Wednesday morning, 15 December, pre-coffee session block

5 Introduction and around the table presentation

6 JACoW Voting Introduction (Voting Scrutineer and Candidates)

In line with the JACoW charter ,voting is held to elect members to the JACoW board of directors for 3 year terms. This year the mandates of the JACoW Chair and Coordinator are up for election. This presentation will provide instruction, and introduce the nominees for this years election, which is exceptionally in-person and via electronic means. The result of the vote will be announced on Friday morning, 17 December.

Speaker: Ronny Billen (European Organization for Nuclear Research)

JACoW Voting Introduction (Voting Scrutineer and Candidates)

7 Invited Talk from IPAC'22

This presentation describes the experience of a person new to JACoW and JACoW conference organization.

Speaker: Porntip Sudmuang (Synchrotron Light Research Institute)

Invited Talk from IPAC'22

8 JACoW Regional Support Centres, SPMS and Publication to JACoW.org

Overview of the work of the Regional Support Centres at CERN and KEK.

Speaker: Ronny Billen (European Organization for Nuclear Research)

JACoW Regional Support Centres, SPMS and Publication to JACoW.org

9 A JACoW-Indico Regional Support Centre

As JACoW moves gradually towards Indico for scientific programme management, this presentation describes how conferences will request the creation of JACoW-Indico instances in the future.

Speaker: Christine Petit-Jean-Genaz (European Organization for Nuclear Research)

A JACoW-Indico Regional Support Centre

10:30 Morning Coffee Break

Brief 10' Overviews of Tutorials

10 Overview 1: JACoW Templates, Basic Editing, Word and Pitstop

Speaker: Raphael Mueller (GSI Helmholtz Centre for Heavy Ion Research)

Overview 1: JACoW Templates, Basic Editing, Word and Pitstop

11 Overview 2: Processing Slides and Embedding Animations

Speaker: Michaela Marx (Deutsches Elektronen-Synchrotron DESY)

Overview 2: Processing Slides and Embedding Animations

Tutorial Announcement TM2021 M Marx.pptx

12 Overview 3: The Indico Editorial Module

Speaker: Thomas Baron (European Organization for Nuclear Research)

Overview 3: The Indico Editorial Module

Slides

13 Overview 4: SPMS Scientific Programme Management

Speaker: Todd Satogata (Thomas Jefferson National Accelerator Facility)

Overview 4: SPMS Scientific Programme Management

14 Overview 5: Indico Scientific Programme Management

Speaker: Pedro Lourenço (European Organization for Nuclear Research)

Overview 5: Indico Scientific Programme Management

15 Overview 6: Beginners & Advanced LaTeX

Speaker: Pavel Snopok (Illinois Institute of Technology)

Overview 6: Beginners & Advanced LaTeX

16 Overview 7: JACoW Reference Search/Cat Scan Tools

Speaker: David Button (Australian Nuclear Science and Technology Organisation)

Overview 7: JACoW Reference Search/Cat Scan Tools

17 Overview 8: Scripting

Speaker: Volker RW Schaa (GSI Helmholtz Centre for Heavy Ion Research)

Overview 8: Scripting

12:30 Lunch Break

Riserva Wednesday afternoon pre-coffee parallel session: Riserva Wednesday afternoon, pre-coffee session block

18 The Indico Editorial Module

Riserva, 14:00-15:30

Speaker: Thomas Baron (European Organization for Nuclear Research)

Indico Editorial Module Development (Ivan)

Indico Editorial Module Development (Natalia)

Slides

Wednesday, 15 December pre-coffee parallel session: Wednesday, 15 December afternoon parallel pre-coffee session block

19 JACoW Templates, Basic Editing, Word and Pitstop

Speaker: Raphael Mueller (GSI Helmholtz Centre for Heavy Ion Research)

Paper Processing: Basic Procedure

Paper Processing: Quality Assurance (QA) Procedure

Paper Processing: Tips and Tricks

Templates for MS Word / LaTeX / OpenDocument

Related Resources

• Editing with Pitstop
• JACoW Templates, Basic Editing, Word and Pitstop
• Overview 6: Beginners & Advanced LaTeX
• Overview 7: JACoW Reference Search/Cat Scan Tools

15:30 Afternoon Coffee Break

Wednesday afternoon, post-coffee break session: Wednesday, 15 December afternoon, post-coffee break session block

20 Beginners & Advanced LaTeX

This presentation covers Latex for beginners and more advanced users.

