[Chep2021-iac] [EXTERNAL] Re: CHEP2022??

Fri Aug 28 12:16:01 EDT 2020

Given the visa issues for people to even get into the US, a 90 day 
clause probably won't work for HEP.

My question is, how much are you on the hook for if 300 instead of 410 
rooms are occupied.  This happened to LP2013 in SF.

On 8/28/20 8:51 AM, Amber Boehnlein wrote:
>
> Hi Heidi,
>
> Thanks for getting the dialog started.
>
> The original commitment for rooms worked out to 410 people per night 
> for the week of the conference—I should have said that. The world has 
> changed, however, 410 people is well below the typical attendance of 
> an in-person CHEP, so I feel confident in making this change to a 
> contract for an event in 2022, provide the IAC concurs.
>
> In May 2020, we had negotiated a 10% reduction for an event hosted in 
> May 2021.   There is no room for further negotiation of a reduction 
> for May 2021.  There is a subtlety in the contracts with the hotels, 
> which is prompting the favorable response from the hotels and the City 
> of Norfolk now when a rescheduling was an adamant non-starter when we 
> talked with them in May 2020.   There are ‘acts of God’ clauses to 
> provide cancelling events if they occur within 90 days of the event 
> schedule.  I was going to cover this in the IAC meeting.  So it would 
> be an option, a highly undesirable one, to continue to plan for an 
> in-person/virtual CHEP hybrid event some scale for May 2021 in full 
> knowledge that either the clause will kick in and the in-person will 
> be cancelled at short notice or the pandemic will have abated enough 
> that the clause doesn’t kick in, but not enough that people will have 
> confidence to make plans to travel.     The lack of certainty for 
> planning is problematic for all of us.  For Norfolk and the hotels, 
> that option is all a loss because as large as the cancellation fees 
> seem to us, they are at best cold comfort financially compared to 
> actually hosting an event of this size.    And we at Jefferson Lab 
> really want to host CHEP, and running out the clock on the current 
> contract would be the end of that.  That might be a minor 
> consideration in the grand scheme of things, but it matters to us.
>
> Heidi, your point about hosting at Labs and Universities in the future 
> is a good discussion topic for an IAC meeting especially wrt to the 
> bidding process for future CHEPs.
>
> <Friends—there remains an issue on our end with the IAC mailing that 
> we sorting out.  Erica Jones will be sending out messages to each of 
> you have not responded today to make sure that we have all 
> institutions correct.  Please respond to her messages>
>
> Thanks, Amber and Graham
>
> *From: *Heidi Schellman <schellmh at science.oregonstate.edu>
> *Reply-To: *"Heidi.Schellman at oregonstate.edu" 
> <Heidi.Schellman at oregonstate.edu>
> *Date: *Friday, August 28, 2020 at 10:41 AM
> *To: *Amber Boehnlein <amber at jlab.org>, "CHEP2021-iac at jlab.org" 
> <CHEP2021-iac at jlab.org>
> *Cc: *Anita Seay <aseay at jlab.org>, David Lawrence <davidl at jlab.org>
> *Subject: *[EXTERNAL] Re: [Chep2021-iac] CHEP2022??
>
> I'm not certain you will be able to commit to the original # but that 
> at least lowers the penalty.
>
> For the future, I think we will need to find ways of running these 
> conferences without large financial commitments to venues.  In future, 
> there will be much more emphasis on good network connectivity and far 
> less on venues managed by hotels.   So hosting these events at 
> national labs and universities will become the norm (at least in the 
> US) as they have AV connected lecture halls and internet to support 
> remote attendees and you don't have to pay outside people to provide 
> the AV and networking services that labs and universities already have.
>
> That said, given that you are already committed, you either need to 
> negotiate the penalty down and take the hit or move to in person in 
> 2022.  I like the idea of mini-cheps for 2021.
>
> What happens if you negotiate for 1/2 the # of attendees?
>
> heidi
>
> On 8/28/20 6:28 AM, Amber Boehnlein wrote:
>
>     Dear CHEP IAC,
>
>     Greetings!
>
>     Jefferson Lab has a new events coordinator on staff, Anita Seay.
>     Her first action was to negotiate with the hotels and the city of
>     Norfolk about the possibilities concerning CHEP2021.    The
>     negotiating position is much stronger now than in May.   The City
>     of Norfolk and the hotels are making a recommendation to the
>     hotels’ corporate offices of moving the conference without penalty
>     to either Spring or Fall of 2022 if we can sign a contract that
>     commits to an event in Norfolk in 2022 at the original number of
>     attendees.
>
>     This is not the standard process for selecting the next CHEP, I
>     know.  Unusual times call for unusual actions.  However, please
>     let us know if you concur or not with the prospective date change
>
>     https://urldefense.proofpoint.com/v2/url?u=https-3A__forms.gle_BGiM1qxStCagGLeFA&d=DwIDaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=5DZHcMcight_dBsf2ORS9yIAvdeaeNcwHFyhjzgr2qo&m=YIJ-84Bo3WJY8fXdv4yAtAChd8te55pzZ4uzALEBy8k&s=Pa71uWb0QBAuNEl4BmlFc3GhVRxpfYVEBLj2mtB0NrU&e= 
>     <https://urldefense.proofpoint.com/v2/url?u=https-3A__forms.gle_BGiM1qxStCagGLeFA&d=DwMDaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=lilx46Bcio3NF7652shICA&m=_DZrmGd3BZZmK-IkS0Z6t_Qe_TsW5uNU-OweTimI_v4&s=h9iK0pEjOuJdtBrpAtYvGaELN-YrKPQma2qCfOzRpdU&e=>
>      If a quorum of you do, and the corporate offices agree, Graham,
>     Anita and I will submit an updated proposal to this body and we
>     can discuss dates.
>
>     We can then discuss what to do about 2021 as well. I like the idea
>     of Regional virtual ‘CHEPinos’ with maybe some abbreviated
>     ‘plenary’ format.
>
>     The alternative is to proceed with the planning for an in-person
>     CHEP2021 for reasons I’ll explain when we next meet.
>
>     Thank you so much, and we request a response by Sept 1.
>
>     Amber and Graham
>
>     Amber Boehnlein
>
>     Computational Sciences and Technology Division Director
>
>     CIO
>
>     Thomas Jefferson National Accelerator Facility
>
>     amber at jlab.org <mailto:amber at jlab.org>
>
>     7572697622
>
>
>
>     _______________________________________________
>
>     Chep2021-iac mailing list
>
>     Chep2021-iac at jlab.org  <mailto:Chep2021-iac at jlab.org>
>
>     https://mailman.jlab.org/mailman/listinfo/chep2021-iac
>
> -- 
> Heidi Schellman
> Head, Department of Physics
> Oregon State University
>
> This body part will be downloaded on demand.

-- 
Heidi Schellman
Head, Department of Physics
Oregon State University

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