Board meeting - 28 May 2019
Present: Arnaud, Christophe, Christian, Yvonne, Joakim, Chad
* The minutes of the last meeting are approved.
* Justeringsperson = Joakim
* Partikeldagarna in Linköping 2-3 October, together with Physics Days:
oo Indico page under construction: https://indico.cern.ch/event/813935/overview
oo Notes from the meeting with LiU colleagues below:
* The plenary speakers are scheduled on October 3rd 13-15 so the Partikeldagarna’s invited speakers have been asked to talk 11-12 (Yasmine) and 15.30-16.30 (Stefano). They were asked to register to Fysikdagarna and will also register to Partikeldagarna when open.
—> Action items:
- Caroline will check that LiU can pay 2 hotel nights per speaker and make the booking directly,
- Arnaud will make the travel arrangements for the two speakers.
* Partikeldagarna will start at 10AM on 2/10 with registration+fika (sandwich+tea/coffee) and go until 6.30PM on that day, hence we also need fika for the afternoon session at 4PM (pastries+tea/coffee). The Planck room is booked for us, at 575 SEK per hour. It is included in the fee for the Thursday sessions. We are likely to have a European Strategy Update meeting on 4/10 afternoon so would need either Planck or an alternative (internal?) room fitting 40-50 people for that half-day as well + possibly some fika depending on the length of the session.
—> Action items:
- LiU will provide the final price for the fika,
- LiU will investigate the room booking for 4/10 afternoon,
- Arnaud will confirm the afternoon session of 4/10 as soon as possible,
- LiU will check that the video-conference system in Planck works well.
* Lunches are not included in the fee but there are restaurants around. For 4/10, people going to Norrköping will be provided a small packed lunch, however for those of us staying in Linköping for the European Strategy Update meeting, we will go to a local restaurant.
* The dinner on Thursday is included in the Fysikdagar fee, we will also have a dinner for our section on Wednesday, with the option to opt out when registering to Partikeldagarna.
—> Action item:
- LiU will provide a list of restaurants for up to 80 guests.
* Participants to Partikeldagarna will have to register twice: once to Fysikdagarna without paying, once to Partikeldagarna and we will handle the whole fee, then we will pay back the Fysikdagar fees and meeting rooms + fika to LiU, possibly with several invoices.
—> Action items:
- LiU will investigate if we can make payments internally via SFS to avoid any kind of overhead,
- Arnaud/Riccardo/Christian will provide the list of participants at Partikeldagarna for book-keeping and information about allergies and dietary restrictions in case they were not included in the registration of Fysikdagarna.
oo Abstract deadline moved to September 1st.
oo Check again if there will be a poster session for Fysikdagarna (Arnaud).
oo Registration: we could start at 9.30AM, Arnaud + Christian can be there the night before to ensure smooth registration, maybe a couple of other board members, to be confirmed. Please volunteer!
* Election of the next board at Partikeldagarna:
- Arnaud, Roman, Chad and Yvonne will step down at the end of 2019. Christophe and Joakim have indicated that they will not have time to continue for a second mandate.
- Do we want to go back to 8 members? YES. We need to elect 5 members.
- Linnaeus University may have a new associate professor soon (2020) so we need to make sure that this university does not get forgotten!
- We need to assign a valberedning. Arnaud’s suggestion: Sara Strandberg and Johan Rathsman. No objection from the board.
- A draft mail will be sent to the board by Arnaud first.
* Next meeting, probably late August.
