JACoW Team Meeting 2022 - Downtown Knoxville, TN, USA

7 Nov 2022, 15:30 → 11 Nov 2022, 12:30 US/Eastern

Embassy Suites

Willem Blokland (Oak Ridge National Laboratory)

Welcome to the  Jacow Team Meeting, JTM2022. The meeting is organized as part of the IPAC 2024 IEEE meeting. We are very pleased to invite you to join us in Knoxville, TN, USA on November 8-11, 2022.  The pre team meeting is planned from 6-7 November.

The venue is the Embassy Suites Knoxville, at 507 South Gay St, in downtown Knoxville, see Map.

 

More info at https://www.jacow.org/JTM2022/HomePage.

You can now register at https://www.jacow.org/JTM2022/Registration.

 

 

Monday 7 November

Meet and Greet

JACoW Team Meet and Greet session where team members will get a chance to meet other members of the team ahead of the formal program, getting an initial opportunity to ask questions.

Registration

Registration in the

Tuesday 8 November

Registration

Registration in the

Tuesday Morning Session

1 Welcome and Introductions

Speakers: Meghan McAteer (Helmholtz-Zentrum Berlin für Materialien und Energie GmbH), Dr Willem Blokland (Oak Ridge National Laboratory)

2 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: Meghan McAteer (Helmholtz-Zentrum Berlin für Materialien und Energie GmbH)

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

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

Speakers: Ronny Billen (European Organization for Nuclear Research), Mr Takashi Kosuge (High Energy Accelerator Research Organization)

Life Cycle of JACoW Tools, SPMS Instance and Publication to JACoW.org

4 Indico Activities and Future Directions

The Indico team has been a strong collaborator, working with JACoW and other stakeholder groups for the ongoing development and delivery of the tool for the community. This talk will give an overview of the project's status and of its direction, including features the team are working towards delivering to the JACoW and broader community.

Speakers: Adrian Mönnich (European Organization for Nuclear Research), Duarte Galvão (European Organization for Nuclear Research)

10:30 Morning Tea

Tuesday Pre-Lunch Session

5 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 Deputy Chair and two other board members are up for election. This presentation will provide instruction and introduce the nominees for this year's election. The vote will take place on Thursday afternoon, and the results will be announced on Friday morning (11 November).

Speaker: Jan Chrin (Paul Scherrer Institut)

6 Invited Talk - NAPAC'2022 Reflections and Lessons Learned

Post COVID-19 has still not been an easy undertaking, with those first conferences facing many challenges as we converge back to a normal which is not always what we had before. NAPAC'22 was one such conference which faced large hurdles in the organisation, attracting delegates, and staffing to name but a few. We invite the speaker to give an account in reflection of these difficulties and the lessons learnt.

Speaker: Petr Anisimov (Los Alamos National Laboratory)

7 What is JACoW, and What JACoW Offers Your Conference

The JACoW collaboration 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: Dr Todd Satogata (Thomas Jefferson National Accelerator Facility)

What Is JACoW and What Does It Offer Your Conference?

8 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: Dr Todd Satogata (Thomas Jefferson National Accelerator Facility)

General Overview of Running a JACoW Member Conference

9 Invited Talk - IPAC'2022 Reports - Scientific Secretariat

IPAC is the largest of the JACoW conference series, and IPAC'22, held in Bangkok, Thailand, was the first in-person IPAC since the beginning of COVID-19. Truly the land of smile, the local team work hard to overcome many difficulties to successfully run the conference. This presentation will be broken up into three parts with reports from, Scientific Secretariat, Chief Editor, and IT Manger.

