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2011 Joint CEDAR-GEM Workshop

26 June to 01 July 2011

Santa Fe Convention Center, Santa Fe, NM

This is a draft of ideas for the 2011 joint CEDAR-GEM Workshop, and thus will be altered and changed as we organize this workshop together for our two communities.

Joint Science Steering Committee

• CEDAR members appointed at the Oct 2009 CSSC meeting in DC: John Foster, Tim Fuller-Rowell, and Mike Ruohoniemi (GEM liaison)
• GEM members: ??

Agenda

• Agenda (26 June Sunday Student Workshops, end 01 July Friday ~1 PM)

Poster Sessions (abstracts due Friday 20? May)

• MLT/CEDAR Poster Session (usually 4-7 PM?)
• Joint ITM CEDAR-GEM Poster Session
• Magnetotail/GEM poster Session (usually 7-9 PM?)
• Others?

Individual Workshops

• CEDAR and Joint CEDAR/GEM Workshop conveners please submit descriptions of your workshops on-line - due Friday 11? March 2011
• GEM Workshops will be organized and proposed differently
• Guidelines for CEDAR Workshop Conveners

General Information

• Link to CEDAR Workshop Traditions - Poster Guidelines (4x4ft etc), Student Poster Competition, Prize Lecture, Distinguished Lecture, Tutorials, CSSC, privacy policy, etc
• Register: (Students free? Friday 13? May, Regular $375-$400? Friday 3? June)
• Contacts
• Deadlines
• 2011 Workshop:Student_Information (Including shuttle information from Albuquerque airport to Santa Fe)
  • CEDAR 2011 Student Biographies
• Accommodations: 245 non-student (ns) rooms at $139/night+tax (145 CEDAR + 100 GEM); Student rooms (S) paid by CEDAR (C) and GEM (G): double rooms (S2) at $89/night+tax and triple rooms (S3) at $139/night+tax for 64 GEM students and 136 CEDAR students. The following proportions of ns and S@ and S3 rooms per hotel are not fixed yet in contracts but are estimates.
  • Eldorado Hotel 125 rooms: 115 ns (70C+45G) + 10 S2 (7C+3G)
  • Hilton Hotel 75 rooms: 60 ns (35C+25G) + 5 S2 (3C+2G) + 10 S3 (7C+3G)
  • La Fonda Hotel 90 rooms: 70 ns (40C+30G) + 10 S2 (7C+3G) + 20 S3 (13C+7G)
  • Inn of the Governors 30 S2 rooms (21C+9G)
• Extra Curricular

Issues

• Resolved: students and non-students are in hotels (no Fort Marcy Suites), and are distributed according to numbers within each community. (See accommodations above.)
• Need to form joint committee(s?) to coordinate sessions, topics, speakers, etc.
• Time of poster sessions should be coordinated/blended?: GEM 7-9 PM (after dinner pretzels), CEDAR 4-7 PM (reception food)
• CEDAR does not want the Wednesday night expensive banquet that GEM would like
  • suggestion to increase the CEDAR fees to cover the banquet not popular (~$75pp with overhead * 350 = $26,2560 more needed in CEDAR budget, and already want ~$205K in 2011 compared to $180 K in 2010 budget or +$35K. May not be needed if have a carry-over.)
• Registration fees need to be the same.
  • GEM 2009, 215 participants, 61 students not charged, 154 non-students charged $375 full time, $260 3-days w beginning/end date Wed with banquet (~$50), late fee $75, companion $160
  • CEDAR 2009 spent ~$165K from NSF for 5-days (1 day short saved ~$20-25K/day), 354 participants, 138 students (most US charged $200/$100 grad/undergrad), 216 non-students charged $125 (1-day), $200 (post-doc/retired), $225 (2-day), $350 (regular); late fee $50. Student fees provide ~$20K, and increasing the fees from $350 to $375 and late fee from $50 to $75 gains ~$5K or $15K short of the income from student fees. We have needed the student fee income for our years at Santa Fe where we had 6 days of meetings from Sunday through Friday.
  • 2011 costs are anticipated to be ~$190K if fees are like 2009 for 1 extra day plus new meeting space. If fees are the same as GEM (free to students, and increase late and regular fees), would need ~$205K from NSF. This may not be needed if the carryover from no taxes on participant food and lodging in 2008 in Zermatt, Utah (~$50K) is still around. We kept this carry-over in 2009 and added another ~$5K with 1 day short in spite of threats to have the carry-over completely eliminated with higher air fares. We hope to keep the carry-over in Boulder in 2010 with Sun-Fri for an estimated $175-180K meeting which (should be) covered with the NSF grant expected of $175K(?). Thus, we could eliminate student fees for 2011 in compliance with GEM practice, assuming we get ~$180K from NSF for 2011. Depending on our next venues, we may be able to go back to no student registration fees (Hurray!), but probably not if we keep to 6 days in Santa Fe at $180K from NSF per meeting.
  • Discuss where you want to be in 2012 - Santa Fe? Susan has looked at a number of places (Boston, Madison, Chicago, Chesapeake Bay, ?), and the costs were all more than in Utah, Boulder, or even Santa Fe. We could postpone this discussion of 2012 locale until after the Boulder meeting in 2010 in case people really like Boulder.