EPS Conference Organization: Difference between revisions

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!''Approx. date'' !!''Actions'' !!''Action owner''

|-

|November (preceding year)|| ~~Nomination~~ of invited speakers || PC

| June-July preceding year || created web site for conference, announce at Closing Ceremony || LOC+ Board Chair

|-

| July preceding year || web page for Forum open, url sent to community || LOC+EPS chair

|-

| July-October preceding year || Forum nominations for invited speakers || Open to all

|-

|November-December (preceding year)|| Selection of invited speakers || PC

|-

|January || First announcement email || LOC

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|February || Abstract submission (2-week period) || OCS

|-

|February || ~~Coinciding with~~ abstract submission: Second announcement email || LOC

|February || during abstract submission: Second announcement email || LOC

|-

|March || PC meeting to decide program || PC

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|After conference || Invited paper submission deadline || PC

|-

|After conference || Request Proceedings Volume code from EPS || ~~LOC~~

|After conference || Request Proceedings Volume code from EPS || OCS

|-

|After conference || Proceedings CD delivered to EPS for storage || LOC

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The main task of the Program Committee is to establish the conference program. For this purpose, it celebrates several meetings in preparation for the conference (typically, at the conference site).

The Program Committee will adhere to an '''ethical code''':

* PC members cannot be Invited Speakers at the conference

* PC members cannot be a presenting (main) author of an oral contribution

* While PC members may propose talks by colleagues from the same group/institute/laboratory, they will make their relation to the proposed speaker clear to the other PC members (declaration of potential conflict of interest)

* When voting on talk assignations involving a proposed speaker, PC members in the same group/institute/laboratory as the proposed speaker will refrain from participating in the vote

=== Conference program ===

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The conference lasts one week (five days). Each day, the morning session is plenary, and the afternoon session is divided into 4 parallel oral sessions and a poster session.

The 4 parallel sessions correspond to the 4 topical areas:

* Magnetic Confinement Fusion ~~(MCF)~~

* MCF: Magnetic Confinement Fusion

* Beam Plasmas and Inertial Fusion ~~(BPIF)~~

* BPIF: Beam Plasmas and Inertial Fusion

* ~~Dusty and~~ Low-Temperature Plasmas ~~(DLTP)~~

* LTDP: Low-Temperature and Dusty Plasmas

* Basic and Astrophysics ~~(BA)~~

* BAP: Basic and Astrophysics

Traditionally, Wednesday afternoon is kept free.

Combined sessions are can also be organized, ideally with a unifying topic.

Satellite conferences are typically held on the days following the main conference; the LOC will provide rooms for those.

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In November (or December) of the preceding year, the PC meets to establish the general program (emphasis, scope) and draw up a list of possible invited speakers. Previous to the meeting, there may have been a period in which EPS members could have presented (anonymous) suggestions for invited speakers ('open forum' web interface, provided by the LOC). The precise dates of the various phases (see time line above) will also be established.

It is important to have preparation work of the PC ahead of the meeting, so that an overall opinion of the PC members on the various proposed talks is already in place before discussion at the meeting. This work can take place within each PC subgroup for regular invited, with coordination by the sub-Chairs, but it should be across groups for the choice of plenaries, and therefore coordinated by the Chair. Also the discussion about the plenaries at the meeting should take place within the whole PC, whilst for regular invited it takes place within each sub-group separately.

As a rule, a specific speaker cannot be invited if he has already been an invited speaker in the preceding two conferences. This rule is meant to give up-and-coming talents a fair chance at being invited.

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=== Conference website ===

The LOC provides a website with information for conference participants. It should contain, at least:

The LOC provides a website with information for conference participants. Ideally an initial web page will be ready at the end of the preceding conference, so people can know where and when the next conference will be.

Also, in the period from July (end of previous conference) to October there should be a link in the conference page to a webpage for people to submit proposals for invited speakers. It would be extremely helpful to the PC if the LOC can automatically generate a database (confidential, only visible to PC members) of all proposals received, with entries for proposed speaker, affiliation, proponent, title of proposed talk, rationale and abstract.

Eventually, the web site should contain, at least:

* The list of Committee Members

* The list of Invited Speakers

* The list of Invited Speakers (after winter PC and Board meeting, usually December)

* The Conference program (after the PC March meeting). It is strongly recommended to maintain an up-to-date "master copy" of the program, which is edited and used by the PC, OCS, LOC webmaster and eventually in the printed program leaflets.

