LOC meeting 12 October 2015 for FCC Week 2016

Items

• Internet connection• Visit to Sistine Chapel and Bus• Webcast• Material & van for transportation• Poster panels • Personnel • Guided Tour• Funds: INFN and Sapienza , Sponsorships

Internet connection• The hotel now provides 50Mb/s• test made, it corresponds (40 Mb/s in upload and 30

Mb/s in download);• The hotel will extent the connection up to a 100 Mb/s

by April (for free to us)• extension up to 200 Mb/s: – cost 10-12kE– with Garr: 18kE + IVA

• more from Biagio

Visit to Sistine Chapel• 6 pm April 12th: at the moment it is not

available (booked but not confirmed) by next Friday (17/10) we can check availability

• We Booked Friday April 15th (but confirmed only with a deposit of €2200 by Oct. 23rd)( -> not useful day for us)

(B. Di Micco can add more)

Bus from hotel to Sistine Chapel• 50 seats: €220 one way (to go)• 19 seats: €170 one way (to go)

Video Broadcast• SD System (not HD) available in Frascati, can be

used and our technician (Gianni Di Giovanni) that provides LNF webcasting could mount the system and operate it, if needed.

• Roma1 might have some material, to check specs

We are doing our best to find audiovideo and support in-house Assistance needed: can be found inside INFN?

JG: CERN has 2 offers, the best for 14-15 kEUR. CERN will ask for a revised offer without permanent on-site assistance of 2 people. We would like to sac the Local Organising Committee to also ask for an offer (see attached offer)

Material• computer with monitor 50” : available in Roma3 (its status needs a check)• 2 computers with 2 monitor 50”: available in

Sapienza• also LNF and Tor Vergata has something

Van for Material Transportation• Frascati has a van for transportation: I

already booked it for the FCCW. • Possibility of using it also from Sapienza,

Roma3 and TorV.

Panels for Posters

• 90 panels available (from: Sapienza, Roma3 and Frascati)

• Panels from LNF stay in the van, check already done. Check needed for the Sapienza and Roma 3 ones.

Personnel • Secretariat: 1 from LNF, 1 from Roma3• Technicians:– 1 from Sapienza (audiovideo)– 1 from LNF (webcast and audiovideo, if needed)– 2 from Roma 3 ( ? )

• Photographer from Frascati• 4 Scientific sectretaries (students to be shared):– 1 from each univ. + LNF

possibility of extra help for mounting panels of 2 persons that collaborate with LNF (to be paid)

proposal: possibility for students from Rome to pay reduced fees to attend the conf.

Guided Tourto be done during the week (by companions for example ) to be booked separately• Jubilee Year, Vatican can be crowded, two

weeks after Easter.. maybe booking should be done in advance wrt conf. week

• two guides contacted (see GuidedTour.pdf, sorry, in Italian, will translate it!)

Funds• Goal: maximize the INFN fundings. Target:

25kE. We are working on this.• Sapienza: by October we should have an

answer

Sponsorships• Big one for Public event:we contacted the HQ, they should work for it..?

Patrocinio Presidenza Repubblica/ Consiglio: I have a contact, but need to talk with INFN HQ to agree an action

Public Event (Palladium)

• Booking done, waiting for approval by university