EPAC 2008 - CERN

5. Report from EPAC'08 LOC
Paolo Pierini reports on local arrangements for the conference. His transparencies are published at
the Organisers website.
The full LOC is now in place. Meetings have taken place in Genova to decide the Professional
Conference Organizer, as well as Frascati, Milan (twice), Genova (twice) and the last meeting took place at
CERN.
The PCO will handle a number of activities, including the accounting, conference and industrial
exhibition registration (using the SPMS), accommodation (an adequate number of rooms have been prebooked),
social events, etc. Sponsorship has been obtained from INFN and Sincrotrone Trieste to be used
for the student grant programme, as well as for other items of expenditure required before registration fees
for exhibitors/delegates begin to arrive.
The conference budget is now in place based on the template prepared by Hans-Arno Synal in
connection with '04, and later by John Thomason for '06. Expenditure totals ~410 kEuros (VAT and EPS-
AG Student Grant Programme excluded), and the assumptions for income are based on 700 paying
delegates, 50 exhibitors (with space to increase to 60 or more), 20% VAT on all income, 4% banking fees,
and no extra sponsorship. Fees are:
The Industrial Exhibition Package (including Booth rental, 1 delegate registration plus 3 booth staff) is as
follows:
Early Fee: 3000 Euros + VAT
Late Fee: 3300 Euros + VAT
Double Booth, Early Fee: 5500 Euros + VAT
Double Booth, Late Fee: 6000 Euros + VAT
Delegates (including VAT):
Early Registration Fee: 450 Euros (lower than '06)
Late Registration Fee: 540 Euros
EPS IOM: 420 Euros
It is assumed that 60% of delegates will pay the early fee, 35% the late fee, and 5% the EPS reduced fee.
Based on the above, expected income is approximately 270 kEuros from delegates and 140 kEuros
from the exhibition.
The OC approves the fees proposed by Paolo.
Paolo further reports that the conference poster, and website are under development. It is expected
to go on-line end September/October. Industrial Exhibition registration will go on-line as soon as possible
around this date, on a first-come, first-served basis with an early booking fee up to 23 January. It is
anticipated that delegate registration will be open by mid-December, with an early registration fee up to
approximately 2 months before the conference.
A number of options are under study for the social events, in particular the banquet, which should
take place at the Stazione Marittima, though availability will only be known in January. The venues for the
Chairman's Cocktail and the Conference Reception will all be decided soon, subject to slight modification in
February when, based on the response to the call for papers, one may have a clearer idea of the number of
delegates to expect and whether we could offer more attractive events.
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