Speaker: Pavel Snopok (Illinois Institute of Technology)

2021_12_15_latex_tutorial_snopok.pdf

Wednesday, 15 December afternoon post-coffee parallel session: Wednesday afternoon, 15 December, post-coffee parallel session

21 SPMS Scientific Programme Management Overview, Todd Satogata

This is a compressed introduction to SPMS setup and key tasks. Longer introductory presentations and resources are linked to in the references at the end of this page that cover the material in much more detail. Complex software like SPMS is best learned by following the existing documentation in the Wiki SPMS Manual and trying out tasks yourself, consulting with experts (Christine Petit-Jean-Genaz (CERN, ret.), Todd Satogata (Jefferson Lab)) when you have questions.

Speaker: Todd Satogata (Thomas Jefferson National Accelerator Facility)

SPMS Setup and Key Tasks

18:00 Welcome reception

Thursday 16 December

Adriatica Thursday morning parallel session

22 Scripting Overview, Tools for Prior to, During, and After your Conference

This presentation will list the different tasks accomplished using JPSP before, during and after the conference.

Speaker: Volker RW Schaa (GSI Helmholtz Centre for Heavy Ion Research)

Scripting Overview, Tools for Prior to, During, and After your Conference

Riserva Thursday morning parallel before coffee: Riserva Thursday morning parallel session before coffee

23 JACoW Reference Search/Catscan Tools

This presentation describes the new functionality developed by the IPAC'19 team to facilitate the work of editors.

Speaker: David Button (Australian Nuclear Science and Technology Organisation)

1 - JACoW Reference Search & Catscan Tools Presentation

2 - Reference Search Tool

3 - CatScan Tool Information Site

10:30 Morning Coffee Break

Adriatica Thursday morning parallel session after coffee

24 Indico Scientific Programme Management, General Overview

This presentation will describe how to run the main activities of scientific programme management via Indico.

Speaker: Pedro Lourenço (European Organization for Nuclear Research)

Indico Scientific Programme Management, General Overview

Riserva Thursday morning parallel session after coffee

25 Processing Slides and Embedding Animations

This presentation covers the processing of transparencies and embedding animations ready for publication in conference proceedings.

Speaker: Michaela Marx (Deutsches Elektronen-Synchrotron DESY)

Processing Transparencies and Embedding Animations

Tutorial Slides Processing TM2021 M Marx.pptx

12:30 Lunch Break

Adriatica Thursday afternoon before coffee plenary session

26 Elections of Chair and Coordinator

27 Proceedings Office Paper Processing Overview, Workflows and Editing Criteria, IPAC'21 overview

This presentation describes the work carried out in the Proceedings Office at IPAC'21, a remote conference with remote editing, compared the hitherto paper processing setup prior to the pandemic.

Speaker: Renan Picoreti (Brazilian Synchrotron Light Laboratory)

Proceedings Office Paper Processing Overview, Workflows and Editing Criteria, IPAC'21 Overview

28 Software Tools and Requirements, Setup, and Installation Specifications, IT Management for a Conference

IT deployment for larger, and smaller, events.

Speaker: Johan Olander (European Spallation Source)

IPAC'19 IT Setup Report

IT presentation.pptx

Software Tools and Requirements, Setup, and Installation Specifications, IT Management for a Conference

29 Invited Talk from the IPAC'21 LOC Chair

This presentation from a LOC Chair following the event aims to facilitate the task for future managers of events, both large and small. PAC'21, a completely virtual/remote event, was a particular challenge.

Speaker: Regis Neuenschwander (Brazilian Synchrotron Light Laboratory)

Invited Talk from the IPAC'21 LOC Chair

JTM21_IPAC21.pdf

15:30 Afternoon Coffee Break

Adriatica Thursday afternoon after coffee plenary session: Adriatica Thursday afternoon plenary session after coffee

30 JACoW Event General Timelines, When and Who does What, Where to find help, Documentation

The aim of this talk is to give 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.

