IPAC 15 LOC Meeting. (**) Action item or notable event

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1 P a g e 1 October 30, 2014 IPAC 15 LOC Meeting 11:00am Attendees: Tina Menefee, Evelyn Akers, Erin Clifton, Brita Hampton, Hari Areti, Pam Turk, Fulvia Pilat, Theo McGuckin, Andrew Hutton, Anthony Cuffe, Anita Chapman, Joe Scarcello, Reza Kazimi By Phone: Russell Moy Action items Person responsible Due Student Support (Goal - $50K) o Further discussions will occur regarding Student Funding as well as Student Registration Laboratories (Andrew/Hari) JSA Initiative Awarded Joe Scarcello Contractors of DOE labs to request student funding o JSA Initiative Awarded Advertising plan for IPAC 15 in Richmond (include finding political influence) o Russell contact Jerry Draayer (Greg Kubiac) Phone Call to be arranged for Fulvia, Andrew, Russell, Anita, Greg Kubiac, and Kay Kemper Follow up on APS sponsorship (International Year of Light) Award Speaker Possibilities o Andrew to reach out to Microsoft or Mark Levinson o Theo will reach out to Google Contact Volunteer Status Volunteer t-shirt options Conference account pay for visa letters o Possibly create a sub-account to provide funds into (Pam will look into options) Timeline Suggestion from Hari update Exhibitor Update Hari Areti Joe Scarcello Russell Moy Fulvia Pilat Andrew Hutton Tina Menefee Tina Menefee Pam Turk Theo McGuckin Anita Chapman- Hobrath/Pam Turk

2 P a g e 2 Minutes Action Items Follow-up Student Support Need to know how many students we are going to support- have until February to decide to give support or not Pam talked to Russ- has $30,000 from NSF but not sure how to divide up, $20,000 for students and more for teachers and women in science Patrizia- put in proposal of what planning and how much is needed APS- $10,000 JSA- $2,500 Joe getting started on s now If we don t get anything more and left w/ 30k- how many students can we support? 20 domestic maybe more (est. $1,500 per student) Need to make sure give European students same amount of support Apps for students are due Dec 3 rd, then Hari will draw up a spreadsheet to find out how many we can support (travel cost may be diff, but support in Richmond will be the same) Brita- write a proposal to Russell to get an idea of how much is needed for Teacher s event (if don t need the full budget, the rest can go to student support) APS sponsorship (International Year of Light) Seems to be an umbrella organization that allows you to advertise- at minimum IPAC15 should be listed as an event associated with it Webpage Volunteer T-shirts Tina brought in an image of Virginia is for Science Lovers T-shirt with sponsors on sleeves, dark blue in color- everyone seemed to like

3 P a g e 3 **Next week Tina will bring example of long sleeve shirt and the word Science in red instead of white Conference account for Visa Letters Pam having a hard time getting ahold of Mike in shipping and receiving- he has said it is taking some time because our UPS rep was just switched out **Evelyn to go speak to Mike Timeline Determined that Arne s tool Hari suggested is not easy for people to use Evelyn will take time this week (Nov 3 rd ) to look back into timeline tool conference services providedshould revive it/ Anthony can send copy of viewer Exhibitor Update 44 exhibitors- 2 double booths Pam has not had time to draft letter asking for payments- will do so soon Theo has made a page on the site to showcase sponsors and exhibitors- just need logos, discussing with several people about getting logos put together including legal disclosure -Evelyn will receive the logos from company and put them into a shared location - make sure wording is giving opportunity to share logo, rather than asking for their logo Conference Walk- Thru Andrew wants to know everything from the Wednesday before thru the Sunday after (who makes sure info is collected, provided and put on website) -Anita has master file- need to make sure right names are attached, everyone needs to know what they are looking after, some things require catering/how many people/require A/V? -***Erin will send Anita s spreadsheet to everyone -Anita will let people know what is reasonable for her to drive and others -Andrew feels someone needs to be in contact with whatever group it is, have them look thru and say it s good ***Need correct people to look over Anita sent about this- Todd has asked Christine and currently working towards this Bus Update $5,000 total cost for week for buses- 1 stop at lab and one 1 stop in Williamsburg

4 P a g e 4 32 passenger and 45 passenger available- $200 cost difference Do not get bus during the day- will add time and/or miles Scheduled to depart at 7am from Lab and then make stop in Williamsburg **Need to put together guidelines for taking the bus and needs to be consistent across divisions Most likely people with invited and contributed talks or on committee will stay in Richmond and others take bus Suggested to use the commuter lot in Williamsburg at library- Norge exit ~100 yards from freeway Finance Update COH- ~$165,000 Receipts in process $76,500 **Pam will send out this week saying if payment not received- will not be awarded early reg cost Banquet Plans Total budget of 15K for banquets- $4,000 for entertainment for chairmen- how much in terms of props?/ Anita has whole list of options- go thru to see what want Need # of people expected at banquet from Todd Boardroom is 1500 people with tables- we need space for serving stations **Erin will reach out to Todd- need to know # of people normally get/ consider fact will have a stage Need two numbers- layout w/ stage and serving stations Chairman banquet in Monday night at the Jefferson Anita, Andrew and Fulvia will meet after this meeting (Oct 30 th ) to look over list of options Satellite Meeting Update Evelyn sent list of previous Satellite meetings- waiting for feedback from Todd

5 P a g e 5 Need an interface on website to reserve- should be a form of what to send to coordinator ( Title, # participants, catering? A/V and internet? Phone-in?) **Need to decide what will be provided and anything extra they will pay for Phone App Need all events and schedules in XML file The XML file currently have only covers scientific schedule- can add these things to scientific schedule Should have App vendor suck info from 2 diff sources- need processor to put together- one updated frequently, one static Anything out of XML- have to download, so have to have data connection **Anthony talk w/ Reza and Theo to figure out Other **Anthony to go to convention center and meet with people to finalize AV and internet contracts IEEE has to approve every contract over 25K