How to request a JACoW-Indico instance

To use JACoW-Indico along with the profiles and affiliations repository, the conference chair must request permission from the JACoW Chair and/or Coordinator , who will ask the JACoW-Indico manager to set up the JACoW-Indico instance. The text shown below should be included in the request, and the conditions (especially those regarding data protection) must be kept throughout the conference cycle.

The timing for getting the JACoW-Indico instance depends on the scope of the conference or workshop. As an example, for HB2016 it was done 10 months before the conference; for IPAC'17 20 months prior.

When the JACoW-Indico instance has been created, you’ll receive an e-mail with the URL.

Text to be undersigned by the conference chair and sent to the JACoW Chair and/or Coordinator:

As Organizers of the XXX Conference we undertake that:

  1. To ensure proper training, the Scientific Secretary/Editor-in-Chief/IT Manager (one or several) will attend at least three team meetings in the roles of future, current, or past Editor-in-Chief in a series, in order to ensure proper coordination within the same series and within the JACoW Collaboration.
  2. The data supplied and collected with the JACoW-Indico and Central Repository system will under no circumstances be used for any other purpose than in connection with the organization of the conference in question.
  3. The data will not be provided to any external body for any purpose.
  4. Following the publication of the conference proceedings and repatriation of the data to the central repository, the link to the central repository will be cut and there will be no further maintenance of the system by central support.
  5. The profiles and account information generated by the conference will be of the same quality as the data already in the repository (no dummy emails, etc.).
  6. Software installed using JACoW licenses will be un-installed immediately after the conference.