* Important dates

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It may be convenient to have registrants provide their 'Conference ID', i.e., the conference code of their abstract.

That will allow linking registrations to contributions and checking whether abstract submitters will actually attend the conference.

=== Registration statistics ===

{| class="wikitable" align="center" border="1"

!''Year''!!''Regular, early'' !!''Regular, late'' !!''Regular, on-site'' !!''Student, early'' !!''Student, late'' !!''Student, on-site'' !!''Waived'' !!''Total'' !! ''Total, women'' !!''Accompanying persons''

|-

|'''EPS/ICPP 2012 Stockholm''' || 460 || 96 || 32 || 135 || 29 || 3 || 26 || '''781''' || || 78

|-

|'''EPS 2013 Espoo''' || 372 || 83 || 3 || 112 || 20 || - || 16 || '''606''' || || 33

|-

|'''EPS 2015 Lisbon''' || 362 || 124 || 4 || 128 || 32 || - || 10 || '''650''' || || 34

|-

|'''EPS 2021 Sitges (online)''' || 355 || 98 || 24 || 179 || 49 || 9 || 12 || '''726''' || 120 || 0

|-

|}

=== Local organization ===

Apart from the items mentioned in the budget above, local organization involves:

Apart from the items mentioned in the budget above, local organization (responsibilities of the LOC, congress bureau and the venue) involves:

* Conference material for conference participants: usually, a bag with:

** a printed list of contribution titles and an author list; and/or a USB stick with a copy of the abstract website

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** touristic information, information about restaurants, city map

** notepad and pen

* Possible smartphone app of the conference

* On-site registration desk, including:

** conference material pick-up

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* Pointers, water for speakers

* Lunch facilities

* Social program

* Photography

* Communications

** Possibly an advertisement poster to be distributed before opening the registration and abstract submission

** Email announcements to potential (previous years's / registered) participants

** Email accounts for the LOC and PC. It is recommended to prepare standard answers to frequent questions like:

*** "Can I be exempt from the registration fee?"

*** "Can you send me an invitation letter for visa application / institute etc.?"

*** "Could I send an updated version of by abstract?"

** Update event calendars of the fusion community and organizing institutes

** Prepare a press release

** Interaction with the EFDA/Consortium PI team (e.g. distribution of "Fusion in Europe" newsletter to the participants)

== Submissions ==

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Shortly before the conference, Oral and Poster contributors will need to submit a 4-page paper (invited papers are handled separately, see below).

Currently, these submissions are all handled by the [http://ocs.ciemat.es/ Online Conference System] at low cost.

=== Contribution rules ===

Any given author may present only '''one''' contribution as first author.

However, he/she may appear as secondary author on as many contributions as needed.

The reason for this rule is to allow students and junior staff a fair opportunity to present their work in their own name.

Invited and Oral speakers are '''not''' allowed presenting a poster as well (in line with the rule of one contribution per main author).

The reason for this rule is not to draw attention away from poster contributions that are presented only in the poster session, considering that oral presentations already receive much attention.

=== Abstract submission ===

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Invited papers, with a length of 8 (ordinary invited) or 12 (plenary invited) pages, are not submitted via the OCS system, but directly to the [[Journals|journal]] in which they will be published (a special issue of Plasma Phys. Control. Fusion).

They will be subjected to the usual refereeing process of the journal (although the referees are determined by the PC, generally from among the PC members and invited speakers, to speed up the refereeing process).

The cost of publication is borne by the conference.

The cost of publication is borne by the conference - subject to negociation with PPCF.

=== Abstract and paper statistics ===

{| class="wikitable" align="center" border="1"

!''Year'' !!''Conference'' !!''Submitted abstracts (I+O+P)'' !! ''Invited abstracts (I)'' !! ''Presented posters (P)'' !! ''4-page papers (O+P)''

|-

|2010 || 37th EPS, Dublin, Ireland || 808 || 80 || || 513

|-

|2011 || 38th EPS, Strasbourg, France || 712 || 75 || || 472

|-

|2012 || 39th EPS - 16th ICPP, Stockholm, Sweden || 960 || 90 || || 516

|-

|2013 || 40th EPS, Espoo, Finland || 681 || 84 || || 420

|-

|2014 || 41st EPS, Berlin, Germany || 740 || 80 || || 440

|-

|2015 || 42nd EPS, Lisbon, Portugal || 737 || 78 || || 386

|-

|2016 || 43rd EPS, Leuven, Belgium || 643 || 85 || || 324

|-

|2017 || 44th EPS, Belfast, UK || 718 || 80 || || 325

|-

|2018 || 45th EPS, Prague, Czech Republic || 888 || 81 || || 439

|-

|2019 || 46th EPS, Milan, Italy || 822 || 80 || 550 || 388

|-

|2021<ref>The 2020 EPS Conference was postponed to 2021 due to the Covid-19 health crisis and converted to a Virtual Conference.</ref> || 47th EPS, Sitges, Spain || 874 || 85 || 432 || 312

|-

|}

Note: while the number of submitted abstracts is fairly constant, the submitted papers show a steady decline.

