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Meeting type: General meeting, sessions cover topics included in the combined March and April APS meeting.
Meeting date: Ideally the second Thursday in November through noon on Saturday, but nearby dates may be considered.
Estimated attendance: 300
Sources of revenue: Registration fees. $10 of each registration fee is returned to SESAPS to fund student travel grants. The rest is retained by the host institution(s).
Other sources of support: Breaks sponsored by other organizations, vendor displays, and contributions by private companies and government agencies
Financial contribution of host: typically $5,000 to $10,000, the amount mainly depending on the cost of the conference facilities
Number of special rate hotel rooms to reserve: about 100 until mid-October
Meeting rooms requirements:
AV equipment requirements: All rooms should be equipped with USB flash-drive compatible computers and computer-screen projectors. Downloading all talks in a session before the session begins is highly recommended. Overhead projectors will need to be provided if requested well in advance by a speaker.
AV support: Experts available during sessions to respond immediately to AV problems
Registration fees: The APS will collect registration fees through on-line credit card payments. The local organizers will need to coordinate with the APS to obtain timely updates on the number and identify of registrants, and to obtain the funds they need to reserve venues, etc.
Duties of the Local Organizing Committee: The responsibilities of the local organizing committee include:
Duties of the Program Committee: In addition to the Local Organizing Committee, which will consist of people from the hosting institution(s), there is a Program Committee. The Program Committee is chaired by the SESAPS Chair-Elect and includes persons who agree to arrange one or more sessions of invited talks. Usually, several Program Committee members are from the hosting institution(s), to assure that the program highlights talks emphasizing local research strengths, and/or is of maximum interest to local physicists and their students.
In addition, there is often a slot in the program for an ‘open house' tour of local physics research facilities or a cultural outing (museums, art galleries or historical sites). Given that tours must explicitly be put into the program schedule, this aspect of the program requires close communication between the Program Committee Chair and local organizers. It usually takes a few iterations to get the tours integrated into what is often a very tight scientific program.
The Program Committee arranges all details associated with the meeting sessions (invited sessions, contributed sessions and poster sessions). This committee works with the American Physical Society (APS) to create the sessions and to sort the abstracts into the sessions. The chair of the Program Committee works closely with the Local Organizing Committee to handle the coordination of science sessions with meeting rooms and to make sure that the AV resources are consistent with the instructions given to the session chairs, e.g., whom to contact in the event of AV equipment failure during a session. Also, the Program Chair will sometimes ask the local committee to help with identifying session chairs.
Financial contributions by hosting institutions in recent years:
Year / Host Institution / Host Contribution / No. Participants
2001, Univ. of Virginia, $ 6,700
2003, UNC-Wilmington, $ 3,790
2004, Oak Ridge National Laboratory, $10,280
2005, Univ. of Florida, $ 4,000
2006, Wm & Mary and Jefferson Lab, $ 5,200
2009, Atlanta (hosts: Agnes Scott College, Emory University, Georgia Institute of Technology, Georgia State University, University of Georgia), 342
2010, Baton Rouge (host: LSU), 280
2011, Roanoke (host: Virginia Tech), $10,000, 292
These costs often do not include salaries of local institutional staff members and/or students who helped extensively with meeting arrangements and registration.