Speakers: Porntip Sudmuang (Synchrotron Light Research Institute), Thakonwat Chanwattana (Synchrotron Light Research Institute)

IPAC'2022 Reports - Scientific Secretariat.pdf

12:30 Lunch

Tuesday Post-Lunch Session

10 Invited Talk - IPAC'2022 Reports - Chief Editor

IPAC is the largest of the JACoW conference series, and IPAC'22, held in Bangkok, Thailand, was the first in-person IPAC since the beginning of COVID-19. Truly the land of smile, the local team work hard to overcome many difficulties to successfully run the conference. This presentation will be broken up into three parts with reports from, Scientific Secretariat, Chief Editor, and IT Manger.

Speaker: Thakonwat Chanwattana (Synchrotron Light Research Institute)

IPAC'2022 Reports - Chief Editor.pdf

11 Navigating the Wiki, Where to Find Help

This talk will give an overview of the current JACoW resources available online and include some discussion about future direction. The presenter will also give advice and information on how to provide additional content and contribute to the upkeep of existing content.

Speaker: Robert Apsimon (Cockcroft Institute)

JTM22_Wiki.pdf

JTM22_Wiki.pptx

Where to find help on the Wiki

12 Overview - Processing Slides and Embedding Animations

Introduction to the topic of slide/transparency processing and a look at what will be covered in the slide-processing tutorial on Thursday morning. Team members are encouraged to use the information given here to help setup their computers to follow along with the tutorial on Thursday morning.

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

Processing Transparencies & Embedding Animations

13 Overview - LaTeX Basic's and Maybe Some Advanced, Editing Tips and Tricks

Introduction to what will be covered in the LaTeX editing tutorial on Thursday afternoon. LaTeX is becoming the dominate format by which authors are submitting their papers and will be a talent and need for any proceeding’s office. Team members are encouraged to use the information provided in this session to help set up their computers to follow along with the tutorial on Thursday afternoon.

Speaker: Jan Chrin (Paul Scherrer Institut)

2022.pdf

LaTeX Tutorial

14 Candidate Introductions / Open Questions

15:30 Afternoon Tea

Tuesday Afternoon Session

15 Experiences & Impacts of Remote Editing

Though the urgency of the COVID-19 may be behind us, during the transition period back to what was the typical model of staffing and running a proceedings office, many teams have had to rely on inventive ways to achieve trained resourcing of the proceedings office. This talk will look at some of the ways this has been attempted over the past 2 years, some of the challenges which impact on operations, and sustainability of such methods to staff and operate a proceedings office.

Speaker: Volker Schaa (GSI Helmholtzzentrum für Schwerionenforschung GmbH)

Remote-Editing_talk.pdf

Remote-Editing_talk.pptx

16 The JACoW Model: Sustaining the Collaboration for the Future

For over two decades now, the organisations, colleagues, and friends who make up the JACoW collaboration have dedicated themselves to preserving and distributing knowledge by and for the accelerator community. This presentation will look at some of the challenges and risks in sustainability, and will discuss existing collaboration models and other models we may need to consider into the future.

Speaker: Meghan McAteer (Helmholtz-Zentrum Berlin für Materialien und Energie GmbH)

collaboration model presentation.pdf

collaboration model presentation.pptx

Poster Session

Tuesday Reception

Wednesday 9 November

Wednesday Morning Session

17 FEL2022: First JACoW-Indico Conference

The Elettra Sincrotrone Trieste FEL2022 team courageously undertook the first live Alpha testing of JACoW-Indico this year. This talk will give an overview of the challenges, wins, and lessons learnt in this first live test.

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

FEL2022 report.pdf

18 Trends in Paper Submissions: Types, Problems, Quality Control Advice

Over the years, the papers submitted for publication in JACoW conference proceedings 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 Schaa (GSI Helmholtzzentrum für Schwerionenforschung GmbH)

2022-Trends_in_paper.pdf

2022-Trends_in_paper.pptx

Trends in Paper Submissions

19 Referencing & Citations, Rules & Styles

Good citations and references are essential to ensure that the work of others is correctly acknowledged and valued, and the quality of references within JACoW proceedings is important because it enables the proceedings to become indexed within various providers such as Thomson Reuters Web of Science. This talk will explain and demonstrate the conventions and standards which JACoW requires for citations within the papers it publishes. Additionally, this presentation will look at some of the common citation formats that you would likely encounter, and how to translate them into the JACoW preferred form.