== Additional material and ideas ==

* High quality EPS conference logo template: [[Media:Eps_logo_highquality.pdf|PDF vector format]]; [[Media:Eps_logo_highquality2.png|PNG format]]

* Logo of the [[Media:European_Physical_Society.pdf|~~European Physical Society~~]]

* Logo of the [http://www.eps.org European Physical Society] [[Media:European_Physical_Society.pdf|PDF vector format]]

* Shared documents between PC, LOC and OCS (Excel or Word type documents) can be handled efficiently on-line using [http://docs.google.com Google Docs].

* Shared documents between PC, LOC and OCS (Excel or Word type documents) can be handled efficiently on-line using e.g. [http://docs.google.com Google Docs].

* The form interface for the 'Open Forum' (proposals of invited speakers) can be handled easily using [https://www.google.com/forms/about/ Google Forms].

* Oral presentations can be broadcast live using video streaming.

* Presentations and posters can be provided for download on the LOC's website (given authorization by the author).

* A Conference App for mobile phones can be provided, instead of a printed program (this was done for the first time at the 41st EPS in Berlin).

== Notes ==

[[Category:Conferences]]

@@ Line 10: / Line 10: @@
 !''Approx. date'' !!''Actions'' !!''Action owner''
 |-
-|November (preceding year)|| Nomination of invited speakers || PC
+| June-July preceding year || created web site for conference, announce at Closing Ceremony || LOC+ Board Chair
+|-
+| July preceding year || web page for Forum open, url sent to community || LOC+EPS chair
+|-
+| July-October preceding year || Forum nominations for invited speakers || Open to all
+|-
+|November-December (preceding year)|| Selection of invited speakers || PC
 |-
 |January || First announcement email || LOC
@@ Line 18: / Line 24: @@
 |February || Abstract submission (2-week period) || OCS
 |-
-|February || Coinciding with abstract submission: Second announcement email || LOC
+|February || during abstract submission: Second announcement email || LOC
 |-
 |March || PC meeting to decide program || PC
@@ Line 36: / Line 42: @@
 |After conference || Invited paper submission deadline || PC
 |-
-|After conference || Request Proceedings Volume code from EPS || LOC
+|After conference || Request Proceedings Volume code from EPS || OCS
 |-
 |After conference || Proceedings CD delivered to EPS for storage || LOC
@@ Line 46: / Line 52: @@
 The main task of the Program Committee is to establish the conference program. For this purpose, it celebrates several meetings in preparation for the conference (typically, at the conference site).
+The Program Committee will adhere to an '''ethical code''':
+* PC members cannot be Invited Speakers at the conference
+* PC members cannot be a presenting (main) author of an oral contribution
+* While PC members may propose talks by colleagues from the same group/institute/laboratory, they will make their relation to the proposed speaker clear to the other PC members (declaration of potential conflict of interest)
+* When voting on talk assignations involving a proposed speaker, PC members in the same group/institute/laboratory as the proposed speaker will refrain from participating in the vote
 === Conference program ===
@@ Line 51: / Line 63: @@
 The conference lasts one week (five days). Each day, the morning session is plenary, and the afternoon session is divided into 4 parallel oral sessions and a poster session.
 The 4 parallel sessions correspond to the 4 topical areas:
-* Magnetic Confinement Fusion (MCF)
+* MCF: Magnetic Confinement Fusion
-* Beam Plasmas and Inertial Fusion (BPIF)
+* BPIF: Beam Plasmas and Inertial Fusion
-* Dusty and Low-Temperature Plasmas (DLTP)
+* LTDP: Low-Temperature and Dusty Plasmas
-* Basic and Astrophysics (BA)
+* BAP: Basic and Astrophysics
 Traditionally, Wednesday afternoon is kept free.
+Combined sessions are can also be organized, ideally with a unifying topic.
 Satellite conferences are typically held on the days following the main conference; the LOC will provide rooms for those.
@@ Line 62: / Line 77: @@
 In November (or December) of the preceding year, the PC meets to establish the general program (emphasis, scope) and draw up a list of possible invited speakers. Previous to the meeting, there may have been a period in which EPS members could have presented (anonymous) suggestions for invited speakers ('open forum' web interface, provided by the LOC). The precise dates of the various phases (see time line above) will also be established.
