European Physical Society Accelerator Group Board Meeting Agenda
Stay updated on the latest developments in the European Physical Society Accelerator Group Board Meeting, including agenda items, action points from the previous meeting, and plans for hosting IPAC29. Key discussions revolve around finances, funding requests, communications strategies, and further opportunities for development.
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European Physical Society European Physical Society Accelerator Group Accelerator Group Board Meeting Board Meeting P. McIntosh, R. Tomas Tuesday 20thFebruary 2024
Agenda for Today Tuesday 20th February # Time (GMT) Item 1 14:00 2 14:05 3 14:15 4 14:45 5 15:00 6 15:10 7 15:20 8 15:40 9 15:55 10 16:00 Who P McIntosh Agenda review and approval Minutes and Actions from previous meeting (2nd Nov 2023) P McIntosh IPAC29 LOI Hosting in Europe and Timescales IPAC26 Preparations Update EPS-AG Roles for IPAC Conference EPS-AG Finances Review IFAST CBP Funding Request Communications - Website Update Further funding opportunities AOB and Meeting Close P McIntosh H Franberg Delahaye P McIntosh N Delerue N Delerue P McIntosh P McIntosh
Actions from Nov 2ndMeeting # 1 Action To investigate with both Jacow and previous IPAC chairs to identify how best to utilise budget surplus for future IPAC EU conferences. To investigate how Jacow organisation info is best disseminated. Contact HFD to obtain the IPAC26 material to be presented and distribute for review and comment. The same Github location being used for Jacow, should also house the new LPR tools. An action document provided by EPS is needed to ensure their agreed commitments are maintained, such as the 1-wk response time. IPAC20 site selection instructions posted in indico for feedback Start updating the existing EPS-AG website with correct information and removing the duplicate site as indicated EPS-AG were encouraged to explore and identify further communication opportunities which might be suitable to investigate Assess what a topical workshop provision could look like i.e. topics, connections to other groups, structure and management, funding etc, for more extensive discussion at the next EPS-AG meeting. Who Status PAM Complete 2 3 PAM Complete PAM/ALL Complete 4 ND Complete 5 PAM Ongoing 6 7 ALL Complete PAM Ongoing 8 ALL Complete 9 ALL Ongoing
IPAC2029 LOI Hosting in Europe and Timescales (P McIntosh) March-April Feb 2024: Prepare and agree IPAC29 specification document. May-June Feb Mar 2024: Call for expression of interest in ENEA region with specification document, requesting short proposal and feedback on specs, if any. Sept Aug 2024: Down-select 3-4 best proposals, produce final specs and invite for presentation to OC1 of IPAC26. Dec 2024 - Jan 2025: Presentations of candidates and voting during IPAC26 OC1 (Deauville). Feb 2025: Request commitment letter from hosting organisation(s), taking financial risks. Changes from Nov 2023 EPS-AG Board Meeting
IPAC29 LOI Hosting in Europe and Timescales (P McIntosh) Aim to agree today that: the specifications are appropriate and the solicitation instructions are clear enough to disseminate amongst our networks. Conference hosting specifications here Solicitation instructions here Site selection evaluation here
EPS-AG Constitution, Roles and Future Expectations (P McIntosh) EPS-AG Board Members continuing to 2026 EPS-AG Board Member Bai Mei Boine-Frankenheim Oliver Casalbuoni Sara Clarke James Iriso Ubaldo Levichev Eugene Reiche Sven Vaccarezza Cristina Rossi Adriana Todesco Ezio Tomas Rogelio Delerue Nicolas Moscatello Marie-Helene Malka Victor Fabris Alessandro Eshraqi Mamad Chiadroni Enrica Gebel Ralf Geloni Gianluca Marcos Jordi Meseck Atoosa Prat Eduard Thomason John Wawrzyniak Adriana Ex-Officio Members Assmann Ralph McIntosh Peter Seidel Mike IPAC23 (Venice) IPAC24 (Nashville) IPAC25 (Taipei) IPAC26 (Deauville) elect M/F Affiliation Country of Affiliation Germany Germany Germany UK Spain Russia Switzerland Italy Switzerland Switzerland Switzerland France France Israel Italy Sweden Italy Germany Germany Spain Germany Switzerland UK Poland Student Grant Resigned and temporarily replaced by OBF Student Tutorials Student Grant OC SPCStudent OC SPCStudent Student Tutorials OC SPC Treasurer Revisor LPR EO Prizes Industry OC SPC Treasurer Revisor LPR EO Prizes Industry Grant Grant 17 F GSI GSI KIT STFC CELLS BINP PSI INFN/LNF CERN CERN CERN CNRS CEA Weizmann ELETTRA ESS La Sapienza FZJ & GSI EuXFEL CELLS HZB PSI STFC Solaris 17 (repl) 17 17 17 17 17 17 20 20 20 20 20 20 20 20 23 23 23 23 23 23 23 23 20 17 20 14 x x x x x x F M M M M F F M M M F M M M F M M M F M M F x x x suspended LOC Appointed - David Alesini and Marco Marazzi x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x LOC Appointed x x x x x x x x x x x x M M M DESY STFC PSI Germany UK Switzerland x x x x x x x x x x x x x 1 17 10 3 1 2 1 1 1 8 4 3 8 4 3 18 10 3 1 2 1 1 1 1 IPAC23 IPAC24 IPAC25 IPAC26
EPS-AG Constitution, Roles and Future Expectations (P McIntosh) Since Nov 23 board meeting: Confirmed IPAC24 grant panel and IPAC25 SAB (Nov 23). IPAC25 OC1/SPC1 took place in Taipei (Dec 23). IPAC24 SPC3 took place in New York (Jan 24). IPAC24 student grant awards, 64.7k secured, support 32 Eu students (Jan 24). Still to conduct: IPAC24 OC2 in Nashville (May 24) invitations issued by F Pilat. IPAC26 approve SPC and other roles (Aug 24) RT/PAM to coordinate. IPAC25 approve grant panel and IPAC26 SAB (Nov 24) PAM/RT to coordinate. IPAC26 OC1/SPC1 in Deauville (Dec 24/Jan 25) IPAC26 Secretariat to solicit dates.
EPS-AG Communications - Website Information contained Lots of potential to develop the scope and feel for the EPS-AG website. Lots of incorrect/missing information included for current and previous board memberships. Some inconsistent pages i.e. 2 different EPS-AG sites, with similar but different information?!?! https://www.eps-ag.org/ https://www.eps.org/members/member _engagement/groups.aspx?id=85227 Note: PR Material section . Is empty Need to try and make pages more effective, exciting and engaging! From Nov EPS-AG Board Meeting
EPS-AG Communications - Website Since Nov board meeting: Note that the eps.org location has structured interfacing with EPS s account management process, whereas the eps-ag.org does not. It also contains historic EPS-AG board documents (incl. statutes and rules), which are not so well duplicated on the eps-ag.org webspace. Eps-ag.org does however have an improved introduction and IPAC conference information space. Some form of assimilation needed, plus a better structure and visual impression. Have queried with STFC media services team at DL re: the work needed to revamp website to make more dynamic and improve content: Estimated at ~14-days work to design, source material, integrate appropriately with EPS account management and improve dynamics nominally ~ 3k funds anticipated. John Thomason has performed a more detailed assessment with STFC comms team at RAL. Queried with EPS how to better manage/update EPS-AG site. Provided an updated EPS-AG board list and contact details for uploading at least provisionally. Limited response unfortunately, however still trying to connect with the EPS IT team. Actions: Identify how we might want to adapt the EPS-AG website and determine level of effort needed to complete and by whom. Identify level of funds required and solicit approval for EPS-AG release.
Task Force: EPS-AG Topical Forums/Workshops EPS-AG could coordinate and provide a series of regular topical forum meetings stimulate communities.
Next EPS-AG Meetings May 2024 Board meeting IPAC24 August 2024 Board meeting (IPAC29 host down-selection and approve IPAC26 roles) Remote Nov 2024 Board Meeting Remote