Speaker: Christine Petit-Jean-Genaz (European Organization for Nuclear Research)

JACoW Event General Timelines, When and Who does What, Where to find help, Documentation

31 Poster Session Management

This presentation briefly overviews the need for efficient poster session management.

Speaker: Christine Petit-Jean-Genaz (European Organization for Nuclear Research)

Poster Session Management

32 The Importance of Author Reception

This presentation underlines the importance of including Author Reception in the responsibilities of conferences. The tasks carried out by Author Reception ensure the coherence of the final published proceedings with respect to the table of contents and the author index.

Speaker: Christine Petit-Jean-Genaz (European Organization for Nuclear Research)

The Importance of Author Reception

33 Running a Successful Speaker Ready Room

This topic covers three categories that have a direct affect on "Running a Successful Speaker Ready Room": Preparation & Setup, Speakers & Presentations, and
Good Communication.

Speaker: Vincent Mitts (Louisiana State University)

Running a Successful Speaker Ready Room

34 Trends in Paper Submissions, Types, Problems

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.

Speaker: Volker RW Schaa (GSI Helmholtz Centre for Heavy Ion Research)

Trends in Paper Submissions, Types, Problems

Zoom Poster Session

All participants will zoom into a virtual poster session

19:30 Team Dinner

Friday 17 December

Adriatica Friday morning before coffee

35 Report from a Scientific Secretary on JACoW's Role in Conference Organization and Publication

This presentation explains how a Scientific Secretary may reap the most from JACoW and all it offers in the organization of the scientific programme of a conference.

Speaker: Robert Apsimon (Cockcroft Institute)

JTM21_SS_talk_v1.pdf

JTM21_SS_talk_v1.pdf

JTM21_SS_talk_v1.pptx

Report from a Scientific Secretary on JACoW's Role in Conference Organization and Publication

36 Registration in SPMS and Indico, Connecting External Registration Systems with SPMS/Indico, Connecting Registrations to Scheduled Contributions to respect IPAC Policies

This talk will describe how registration is managed in both SPMS and Indico.

Speaker: Ivan Andrian (Elettra-Sincrotrone Trieste S.C.p.A.)

Connecting External Registration Systems with the SPMS

Registration in Indico

37 Implications of the Organization of "Hybrid" Events from IPAC'23 Organisers

As preparations for IPAC'23 get under way, while planning for an in-person event, all eventualities need to be considered, including the implications of organising a "hybrid" event.

Speakers: Alessandro Fabris (Elettra-Sincrotrone Trieste S.C.p.A.), Giovanni Bisoffi (Istituto Nazionale di Fisica Nucleare)

20211217_JTM_IPAC23_Fabris-gb_final.pdf

Implications of the Organization of "Hybrid" Events from IPAC'23 Organisers

10:30 Morning Coffee Break

Friday morning after coffee: Adriatica Friday morning after coffee

38 A Futuristic View of the Editorial Process

Minimising the human contribution to minimise errors ... and allow the editors to focus on something really important, e.g. the units, the equations and other cool things!

Speaker: Zhichu Chen (Shanghai Advanced Research Institute)

A Futuristic View of the Editorial Process

39 Rapporteur's Roundup

The Rapporteur presents the reports from each of the Session Chairs to provide input for the JACoW Board of Directors as it prepares its work for the coming year.

Speaker: Massimiliano Gualtiero Iungo (Istituto Nazionale di Fisica Nucleare)

Rapporteur's Roundup

12:30 Lunch Break

Friday afternoon plenary closing session: Friday afternoon closing plenary

40 Summing up by the Chair, hand over to new Chair and Coordinator

Adriatica, 17 December, 15:10-15:30

Speaker: Ivan Andrian (Elettra-Sincrotrone Trieste S.C.p.A.)

Summing up by the Chair, hand over to new Chair and Coordinator

41 Call for Bids to Host TM'22 (Americas)

Adriatica, 17 December, 14:45-15:00

Speaker: Christine Petit-Jean-Genaz (European Organization for Nuclear Research)

Call for Bids to Host TM'22 (Americas)