+It is important to have preparation work of the PC ahead of the meeting, so that an overall opinion of the PC members on the various proposed talks is already in place before discussion at the meeting. This work can take place within each PC subgroup for regular invited, with coordination by the sub-Chairs, but it should be across groups for the choice of plenaries, and therefore coordinated by the Chair. Also the discussion about the plenaries at the meeting should take place within the whole PC, whilst for regular invited it takes place within each sub-group separately.
 As a rule, a specific speaker cannot be invited if he has already been an invited speaker in the preceding two conferences. This rule is meant to give up-and-coming talents a fair chance at being invited.
@@ Line 89: / Line 106: @@
 === Conference website ===
-The LOC provides a website with information for conference participants. It should contain, at least:
+The LOC provides a website with information for conference participants. Ideally an initial web page will be ready at the end of the preceding conference, so people can know where and when the next conference will be.
+Also, in the period from July (end of previous conference) to October there should be a link in the conference page to a webpage for people to submit proposals for invited speakers. It would be extremely helpful to the PC if the LOC can automatically generate a database (confidential, only visible to PC members) of all proposals received, with entries for proposed speaker, affiliation, proponent, title of proposed talk, rationale and abstract.
+Eventually, the web site should contain, at least:
 * The list of Committee Members
-* The list of Invited Speakers
+* The list of Invited Speakers (after winter PC and Board meeting, usually December)
 * The Conference program (after the PC March meeting). It is strongly recommended to maintain an up-to-date "master copy" of the program, which is edited and used by the PC, OCS, LOC webmaster and eventually in the printed program leaflets.
 * Important dates
@@ Line 145: / Line 167: @@
 It may be convenient to have registrants provide their 'Conference ID', i.e., the conference code of their abstract.
 That will allow linking registrations to contributions and checking whether abstract submitters will actually attend the conference.
+=== Registration statistics ===
+{| class="wikitable"  align="center" border="1"
+!''Year''!!''Regular, <br>early'' !!''Regular, <br>late'' !!''Regular, <br>on-site'' !!''Student, <br>early'' !!''Student, <br>late'' !!''Student, <br>on-site'' !!''Waived'' !!''Total'' !! ''Total, <br>women'' !!''Accompanying <br>persons''
+|-
+|'''EPS/ICPP 2012<br>Stockholm''' || 460 || 96 || 32 || 135 || 29 || 3 || 26 || '''781''' || || 78
+|-
+|'''EPS 2013<br>Espoo''' || 372 || 83 || 3 || 112 || 20 || - || 16 || '''606''' || || 33
+|-
+|'''EPS 2015<br>Lisbon''' || 362 || 124 || 4 || 128 || 32 || - || 10 || '''650''' || || 34
+|-
+|'''EPS 2021<br>Sitges (online)''' || 355 || 98 || 24 || 179 || 49 || 9 || 12 || '''726''' || 120 || 0
+|-
+|}
 === Local organization ===
-Apart from the items mentioned in the budget above, local organization involves:
+Apart from the items mentioned in the budget above, local organization (responsibilities of the LOC, congress bureau and the venue) involves:
 * Conference material for conference participants: usually, a bag with:
 ** a printed list of contribution titles and an author list; and/or a USB stick with a copy of the abstract website
@@ Line 154: / Line 191: @@
 ** touristic information, information about restaurants, city map
 ** notepad and pen
+* Possible smartphone app of the conference
 * On-site registration desk, including:
 ** conference material pick-up
@@ Line 164: / Line 202: @@
 * Pointers, water for speakers
 * Lunch facilities
+* Social program
+* Photography
+* Communications
+** Possibly an advertisement poster to be distributed before opening the registration and abstract submission
+** Email announcements to potential (previous years's / registered) participants
+** Email accounts for the LOC and PC. It is recommended to prepare standard answers to frequent questions like:
+*** "Can I be exempt from the registration fee?"
+*** "Can you send me an invitation letter for visa application / institute etc.?"
+*** "Could I send an updated version of by abstract?"