Speaker: Jan Chrin (Paul Scherrer Institut)

Referencing and Citations

20 Tips and tricks editing in Word - Worked Examples

This talk will discuss the tools and procedures which are used for editing papers with Word, and will give some tips and tricks.

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

TipNTricksWord2022.pdf

TipNTricksWord2022.pptx

10:30 Morning Tea

Wednesday Pre-Lunch Session

21 Invited Talk - IPAC'2022 Reports - IT Manger

IPAC is the largest of the JACoW conference series, and IPAC'22, held in Bangkok, Thailand, was the first in-person IPAC since the beginning of COVID-19. Truly the land of smile, the local team work hard to overcome many difficulties to successfully run the conference. This presentation will be broken up into three parts with reports from, Scientific Secretariat, Chief Editor, and IT Manger.

Speaker: Thakonwat Chanwattana (Synchrotron Light Research Institute)

IPAC'2022 Reports - IT Manger.pdf

22 JACoW-Indico and SPMS conference tools, and information screens

Though SPMS and Indico can both manage the Scientific Program and facilitate the Editing Workflow, there are many additional tools which have been built for extracting information and producing useful graphics, reports, and data entry to aid in the running of the conference and proceedings office. The presentation will look at these tools available both for SPMS and JACoW-Indico.

Speakers: Dr Ivan Andrian (Elettra-Sincrotrone Trieste S.C.p.A.), Mr Stefano Deiuri (Elettra-Sincrotrone Trieste S.C.p.A.)

CWS.Indico.pdf

SPMS and JACoW-Indico Tools

23 Registration in SPMS and Indico, Connecting External Registration Systems with SPMS/Indico

This presentation will look at how one can work with an external registration system linked to their SPMS or JACoW-Indico instance. The presentation will also cover methods by which registration information can flow back to SPMS and JACoW-Indico.

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

Connecting External Registration Systems with the SPMS

Registration in JACoW-Indico

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

Having your computer systems set up correctly is critical for editors' workflow and for the quality of the final proceedings. The presentation will give information and advice about the standard setups and settings for editors' computers.

Speaker: Johan Olander (European Spallation Source ERIC)

IT presentation.pptx

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

12:30 Lunch

Wednesday Post-Lunch Session

25 JACoW-Indico Scientific Program Management

JACoW is thrilled by the collaboration with the Indico team at CERN to merge the knowledge from years of scientific program management and proceedings production into the JACoW-Indico platform. This presentation will demonstrate and provide advice on how to construct Scientific Programs within JACoW-Indico.

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

26 CatScan Tool

This presentation will look at what the CatScan tool is, how it works, and how it can be used by your conference.

Speakers: David Button (Australian Nuclear Science and Technology Organisation), Joshua Peters (Australian Nuclear Science and Technology Organisation)

Cat Scan and Reference Tool Notes

Cat Scan Tool

Example-Bad.docx

Example-Bad.pdf

Example-Good.docx

Example-Good.pdf

FEL 22 Examples.zip

Josh Peters Update on Tool Development and Platforms

27 JACoW Reference Search Tool

The JACoW Search and Reference generation tool has become extensively used by the community since its introduction in 2019. The presentation will look at the tool, how it is used, and how it is maintained.

Speakers: David Button (Australian Nuclear Science and Technology Organisation), Joshua Peters (Australian Nuclear Science and Technology Organisation)

Reference Search Tool

Reference Search Tool Help

Reference Tool and Cat Scan Notes

15:30 Afternoon Tea

Wednesday Afternoon Session

28 JACoW Templates, Paper Processing, Quality Assurance (QA) procedures, and Pitstop

JACoW Templates, Paper Processing, Quality Assurance (QA) procedures, and Pitstop tutorial. The content of this presentation will give initial insight to the need for a greater workflow with tools to help manage problems with quality along the way.

