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IPAC Operations Review

Contact: Kyung Sook Kim (Pohang Accelerator Laboratory)

IPAC'16, the Seventh International Particle Accelerator Conference, was held in Busan at Bexco convention center, Korea from May 8-13, 2016.

Organization

IPAC'16 was a completely in-house organization without the support of a PCO.

20 LOCs, 25 assistant staffs (17 PAL staffs / 9 co-hosted institute staffs) and 27 Saltmines Team;

  • Chairs: SPC / OC / LOC / Prize committee
  • Key Players:
    • Scientific Secretary / Editorial Board / IT Manager / Website Manager
    • Student Program Manager / Presentation Manager / Industry Exhibition Manager / Poster Session Manager
    • Registration Manager / Conference Secretary / Administrative Work Manager
  • At Venue:
    • Registration Office: Manager + 2 staffs
    • Registration Desk: 9 staffs
    • Business Office: Secretary + 2 staffs
    • Satellite Meeting Place: 1 staff + 1 staff from rental agency
    • Industrial Exhibition Place (1F/3F): Manager + 1 staff
    • Poster Place (1F/3F): Manager + 1 staff + 4 part-time worker
    • Poster Student Place (2F, only Sunday): Manager
    • Author Reception: 3 JACoW collaborators
    • Speaker Prep.: 3 JACoW collaborators + Manager
    • Editorial Room: 21 JACoW collaborators + 3 LOCs + 1 staff
    • Auditorium (A/B): 3 staffs + student secretaries
    • Technical Tour / Foods / Transport: Manager + 3 staffs
    • General Support: 4 staffs

Timeline

  • 2014
    • June: Formation of OC, SPC, and LOC
    • Nov. 13~16: OC/SPC1 at PAL (Pohang)
  • 2015
    • April: Block rooms at hotels (870 rooms for participants / 122 beds for students)
    • May 8~9: SPC2 in Richmond, USA (IPAC'15) (Invited Oral Talks)
    • August: Prize Committee Starts Activity
    • Oct. 7: Launch of Fully Website
    • Nov. 11: Opening of Registration for Delegates
    • Nov. 18: Opening of Industry Exhibition Registration
    • Dec. 9: Deadline of Abstract Submission, Student Prize and Grant
  • 2016
    • Jan. 4: Starting Saltmines Composition
    • Jan. 12~13: SPC3 in Melbourne, Australia (Contributed Oral Talks)
    • Mar. 2: Closing of Early Delegate Registration
    • Apr.: Publish program booklet / Arrange poster session / Open Mobile App / ...
    • May 4: Closing of Paper Submission
    • May 2: Set-up Proceeding Office
    • May 7~8: Set-up Venue
    • May 8: IPAC'16
    • May 11: SPC/LOC Report at OC2
    • May 13: Summary Report at IPAC'17 SPC2
    • June 6: Proceedings are published

Statistics of Conference

Registration (1,106 participants from 36 countries)

TypeRegistrantsPAIDComment
Delegates8798321 chargeback
Industrial Delegates9494 
Grant Student7878 
Student118102 
Companion3631 
JACoW Team2727except PAL staff
Total12321164 (94.5%)95 on-site payments and 55 on-site registrants (12.9%)

Visas

  • 209 invitations - China (136), Russia(19), Ukraine (8), India (5), Iran (4) etc.
  • 1500 USD for mailing

Contribution

Industrial Exhibition (Layout: 1F,3F)

TypeNumber of ExhibitorNumber of BoothComment
Single62621 unpaid (PANTECHNIK)
Double816 
Special (ICEX, Spain)86 
Local small company88 
Not for profit organizations15193 booths outside of exhibition hall
Total101111 

Poster (Layout: 1F,3F)

Session DatePlannedCount
Sunday (Student Session)08-MAY-16115104
Monday09-MAY-16364283
Tuesday10-MAY-16340275
Wednesday11-MAY-16383312
Thursday12-MAY-16371309
Total15731283 (81.6%)

Prepared Foods

  • Welcome Reception (May 8, Sunday): for 800 people
  • Chair's Reception (May 9, Monday): for 200 people
  • Conference Reception (May 10, Tuesday): for 1,000 people
  • Conference Banquet (May 12, Thursday): for 1,100 people
  • Coffee Break: 7,000 cups of coffee and cookies
  • Technical Tour Lunch: 720 servings of milk and sandwich

Technical Tours

  • 720 reserved / 295 participated (41%)

Conference App

  • iPhone:
    276 downloaded (USA: 56 / Korea:38 / Japan: 29 / China: 29 / England: 18)
  • Android:
    309 downloaded

Expenses

Suggestions based on experience

  • Registration
    • ONSITE payment option with credit card details to charge for NO-SHOW (suggested by Christine)
    • Earlier closing for wire transfer
    • Open registration desk as earlier as possible
    • SPMS; attendee search by unique ID or last name + first name
  • Careful of issuing invitation letter for visa application
  • Industrial Exhibition
    • Simple registration for industrial booth staff
    • Local agency for customs handling
    • SPMS; prevent double booking

Impression

  • Most people (speakers, session chairs, exhibitors ...) don't like to reading "Guidelines".
  • Most of email queries were SPAM.