[Eicpp_personnel] [EXTERNAL] EIC Team logistics for the CD-3A/Status Review

Fri Nov 10 13:16:10 EST 2023

Dear EIC CD-3A/Status Review Speakers and Contributors:

We are a few days away from the upcoming DOE/SC CD-3A/Status Review on November 14-16, 2023 at BNL. All presentations were posted on the review site<https://urldefense.proofpoint.com/v2/url?u=https-3A__brookhavenlab.sharepoint.com_sites_DOEOfficeofProjectAssessmentCD-2D3ALongLead-2DProcurement_Committee-2520Documents_Forms_AllItems.aspx&d=DwIGaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=uK_3Qf5tKZZEUDDNNCwBIhq8Jz3Rc0zFKZyZkZehvTc&m=LI5MHSuczJWsZL5kjHJJziYdDd1mQUyjpZzv6P0unUM7QAouOTUWxsb1wsGuSkT8&s=M-0lE-gmlEmuemQeUIUQdiikDxdzummnDHFnlG9WJxA&e= > Tuesday night. The logistics for this review will be almost an exact repeat of the Director’s Review in October. The main location for the review is at the Physics Bldg 510 Auditorium. On Day 1, the Plenary Session begins at 9:00 am ET in the Auditorium. The breakout session locations on Day 1 & Day 2 are in Bldg 510 and ITD Bldg 515. They are marked on the agenda. Do not worry too much about navigating to them. We have admins assigned to each breakout who will guide you to the rooms from the Plenary. A building map will be available upon check-in.  The review is intended to be in-person with hybrid participation available on a best effort basis. All EIC team members are welcome to join.

Schedule Highlights

  *   Tuesday, November 14
     *   Plenary Session starts at 9:00 am ET
     *   Group Photo outside of Bldg 510 at 10:30… look spiffy!
     *   Hosted Lunch at 11:55- pm-1:00 pm ET in Berkner Hall
     *   Breakout Sessions run from 3:05-4:30 pm ET
     *   Tentative EIC Team debrief at 5:30 in Berkner Hall
     *   Hosted Dinner at 6:10 pm ET
  *   Wednesday, November 15
     *   Tentative EIC Team run-through of Answers to Questions at 7:30-8:15 (location TBD)
     *   Answers to Questions Session at 8:30 am ET
     *   Breakout Sessions run from 9:45 am -4:00 pm ET (lunch break in between)
     *   Hosted lunch is at 12:00 -1:00 pm ET at Berkner Hall
  *   Thursday, November 16
     *   Closeout at 12:30 pm ET
     *   Optional tour at 1:30 pm ET of RHIC IR2 and STAR (Contacts: Elke Aschenauer and Joe Tuozzolo)
        *   Shuttle available
     *   Review Debrief for EIC Team at 2:45 pm ET
     *   Celebration for Ferdinand Willeke at Ruggeros at 5:00 pm ET
        *   Refer to Jennifer Wahl’s (jwahl at bnl.gov<mailto:jwahl at bnl.gov>)  invite for details.

General Reminders

  *   Please review the final agenda and (attached and posted) to familiarize yourselves with the schedule.
  *   Arrive early each day to allow sufficient time to get situated and seated.
  *   POCs, please notify your session admin if you expect to have any remote speakers.

  *   I think by now we all know this, but don’t ask questions yourself.  Save those for later. If you are called upon to respond to a question and you don’t know the answer, seek help from the rest of us.

  *   An IT tech and admin is assigned to each breakout to assist. Presentations will be preloaded on a presentation laptop in each room. If there are technical issues, stay calm, someone is there to help 😊
  *   It is important we keep talks running on time. POCs and admins, please be mindful of helping sessions to remain on schedule.
  *   Please check your email regularly. There are often last minute schedule changes or questions from the reviewers that will need to be communicated electronically.

Dress Code

  *   Business attire is the requested dress.  Traditional business attire may consist of a suit, tie, slacks, jacket, business shirt or blouse, and dressier shoes.

Meals

  *   Coffee, water, and refreshments will be provided each day for the EIC Team and Reviewers in the Bldg 510 Lounge
  *   Day 1 & Day 2 lunches will be hosted for the EIC Team and Reviewers at Berkner Hall
  *   Day 1 Dinner will be hosted for the EIC Team and Reviewers at Berkner Hall
  *   No lunch will be provided for the EIC Team on Day 3. There will be limited extras available for EIC Team Members who are required to stay to speak with reviewers.  Please prepare accordingly.

Points of Contact

  *   Plenary Session – Luisella Lari/ Admin Support- Mary Ellen Thelen
  *   SC1 -Sergei Nagaitsev/Admin Support-Dana Macciola
  *   SC-2 - Ferdinand Willeke/Admin Support- Waheeda Galioto
  *   SC3-Kevin Smith/Admin Support-Tammy Dellaiacono
  *   SC4-Rolf Ent & Elke Aschenauer/Admin Support- Anna Mendez
  *   SC5-Charlie Folz/Admin Support-Kris Schoefer
  *   SC6-Cathy Lavelle/Admin Support-Michelle Houston
  *   SC7-Luisella Lari/Admin Support-Mary Ellen Thelen
  *   Answers to Questions- Jim Fast/Admin Support- Sherry Thomas
  *   IT/SharePoint- Andrew Ferguson/Pete Gross
  *   Review Coordination-Alyssa Petrone
  *   Project Director-Jim Yeck

 See you soon!

Thanks,

Alyssa

Alyssa Petrone
Chief of Staff to the Associate Laboratory Director/Project Director

Electron-Ion Collider
Office: 631.344.7735
apetrone at bnl.gov<mailto:apetrone at bnl.gov>

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