European Physical Society Accelerator Group Board Meeting Summary

European Physical Society Accelerator Group Board Meeting R. Assmann, P. McIntosh remote meeting, May 24, 2021

Agenda 10:30 Welcome New EPS-AG Website and How to Contribute (J. Koschig) 10:45 Yearly Financial Report 11:00 General Report and Future Activities 11:30 Preparations IPAC 23 LOC and SPC 11:45 Info Task Force IPAC Tools (SPMS, Indico, ) set up by IPAC-CC 12:00 Discussion, AOB (Ralph) (Ubaldo) (Ralph) (Alessandro, Peter) (Giovanni, Peter) 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 2

Elected Board Members (2020-23) Board Chair Ralph Assmann, DESY & INFN Board Chair-Elect Peter McIntosh, STFC/DL, UK Former Board Chair, Ex-officio Mike Seidel, PSI CERN Adriana Rossi, Ezio Todesco, Rogelio Tomas Nicolas Delerue, CNRS Marie H l ne Moscatello, GANIL France Mei Bai, SLAC Sara Casalbuoni, EXFEL PSI (revisor) Germany Israel Victor Malka, Weizmann Cristina Vaccarezza, INFN/LNF Alessandro Fabris, ELETTRA Italy Leyla Jochim (KIT) collects student grants Russia Eugene Levichev, BINP Spain Ubaldo Iriso, CELLS (treasurer) Sweden Mohammad Eshraqi, ESS Julia Koschig (DESY) programs the new website Switzerland Sven Reiche, PSI (revisor) UK Jim Clarke, STFC/DL 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 3

Agenda 10:30 Welcome New EPS-AG Website and How to Contribute (J. Koschig) 10:45 Yearly Financial Report 11:00 General Report and Future Activities 11:30 Preparations IPAC 23 LOC and SPC 11:45 Info Task Force IPAC Tools (SPMS, Indico, ) set up by IPAC-CC 12:00 Discussion, AOB (Ralph) (Ubaldo) (Ralph) (Alessandro, Peter) (Giovanni, Peter) 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 4

Agenda 10:30 Welcome New EPS-AG Website and How to Contribute (J. Koschig) 10:45 Yearly Financial Report 11:00 General Report and Future Activities 11:30 Preparations IPAC 23 LOC and SPC 11:45 Info Task Force IPAC Tools (SPMS, Indico, ) set up by IPAC-CC 12:00 Discussion, AOB (Ralph) (Ubaldo) (Ralph) (Alessandro, Peter) (Giovanni, Peter) 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 5

Agenda 10:30 Welcome New EPS-AG Website and How to Contribute (J. Koschig) 10:45 Yearly Financial Report 11:00 General Report and Future Activities 11:30 Preparations IPAC 23 LOC and SPC 11:45 Info Task Force IPAC Tools (SPMS, Indico, ) set up by IPAC-CC 12:00 Discussion, AOB (Ralph) (Ubaldo) (Ralph) (Alessandro, Peter) (Giovanni, Peter) 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 6

Summary of Activities I Things slowed down significantly during the Corona year Normal duties fulfilled: Participation to IPAC 21 OC, SPC many thanks to the EPS-AG members helping there: will discuss IPAC 21 experience end of June European members of: IPAC 21 SAB IPAC 22 OC (8 European), SPC (4 European) and SAB IPAC 21 somewhat delayed in preparations but very successful start IPAC 22 fully on track (IPAC 25 will be in Taiwan) First preparation meetings for IPAC 23 see later talks 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 7

Summary of Activities II Things slowed down significantly during the Corona year Extra activities: Our own website under our control modernize and better info presentation from Julia Discussions with IPAC-CC (past and future IPAC chairs from all regions) on transition from SPMS to Indico: keep coherence over 3 regions European members Giovanni (LOC chair IPAC23, chair) and Peter see report 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 8

Meeting End of June Lessons from IPAC 21 for the future What worked and what did not work? Should we hold IPAC 23: Only as an in-person meeting no remote access (simple, the real experience, requires travel) As mixed in-person plus remote (requires additional technology, more complicated, keep talks live and recorded, largest outreach across the world and time zones) Fees for the two cases? What is IPAC 22 doing (so-far in person but details unclear)? Additional activities Proposal: Define our view or prepare decisions end of June 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 9

IPAC23 and EPS-AG All 16 EPS-AG members will be OC members, to be complemented by each 8 from Americas and Asia Once the IPAC 23 OC has been formed it needs to approve all important decisions: SPC members, program structure, selected talks, Registration fee, organizational questions, Future IPAC location Any other roles Of course, we as EPS-AG make our proposals 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 10

IPAC23 and EPS-AG Today: start discussing our proposals Everybody from EPS-AG will be involved in other activities: 8 for SPC, equal opportunity session, student grant selection, student tutoring, light peer review, LOC Peter will discuss possible SPC related roles later (final approval by OC) Mike Seidel as ex EPS-AG chair should traditionally chair prize committee OC1 in December Alessandro & Giovanni preparing 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 11

