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<p class="MsoNormal"><span style="font-size:11.0pt">Hi Heidi,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Thanks for getting the dialog started.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">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.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">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.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><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><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Thanks, Amber and Graham<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<div style="border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b><span style="color:black">From: </span></b><span style="color:black">Heidi Schellman <schellmh@science.oregonstate.edu><br>
<b>Reply-To: </b>"Heidi.Schellman@oregonstate.edu" <Heidi.Schellman@oregonstate.edu><br>
<b>Date: </b>Friday, August 28, 2020 at 10:41 AM<br>
<b>To: </b>Amber Boehnlein <amber@jlab.org>, "CHEP2021-iac@jlab.org" <CHEP2021-iac@jlab.org><br>
<b>Cc: </b>Anita Seay <aseay@jlab.org>, David Lawrence <davidl@jlab.org><br>
<b>Subject: </b>[EXTERNAL] Re: [Chep2021-iac] CHEP2022??<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
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<p>I'm not certain you will be able to commit to the original # but that at least lowers the penalty.<o:p></o:p></p>
<p>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. <o:p></o:p></p>
<p>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.
<o:p></o:p></p>
<p>What happens if you negotiate for 1/2 the # of attendees? <o:p></o:p></p>
<p>heidi<o:p></o:p></p>
<div>
<p class="MsoNormal">On 8/28/20 6:28 AM, Amber Boehnlein wrote:<o:p></o:p></p>
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<blockquote style="margin-top:5.0pt;margin-bottom:5.0pt">
<p class="MsoNormal"><span style="font-size:11.0pt">Dear CHEP IAC,</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Greetings!</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">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.</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">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
</span><o:p></o:p></p>
<p class="MsoNormal"><a href="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=">https://forms.gle/BGiM1qxStCagGLeFA</a>
<span style="font-size:11.0pt"> 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.
</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">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.
</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">The alternative is to proceed with the planning for an in-person CHEP2021 for reasons I’ll explain when we next meet.</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Thank you so much, and we request a response by Sept 1.
</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Amber and Graham</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">Amber Boehnlein </span>
<o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">Computational Sciences and Technology Division Director</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">CIO</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">Thomas Jefferson National Accelerator Facility</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black"><a href="mailto:amber@jlab.org">amber@jlab.org</a></span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">7572697622</span><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><br>
<br>
<o:p></o:p></span></p>
<pre>_______________________________________________<o:p></o:p></pre>
<pre>Chep2021-iac mailing list<o:p></o:p></pre>
<pre><a href="mailto:Chep2021-iac@jlab.org">Chep2021-iac@jlab.org</a><o:p></o:p></pre>
<pre><a href="https://mailman.jlab.org/mailman/listinfo/chep2021-iac">https://mailman.jlab.org/mailman/listinfo/chep2021-iac</a><o:p></o:p></pre>
</blockquote>
<pre>-- <o:p></o:p></pre>
<pre>Heidi Schellman<o:p></o:p></pre>
<pre>Head, Department of Physics<o:p></o:p></pre>
<pre>Oregon State University<o:p></o:p></pre>
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