+** Update event calendars of the fusion community and organizing institutes
+** Prepare a press release
+** Interaction with the EFDA/Consortium PI team (e.g. distribution of "Fusion in Europe" newsletter to the participants)
 == Submissions ==
@@ Line 177: / Line 227: @@
 Shortly before the conference, Oral and Poster contributors will need to submit a 4-page paper (invited papers are handled separately, see below).
 Currently, these submissions are all handled by the [http://ocs.ciemat.es/ Online Conference System] at low cost.
+=== Contribution rules ===
+Any given author may present only '''one''' contribution as first author.
+However, he/she may appear as secondary author on as many contributions as needed.
+The reason for this rule is to allow students and junior staff a fair opportunity to present their work in their own name.
+Invited and Oral speakers are '''not''' allowed presenting a poster as well (in line with the rule of one contribution per main author).
+The reason for this rule is not to draw attention away from poster contributions that are presented only in the poster session, considering that oral presentations already receive much attention.
 === Abstract submission ===
@@ Line 218: / Line 277: @@
 Invited papers, with a length of 8 (ordinary invited) or 12 (plenary invited) pages, are not submitted via the OCS system, but directly to the [[Journals|journal]] in which they will be published (a special issue of Plasma Phys. Control. Fusion).
 They will be subjected to the usual refereeing process of the journal (although the referees are determined by the PC, generally from among the PC members and invited speakers, to speed up the refereeing process).
-The cost of publication is borne by the conference.
+The cost of publication is borne by the conference - subject to negociation with PPCF.
+=== Abstract and paper statistics ===
+{| class="wikitable"  align="center" border="1"
+!''Year'' !!''Conference'' !!''Submitted abstracts<br>(I+O+P)'' !! ''Invited abstracts<br>(I)'' !! ''Presented posters<br>(P)'' !! ''4-page papers<br>(O+P)''
+|-
+|2010 || 37<sup>th</sup> EPS, Dublin, Ireland || 808 || 80 || || 513
+|-
+|2011 || 38<sup>th</sup> EPS, Strasbourg, France || 712 || 75 || || 472
+|-
+|2012 || 39<sup>th</sup> EPS - 16<sup>th</sup> ICPP, Stockholm, Sweden || 960 || 90 || || 516
+|-
+|2013 || 40<sup>th</sup> EPS, Espoo, Finland || 681 || 84 || || 420
+|-
+|2014 || 41<sup>st</sup> EPS, Berlin, Germany || 740 || 80 || || 440
+|-
+|2015 || 42<sup>nd</sup> EPS, Lisbon, Portugal || 737 || 78 || || 386
+|-
+|2016 || 43<sup>rd</sup> EPS, Leuven, Belgium || 643 || 85 || || 324
+|-
+|2017 || 44<sup>th</sup> EPS, Belfast, UK || 718 || 80 || || 325
+|-
+|2018 || 45<sup>th</sup> EPS, Prague, Czech Republic || 888 || 81 || || 439
+|-
+|2019 || 46<sup>th</sup> EPS, Milan, Italy || 822 || 80 || 550 || 388
+|-
+|2021<ref>The 2020 EPS Conference was postponed to 2021 due to the Covid-19 health crisis and converted to a Virtual Conference.</ref> || 47<sup>th</sup> EPS, Sitges, Spain ||  874 ||  85 || 432 || 312
+|-
+|}
+Note: while the number of submitted abstracts is fairly constant, the submitted papers show a steady decline.
 == Additional material and ideas ==
 * High quality EPS conference logo template: [[Media:Eps_logo_highquality.pdf|PDF vector format]];  [[Media:Eps_logo_highquality2.png|PNG format]]
-* Logo of the [[Media:European_Physical_Society.pdf|European Physical Society]]
+* Logo of the [http://www.eps.org European Physical Society] [[Media:European_Physical_Society.pdf|PDF vector format]]
-* Shared documents between PC, LOC and OCS (Excel or Word type documents) can be handled efficiently on-line using [http://docs.google.com Google Docs].
+* Shared documents between PC, LOC and OCS (Excel or Word type documents) can be handled efficiently on-line using e.g. [http://docs.google.com Google Docs].
+* The form interface for the 'Open Forum' (proposals of invited speakers) can be handled easily using [https://www.google.com/forms/about/ Google Forms].
 * Oral presentations can be broadcast live using video streaming.
 * Presentations and posters can be provided for download on the LOC's website (given authorization by the author).
+* A Conference App for mobile phones can be provided, instead of a printed program (this was done for the first time at the 41<sup>st</sup> EPS in Berlin).
+== Notes ==
+<references/>
 [[Category:Conferences]]