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

Fri Aug 28 16:38:19 EDT 2020

A few thoughts:

Moving CHEP to 2022 seems to be the right idea.
While it has not been suggested, I do think that it would be a mistake to make CHEP a repeated virtual conference.  Meetings via technology work OK for me with people I already know, and may be fine for people who are already well plugged in to HEP computing. They are likely less beneficial for younger people trying to get involved.  They are also not so good for contentious topics!
At the current size of CHEP, SLAC and Stanford university were unable to host CHEP 2016.  The SLAC facilities were only adequate for about 2/3 of the CHEP attendance and all relevant Stanford facilities belonged to the individual deans and reserving them was only possible a few months in advance.
Regards,

Richard

From: Chep2021-iac <chep2021-iac-bounces at jlab.org> on behalf of Heidi Schellman <schellmh at science.oregonstate.edu>
Reply-To: <Heidi.Schellman at oregonstate.edu>
Date: Friday, August 28, 2020 at 7:41 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: [Chep2021-iac] [EXTERNAL] Re: 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=DwIFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=5DZHcMcight_dBsf2ORS9yIAvdeaeNcwHFyhjzgr2qo&m=H4mJM-a6dk2dQ4EXG10y19RKOplMLCMC4rGVBT-FcI4&s=MeiRlRewGaDKcyp8N68iHHodMkyS5ppw81eD172HqCc&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

7572697622 

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