Big Decision at OC1 Location of IPAC 26 in Europe: vote from all OC members First step: call for LOI s If necessary, down-select 2-3 best proposals for OC presentation and vote Last times not successful: UK, Poland Will rely on EPS-AG members to follow up on possible interests (e.g. Geneva convention center contacted us) 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 12

Call for LOIs IPAC26 Example from 2018: Dear XY, This mail comes to you via SPMS and is addressed to the EPS-AG Elected Board. Organising a conference of the scale of IPAC requires many years' work, starting with the site selection that needs to be made four or five years in advance. As you know, the next IPAC in Europe (IPAC'20) will be held in Caen, France, in May 2020. We need now to consider the venue for the following IPAC in Europe, IPAC'23. The location of IPAC'23 will be chosen by the Organizing Committee of IPAC'20, on the basis of bids submitted. There are a number of criteria that must be carefully considered, including: - the presence of a strong Local Organizing Committee, - a conference centre of the size and with the facilities needed for a successful IPAC, including good auditoria, and space for large poster and industrial exhibitions, - an easily accessible and attractive location, with good options for accommodation, and for social events including cocktail receptions and the conference banquet. It is also desirable to choose venues in new locations, rather than re-visiting towns (or even countries) in which recent European IPACs or EPACs have been held (for a full list see:http://www.eps.org/members/group_content_view.asp?group=85227&id=143432). The hosts of an IPAC conference have the opportunity to raise the profile of their home institution(s), attracting much good publicity for their research and scientific achievements. The economic benefits for the host town or city are by no means negligible, and the Local Organizing Committee often find that they have strong support from the local government and tourist organisations. Therefore, although there is a considerable amount of work involved for the Local Organising Committee, it is often found that the benefits of hosting an IPAC last well beyond the conference itself. There is often strong competition between different venues bidding to host the conference. We would like to invite expressions of interest to host IPAC'23 to be sent to Ketel (ketel.turzo@ganil.fr) by September 16, 2018. We will then invite potential hosts to give a presentation at the IPAC'20 OC meeting in Caen in late November, with the aim of taking a vote on the venue for IPAC'23 at that meeting. If you have any questions, or would like any further information, please do not hesitate to contact us. Although this invitation for expressions of interest is being sent to Members of the Board of the EPS-AG, if you feel there are institutes not directly represented on the Board who may be interested to host IPAC'23 and would satisfy the criteria, please feel free to forward this email and to discuss with them the possibility of submitting a bid. It would also be useful to think of options to consider beyond 2023, i.e. for IPAC'26. Early discussions may lead to interesting and attractive options. We would welcome any thoughts or suggestions that you may have. Yours sincerely, Mike Seidel, Chair, EPS-AG, PSI, Villigen, Switzerland. Ralph Assmann, Chair Elect, EPS-AG, DESY, Hamburg, Germany 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 13

New EPS-AG Sponsored Meeting? Complements 2h full EPS assembly during European IPAC Could take place yearly in Autumn: e.g. EPS-AG Yearly Meeting and Particle Accelerator Workshop Place for more intimate discussions and brainstorming (e.g. aim at 250-300 participants) Could use dormant EPS-AG funds from investment account for start-up sponsoring, in addition to participant s fees Think about it (other ideas?) and let s take a decision end of June. 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 14

Outreach a) Web site: filling with content see Julia s report b) Poster on EPS-AG attract more members c) Representative at the Europhysics News editorial board (proposal by Nicolas) d) Filling EPS-AG feed 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 15

EPS-AG Poster 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 16

Agenda 10:30 Welcome New EPS-AG Website and How to Contribute (J. Koschig) 10:45 Yearly Financial Report 11:00 General Report and Future Activities 11:30 Preparations IPAC 23 LOC and SPC Peter) 11:45 Info Task Force IPAC Tools (SPMS, Indico, ) set up by IPAC-CC 12:00 Discussion, AOB (Ralph) (Ubaldo) (Ralph) (Alessandro, (Giovanni, Peter) 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 17

Agenda 10:30 Welcome New EPS-AG Website and How to Contribute (J. Koschig) 10:45 Yearly Financial Report 11:00 General Report and Future Activities 11:30 Preparations IPAC 23 LOC and SPC 11:45 Info Task Force IPAC Tools (SPMS, Indico, ) set up by IPAC-CC 12:00 Discussion, AOB (Ralph) (Ubaldo) (Ralph) (Alessandro, Peter) (Giovanni, Peter) 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 18

Agenda 10:30 Welcome New EPS-AG Website and How to Contribute (J. Koschig) 10:45 Yearly Financial Report 11:00 General Report and Future Activities 11:30 Preparations IPAC 23 LOC and SPC 11:45 Info Task Force IPAC Tools (SPMS, Indico, ) set up by IPAC-CC 12:00 Discussion, AOB (Ralph) (Ubaldo) (Ralph) (Alessandro, Peter) (Giovanni, Peter) 24/05/2021 R.Assmann, P. McIntosh - EPS-AG Board Meeting 19