Apr. 13, 2012

Local Organizing Committee• J. Yu and A. White: Joint chairs• C. Jackson UTA Pheno faculty• F. Olness from SMU• M. Jackymack: Secretariat• V. Reece: Web master• M. Sosebee: IT and wireless support

LCWS2012 LC Report 1

Apr. 13, 2012

Conference Web Page• www.lcws12.org• Plan to open for registration by 4/21/12• Accommodation, travel, recreation and visa pages available• Registration page being finalized

LCWS2012 LC Report 2

Apr. 13, 2012

• Conference Venue–Plenary sessions on Monday and Friday in Texas Hall–Reserved 14 rooms for parallel sessions in Univ.

Center• Three rooms used for lunch everyday so limited availability

– Blocked from 9am – 4pm

–One room of capacity 50 in Chemistry and Physics building plus 140 seat and 50 seat planetariums

• Lodging–Seven local hotels available on the web site–Participants self reserve–Conference rates: $79 - $109–Shuttles available

LCWS2012 LC Report 3

Apr. 13, 2012

• Social programs– Sunday, Oct. 21: Open for early registration (6 – 8pm) plus

mini-reception– Monday, Oct. 22: Conference reception– Thursday, Oct. 25: Conference Banquet

• Working with Cowboy stadium– Looking into a few additional, self-paid outings

• Texas Rangers World Series games• Cowboys Football games

• Organized companion programs– Campus tour plus planetarium show (minimal cost)

• Companions invited to the reception– Fort Worth Stock Yard– Outlet mall shopping– Cowboys stadium tour

LCWS2012 LC Report 4

Apr. 13, 2012

Funding Proposals and Registration Fee• Submitted proposals for funding to DOE & NSF

– DOE: For conference equipment rental and conference organization ~10k

– NSF: For 10 – 12 young physicist support ~ 8k• Need to form a committee to evaluation• Application page needs to be prepared

• Looking into bringing in more local sponsors• Registration

– Plan on opening online registration by 4/21/12– Include soon-to-be-finalized registration fee– Companion banquet, Organized companion program

options and feesLCWS2012 LC Report 5

Apr. 13, 2012

Conference Poster• Design completed• Need finalized

committee member names

• Printing and distribution through Fermilab conference office– Requires 6 weeks to

distribution

LCWS2012 LC Report 6

Apr. 13, 2012

• Invitation letters for US entry visa– The first invitation letter has been issued yesterday– Linked from the visa letter request page after the

completion of registration– Need to be issued as early as possible

• Formation of the program committee, working group conveners and their speaker selections critical

• Public outreach program– Contacted communicators, Maxine and others– A night of physics and music?

• A joint performance of music followed by an arousing physics lecture Wednesday?

• Charge public for this?

LCWS2012 LC Report 7