**Minutes of the 2^nd^ BIW08 Program Committee Meeting**

**Granlibakken Conference Center**

**Tahoe City, CA**

**November 12, 2007**

**Report from BIW06 (J. Zagel)**

-   Jim's report is attached for your reference.

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-   People loved the tutorials

    -   Some want more specific, advanced information.

-   3 ½ days is about right

    -   Some complain about the last day about being a half day.

-   Target is Engineers, as it is an engineering workshop.

-   People like not being at the host lab.

-   Wireless should be free at the hotel.

    -   Negotiate and include in workshop fee?

-   Discussions

    -   Discussion leader to make the discussion more efficient.

    -   About 10 people per group.

        -   4-6 too few

        -   Moderator is a must.

    -   Should have a review of the discussion topics at a closeout
        session.

-   Survey

    -   About half responded.

    -   Discussion session is always mediocre.

-   Focus of this workshop is to help people who are building
    instruments.

    -   Real measurements and not theory.

**Status of the BIW08 Organization (F. Sannibale)**

-   Attendees list (see Fernando's presentation)

-   Achieved Milestones

    -   The workshop is formally authorized by DOE.

    -   Contract signed with Granlibakken, the workshop venue.

    -   BIW is formally a JaCoW conference.

    -   \$12K received from DOE Office of High Energy Physics for the
        publication of the workshop proceedings.

-   Web Site

    -   Is ready for release.

    -   Abstract upload ready January '08.

    -   On line workshop registration ready beginning of next year.

    -   Lodging reservation available at the hotel web site at least one
        month before the related deadline.

-   Poster

    -   \~ 250 copies will be mailed by the end of November.

    -   A pdf version will be downloadable from the web page.

    -   Suggestion to merge with LLRF workshop mailing list from Mark
        Champion (FNAL).

        -   DIPAC list has already been received and merged with BIW
            list.

-   Hotel Cost and Registration Fee

    -   The hotel will guarantee 135 rooms up to April 14.

        -   We are not committed to the 135 rooms.

        -   They include \~45 regular rooms (typical hotel room) and
            \~90 "executive" or "studio" units (larger).

            -   All of the regular rooms will be used.

            -   The larger units will be assigned on a first-come,
                first-served basis according to the workshop
                registration date.

    -   Granlibakken daily package per attendee costs

        -   \$213.50 for standard room and \$256.80 for the executive
            ones.

            -   Attendees will be charged the CONUS rate for the lodging
                and meals

                -   \$101 (plus 20% tax) and \$59 meals

                    -   Total of \$192 (tax included)

            -   Companions will be charged a \$50/day fee

                -   Includes lodging (same room of the attendee) and
                    full board.

    -   The workshop cost is compatible with an "early" registration fee
        of \$350/attendee (same as BIW06) and "late" registration fee of
        \$400/attendee.

**Student Grants**

-   Traditionally, we have not had grants for students.

-   Herman suggested that we have grants available.

    -   A possible grant would include all costs (travel and reg. fee
        waiver).

        -   \~ \$2K per student.

-   It was motioned and seconded to evaluate the possibility of having
    student grants.

-   Fernando proposes to evaluate the budget and will email several
    grant options for students.

**Vendor Contribution Fee**

-   According to DOE regulations, banquet, reception and any other
    "social" event are "unallowable" expenses and cannot be paid using
    the workshop account.

    -   The funds for these activities must come from vendor
        contributions.

-   Proposed vendor contribution fee: \$500.

    -   Includes the \$350 full workshop package for one person

    -   \$150 for Exhibition fee.

        -   Exhibition fee includes skirted table, two chairs and AC
            power.

        -   For any additional members from the same company, the vendor
            contribution fee is \$150/member for the full workshop
            package.

-   Vendors have been emailed to see if they would be interested in
    participating in the workshop.

    -   So far, we have nine interested vendors.

    -   Julien Bergoz from Bergoz, Inc. responded that \$500 fee is too
        large.

    -   Small companies have limited budgets.

    -   Email list of \~60 vendors.

-   It was agreed to have a possible vendor fee of up to \$750.

    -   An additional member will not be charged an additional fee (two
        company members included for one fee).

-   LANL likes having a lot of vendors.

-   For vendors who have special contributions, we can have poster
    boards or signs acknowledging their sponsorship.

-   Suggestion to talk with local big vendor (National Instruments).

-   Hamamatsu should have a sponsorship.

-   Jonah Weber is on the LOC and is contacting the vendors.

-   List the vendors in abstract booklet.

    -   Joy to double check with Lab policy if a "vendor abstract" is
        allowed.

**Workshop Banquet and Reception**

-   Banquet cost: \$8,000-\$12,000

-   Reception cost: \$1,500

    -   Total \$9,500-\$13,500

-   Projected unallowable funds

    -   BIW06 \$2,500

    -   GMW sponsorship: \$1,000

    -   9 Attending companies: \$4,500

        -   Funds for exhibitor's fee should be deducted (\$120/vendor).

