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Joint Annual meeting PaNOSC/ExPaNDS #53
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This is a summary of the meetings / conversations that have been taking place so far regarding the joint annual meeting: 5th call (06.04.2020)Thanks for today's meeting, here is the summarised record:
We didn't agree on a next meeting, I think we can aim for a next checkpoint at the end of W17? 4th call (23.03.2020)Following our talk with Nicoletta, Florian and Patrick, we agreed on the following: Here's the link to the shared document we'll use to further investigate the different speakers identified so far: We also agreed on keeping the other session of Monday pm high level, with an overview by the 2 coordinators and a focus on some achievements by the technical coordinator or relevant experts, but no systematic WP presentation. 3rd call (04.03.2020)Here is a quick summary, please comment if needed:
First day: 09.11.2020
Second day: 10.11.2020
Third day: 11.11.2020
A first draft programme will be distributed by Florian/Renata in the following weeks.
2nd call (Feb 2020)We agreed on the following:
Florian explained that:
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Summary of the following meetings: 6th call (23.04.2020)Here are the few notes from our earlier meeting, please comment whenever needed:
7th call (25.05.2020)
8th call (08.06.2020)The Clara Futura Hotel is likely to still be closed by the time of the annual meeting. Hotels in Prague will have to be considered instead.
9th call (15.06.2020)
10th call (26.06.2020)
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11th call (13.07.2020)Indico pages
Invitation letter to speakers
Promotional letter
Symposium programme
Programme of annual meeting
Collaboration agreement between DESY and ELI
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12th call (21.08.2020)The new structure of the annual meetingGiven the first answers to the survey on travel preferences (60% saying they wouldn't travel even if it is formally allowed out of 26 responses) and the current situation, it has been agreed that the event will be organized as an online event only, symposium and internal annual meeting alike. Considering this, the 2nd day which was intended for internal WP meetings can be left for each WP leader to decide when and with whom it should be held. This WP session is thus taken out of the event per se. The so-called 'wrap-up session' becomes then the central session of the internal all-hands meeting, with everyone presenting their achievements and roadmap to everyone else. To make it easier to follow online, we decided to spread this over 2 days. The updated agenda would then be:
Indico pages
Once updated, the registration link should be disseminated and people be encouraged to register already. Argument to motivate people: the registrants will be contacted before the event to prepare the EOSC session so last minute registrants will not be able to have their say. Plus, the number of registrants will not be limited but if we're more than 300, the last registrants will only have access to the live broadcast. Letter to speakers
Announcements
Costs shared between DESY and ELIAs no extra costs, apart from a potential online conferencing tool (which will disappear if we agree on Zoom), are foreseen, the agreement about the cost sharing between DESY and ELI is no longer necessary. |
31.08.2020 callWith Andy, Patrick, Renata and Sophie we rapidly discussed and finally decided to join the 2 Indico pages to make things easier (for everyone except Renata!). The 1st day's sessions will get a 'PUBLIC SESSION' label and the 2nd and 3rd days sessions will get an 'INTERNAL SESSION' label. The registration page will have 2 options: first day only or all three days. As soon as we all agree on the changes (Renata and Andy will work on the page today) we can start the promotion, as discussed earlier. Next call will be on the 21.09.2020 at 11am CEST In the ExPaNDS room. Hopefully we'll have promoted the event by then and sent the letters to speakers so we can start discussing the content of the first day, starting with the coordinator's session. |
21.09.2020 callConnection details/live streaming
User meeting program: “WP status and roadmap” – day 2 and day 3It was agreed that:
NB: order of the sessions still TBD.
The respective PEB/PMC will then be used to follow-up on this and refine the agenda with WP leaders. Joint EB/CB meetingThe possible joint CB/EB meeting would be on Wednesday afternoon so the boards can have the overview of the work done and roadmap before. Possible topics like "EOSC from a national perspective" or "How to reach users" were discussed.
AnnouncementsNicoletta adjusted the promotional messages with final feedback from Patrick & Andy.
See previous minutes for dissemination list.
Next meetingsOne of the topics for next meeting: how we collect thoughts from registrants. |
29.09.2020 callDissemination - checked
Follow-up:
RegistrationSo far we have 59 registrants, and out of that 18 has registered only to the first day (Symposium), and 41 has registered to all days. Programme for day 2 and day 3Sophie presented a new structure of these two days. It is anticipated that there will be 9 sessions (each session will last approximately 40 min, 20 min for presentation and 20 min for discussion, with the exception of PaNOSC WP5 who has no sister WP and thus only 30 min), and one 30-minutes wrap-up session at the end. This extends the schedule to 13:00 for both mornings. Follow up:
Join EB/CB meeting
Letters to speakers
Email to WP leadersThe email has been prepared by Sophie and Florian, and will be updated taking in account the following inputs:
Next meeting on 5th OctoberAll to think who can moderate 2nd and 3rd session of day 1, and think of questions for the EOSC panel session. |
The annual meeting for 2020 was successfully completed and therefore this issue is no longer required. |
It has been agreed that a joint PaNOSC/ExPaNDS annual meeting is desirable and a possible range of dates suggested: 19/10/2020 to 01/11/2020.
As per PMC 29/01/2019:
It is required to
1. Confirm exact dates
2. Confirm maximum number of attendees
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