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<p>Given the visa issues for people to even get into the US, a 90
day clause probably won't work for HEP. <br>
</p>
<p>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.<br>
</p>
<p><br>
</p>
<div class="moz-cite-prefix">On 8/28/20 8:51 AM, Amber Boehnlein
wrote:<br>
</div>
<blockquote type="cite"
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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
<a class="moz-txt-link-rfc2396E" href="mailto:schellmh@science.oregonstate.edu"><schellmh@science.oregonstate.edu></a><br>
<b>Reply-To: </b><a class="moz-txt-link-rfc2396E" href="mailto:Heidi.Schellman@oregonstate.edu">"Heidi.Schellman@oregonstate.edu"</a>
<a class="moz-txt-link-rfc2396E" href="mailto:Heidi.Schellman@oregonstate.edu"><Heidi.Schellman@oregonstate.edu></a><br>
<b>Date: </b>Friday, August 28, 2020 at 10:41 AM<br>
<b>To: </b>Amber Boehnlein <a class="moz-txt-link-rfc2396E" href="mailto:amber@jlab.org"><amber@jlab.org></a>,
<a class="moz-txt-link-rfc2396E" href="mailto:CHEP2021-iac@jlab.org">"CHEP2021-iac@jlab.org"</a> <a class="moz-txt-link-rfc2396E" href="mailto:CHEP2021-iac@jlab.org"><CHEP2021-iac@jlab.org></a><br>
<b>Cc: </b>Anita Seay <a class="moz-txt-link-rfc2396E" href="mailto:aseay@jlab.org"><aseay@jlab.org></a>, David
Lawrence <a class="moz-txt-link-rfc2396E" href="mailto:davidl@jlab.org"><davidl@jlab.org></a><br>
<b>Subject: </b>[EXTERNAL] Re: [Chep2021-iac] CHEP2022??<o:p></o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
</div>
<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>
</div>
<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="
moz-do-not-send="true">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" moz-do-not-send="true">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" moz-do-not-send="true">Chep2021-iac@jlab.org</a><o:p></o:p></pre>
<pre><a href="https://mailman.jlab.org/mailman/listinfo/chep2021-iac" moz-do-not-send="true">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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<pre class="moz-signature" cols="72">--
Heidi Schellman
Head, Department of Physics
Oregon State University</pre>
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