Speakers: David Button (Australian Nuclear Science and Technology Organisation), Johan Olander (European Spallation Source ERIC), Robert Apsimon (Cockcroft Institute)

Tips and Tricks Etc.pptx

19:00 Meeting Dinner at KoPita

At KoPita Mediterranean restaurant in the Embassy Suites: https://kopitarestaurants.com

Thursday 10 November

Thursday Morning Session

29 Processing Slides and Embedding Animations

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.

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

Processing Transparencies & Embedding Animations

Tutorial Slides Processing TM2021 M Marx.pptx

10:30 Morning Tea

Thursday Pre-Lunch Session

30 What happens when my conference finishes, and why?

Google Scholar, INSPIRE, DOI's, ISSN, and ISBN all add to the value to proceedings published by the JACoW community, broadening the access to the content, and assist in the acknowledgment of the valuable work authors publish on JACoW.org. This talk will give an insight into the work that continues after the conference finishes, and the additional attributes and meta data which are crafted into the proceedings to make them more easily and accurately ingested by 3rd parties.

Speaker: Volker Schaa (GSI Helmholtzzentrum für Schwerionenforschung GmbH)

2022-ProcMetadata_talk.pdf

2022-ProcMetadata_talk.pptx

31 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: Mr Vincent Mitts (Louisiana State University)

2022_JACoW_TM-Running_a_Succesful_Speaker_Ready_Room .pdf

32 JACoW-Indico Editing 101 as we all Become Beginners Once Again

This presentation will demonstrate and provide advice on how operate a proceedings-editing workflow using JACoW-Indico. This will be necessary training for those who will use the new platform.

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

12:30 Lunch

Thursday Post Lunch Session: Thursday Post-Lunch Session

33 SPMS Scientific Programme Management Overview

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, and consulting with experts (Christine Petit-Jean-Genaz (CERN, ret.), Todd Satogata (Jefferson Lab)) when you have questions.

Speaker: Dr Todd Satogata (Thomas Jefferson National Accelerator Facility)

34 Election

Speaker: Jan Chrin (Paul Scherrer Institut)

15:30 Afternoon Tea

Thursday Afternoon Session

35 Venues for Next Team Meeting (Asian Regions)

Speaker: Meghan McAteer (Helmholtz-Zentrum Berlin für Materialien und Energie GmbH)

JTM_2023_KEK.pptx

JTM2023 proposal Taiwan.pdf

JTM2023 proposal Taiwan.pptx

36 LaTeX Basic's and Maybe Some Advanced, Editing Tips and Tricks

LaTeX is becoming the dominant format by which authors are preparing their papers, and editing using LaTeX is increasingly a skill needed in every proceedings office. This tutorial will give a hands-on introduction to LaTeX.

Speaker: Jan Chrin (Paul Scherrer Institut)

2022.pdf

Beginners & Advanced LaTeX

Friday 11 November

Friday Morning Session

37 Open Session Questions and Answers

Speaker: Johan Olander (European Spallation Source ERIC)

38 Report on JACoW Future IT Support Ideas

Speaker: Anthony Cuffe (Thomas Jefferson National Accelerator Facility)

39 Conclusions from the Rapporteur with Overview of JACoW in 2022 and View to the Future

Summary of the meeting, discussions, and future actions.

Speaker: Giulia Vinicola (Istituto Nazionale di Fisica Nucleare)

RapporteurJTM22.pdf

RapporteurJTM22.pptx

40 Lessons Learned for Next Team Meeting Feedback + Summing up by the Chair, Close Meeting

Speakers: David Button (Australian Nuclear Science and Technology Organisation), Dr Meghan McAteer (Helmholtz-Zentrum Berlin für Materialien und Energie GmbH)

10:10 Morning Tea