    -   Total: \$8,000

-   \$35-\$50 banquet fee, depending on vendors' attendance and
    sponsorship.

    -   \$36 CONUS rate for dinner.

    -   \$35 maximum fee for banquet fee was approved.

    -   Companion fee would be the same.

    -   The fee would have to include the bus fee.

        -   Approximately 3 buses.

**Proceedings**

-   BIW08 and future BIWs will have proceedings published on JaCoW

-   BIW08 will also publish a (non-AIP) printed version

-   A CD version of the proceedings that will be both mailed free of
    charge to attendees.

-   JaCoW requires the use of their (PAC-like) templates and format.

-   The committee decided the maximum number of pages per contribution
    (PAC, double-column pages):

    -   10 pages for invited

    -   5 pages for contributed

    -   No limit for tutorials and Faraday Cup Award paper

-   Agreement to have printed proceedings without CDs unless the CD is
    included at a reasonably small cost.

**Discussion Groups**

-   At BIW04 and 06 the discussion groups were organized into small six
    to eight participant groups.

    -   There were three half-hour sessions with each registrant
        assigned to three different topics.

-   DIPAC had groups of 30-participant/group.

-   Suggestions

    -   Having coffee breaks and lunch extended to encourage informal
        discussions and to remove the discussion sessions.

    -   Having discussion leaders well-prepared to coordinate the
        discussion sessions.

    -   Having time to solicit questions after each session instead of
        having a discussion group session.

    -   Three parallel sessions with moderators with 30
        participants/group on one topic

-   Decisions

    -   It was decided to stay with the BIW04 and 06 format.

**Program Committee Composition**

-   Kevin Jordan is the new JLab member replacing Arne Freyberger.

    -   Thanks to Arne and welcome Kevin.

-   Hermann Schmickler communicated his intention of leaving the Program
    Committee and proposed Rhodri Jones as the new CERN representative.

    -   It was approved to invite Rhodri Jones as the new committee
        member.

-   Approval to have an Asian committee representative.

    -   Mitsuhashi (KEK) is a candidate.

    -   Search for additional candidates still open.

**Miscellaneous**

-   Faraday Cup Award commemorative paper

    -   The purpose is to encourage more publicity, visibility and
        participation.

        -   Explaining why the award is important to the community.

    -   Bob Webber was proposed as a possible author.

        -   He is very busy, so he asked Richard Witkover who declined.

        -   He asked Gary Smith (BNL retiree), who will not be the
            author.

-   Faraday Cup Award

    -   Suggestion to have a special recognition to Julien at the
        banquet.

    -   Hermann suggested to not have an article in the CERN Courier, as
        DIPAC decided not to accept award money from Bergoz, Inc.

    -   Julien also offers partial support for the winner's travel
        expenses.

    -   Suggestion for the Program Committee to meet with Julien at the
        May Workshop to decide on how to proceed.

**Workshop Program and Agenda**

-   Move Faraday Cup Award on Monday first item in the program

-   On a daily basis, try to have invited and contributed talks grouped
    together by argument.

-   Proposed Tutorials

    -   See attached table.

-   Invited Talks

    -   See attached table.

**Giveaways**

-   We will be having memory sticks with the abstracts in them.

-   No fancy bags or folders.

-   Try to find additional gadgets (pointers, ...).

**Hands-on Demos**

-   Try to have hands-on demos.

-   How to program an FPGA interface (done at BIW06).

**Video of Tutorials**

-   Jim proposed to have video capturing of the tutorials.

-   JaCoW also saves the Powerpoint presentations.

    -   They will be available to non-participants as well.

    -   The majority of the committee thinks that this is enough and
        that video capturing can be expensive.

**Venues for BIW10**

-   Suggestions for hosting institution(s):

    -   First choice: LANL

        -   Doug to ask LANL management and will get a response in a few
            weeks.

            -   He will email the committee.

    -   Second choice: JLab

**Memorial for Coles**

-   Fernando to include in the opening remarks that the workshop will be
    dedicated to him.

    -   One slide with his picture.

**Computers**

-   There will be a room with a few computers for participants who do
    not bring laptops.

-   The computers will be networked to the printer.

**LCD Projector**

-   Check the quality of the projector for the plenary session.

    -   The projector in the Program Committee Meeting was dim.

**Laptops during Plenary Session**

-   The committee agreed to not allow laptops during the plenary
    session.

-   Make an announcement each morning about not using laptops and cell
    phones.

**Talks on the Web**

-   Talks will be uploaded to the web.

-   Word and LaTeX are allowed on JaCoW.

    -   Fernando to double-check with our LBNL JaCoW editor, who will
        have the final word on accepting LaTeX submissions.

**Proceedings**

-   Papers were edited at BIW06 before the workshop was adjourned.