Information for JACoW Conference Organizers

The JACoW documentation pages provide full information about how to run a conference using JACoW-Indico, including documentation about how to use the various JACoW tools needed for producing proceedings.

JACoW has recently completed the transition from using SPMS to JACoW-Indico as the tool for producing proceedings. Please note that updating this website to reflect these major changes is a work in progress. We appreciate your patience.

Notification of the Organization of a New JACoW Event

As soon as a new JACoW conference is decided, the OC or SPC Chair (of either the past, current or future event in the series) must inform JACoW.

Draft email to be sent to the JACoW Chair and/or Coordinator

As Organizers of the XXX Conference we hereby inform JACoW that:

1. XXX Conference will take place on [dates] in/at [venue]. The OC, SPC and LOC Chairs are [name, affiliation and e-mail address) and the Scientific Secretary and/or Editor-in-Chief is/are [role, name and affiliation].
2. We have read and understood the JACoW boundary conditions relating to publication on jacow.org and in particular the attendance of the Scientific Secretary/Editor-in-Chief/IT Manager (either or several) at the annual JACoW Team Meetings.
3. The conference undertakes to foresee the necessary funding for the attendance of the Scientific Secretary/Editor-in-Chief/IT Manager (either or several) at the annual JACoW Team Meetings.
4. We have understood that it is the duty of the conference Scientific Secretary/Editor-in-Chief

• to ensure the event is announced in the JACoW.org page of forthcoming conferences: https://www.jacow.org/About/UpcomingEvents
• to ensure that the names of the conferences and Editors-in-Chief are included in the list of JACoW Team members: https://www.jacow.org/About/TeamMembersRoles
• to participate as far as possible in the development and testing of JACoW tools

1. We understand that failure to comply with the above may result in sanctions as referred to above.

Agreement to be 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.