IBIC-­‐Guidelines	  Version	  V0	  	  	  27-­‐Apr-­‐12	  IBIC	  Program	  Committee	  edit	  by	  Kay	  Wittenburg	  	  	  IBIC-­‐Guidelines	  Version V0, 27 April 2012by K. WittenburgForeword: On BIW12 we arranged a meeting of the BIW12 Program Committee together withthe future chairs of IBIC (T. Mitsuhashi, IBIC12; C. Thomas (substitution of G. Rehm), IBIC13;J. Sebek and S. Smith, IBIC14) and past chairs of BIW12 (K. Jordan) and DIPAC11 (K.
Wittenburg) to discuss our visions of IBIC. We came to the conclusion that it will be helpful tohave a summary of our common senses about the IBIC series, which can serve as a writtenguideline for future IBICs. It is not intended as a formal bylaw but it should help to form ahomogeneous series of IBICs around the regions. These guidelines do not discuss a complete setof topics, therefore each IBIC Program Committee (PC) is ask to add further important topicsinto this document and to distribute it to all IBIC PCs.
Table of contents
1.	  

Schedule of IBICs:............................................................................................................................... 2	  2.	  

Selection of host................................................................................................................................... 2	  3.	  

Committee members / Regional balance.............................................................................................. 2	  4.	  

Length of IBIC..................................................................................................................................... 2	  5.	  

Proceedings.......................................................................................................................................... 2	  6.	  

Common IBIC Info Website ................................................................................................................ 3	  7.	  

IBIC coordination with IPAC .............................................................................................................. 3	  8.	  

Invited talk of past IBIC, presentation of future IBICs ........................................................................ 3	  9.	  

Regional flavor of IBICs...................................................................................................................... 3	  10.	  

"Steering" meeting ........................................................................................................................... 3	  11.	  

Fee ................................................................................................................................................... 3	  12.	  

Faraday cup...................................................................................................................................... 3	  	  1	  	  

	  1. Schedule of IBICs:The future host of IBIC should be decided about 3 years in advance. Its chair should give a shortpresentation of the intended venue on each of the following IBICs.
The following rhythm will apply for IBIC:2012: 1st IBIC in Asia (Host: KEK)2013: 2nd IBIC in Europe (Host: Diamond)2014: 3rd IBIC in USA (Host: SLAC)2015: 4th IBIC in Asia2016: 5th IBIC in Europe (Host: ALBA)2017: 6th IBIC in USA
etc.
circling with this rhythm around the three region.
2. Selection of hostThe selection of the future host within a region should be done by the regional ProgramCommittee (practice at BIW and DIPAC).
3. Committee members / Regional balanceThe IBIC chairs of the last and next IBIC are automatically members of the present IBIC PC;this implies already one PC-member from each other region. No more automatic additions to thePC are foreseen; each chair should be able to invite his favorites. This means also, that formerPC members are not automatically members of new PCs. It is also expected, that the chair willtake care of an appropriate regional balance of members in his PC.
4. Length of IBICThe length of IBIC should last minimum 3 days (+ visit of local institute, if possible). Each PCcan decide the individual duration of its IBIC, but not less than 3 days.
5. ProceedingsIBIC should be a JACoW conference (practice now at DIPAC and BIW). Therefore all reportswill be available through the JACoW website. A certain amount of per diem has to be foreseen inthe IBIC budget	  for the required JACoW editors. The talks and posters should also be available,in general through the local IBIC web page. In general, no printed proceedings are foreseen butthe compiled proceedings file should be available through the local web page. The page limit forthe reports should be around 5 pages for posters and contributed talks, invited talks might have alittle more pages while, tutorials are unlimited in the number of pages (expecting that no one willwrite a complete book).

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  6. Common IBIC Info WebsiteIt was very welcomed on the meeting that T. Mitsuhashi and the IBIC12 LOC will create andmaintain (!) a common IBIC website. This website should be the place for all IBIC abstractbooklets and final proceedings, news, winners, announcements … If possible old BIW andDIPAC information might find theirs home here as well.
7. IBIC coordination with IPACIt was agreed to have IBIC always within a common season. It is proposed to have IBIC alwaysaround fall, trying to avoid a time-conflict with IPAC.
8. Invited talk of past IBIC, presentation of future IBICsIt is common sense that the last chair of IBIC will give an invited talk about the highlights of thelast IBIC and that the next three future IBICs will be announced at the conference by theirschairs.
9. Regional flavor of IBICs• There must be no parallel sessions on all IBICs.
• US - IBIC with tutorials• E - IBIC with topical blocks (should not exclude tutorials)• A - IBIC with tutorials• IBIC should have in general a focus on continuous education.
10. "Steering" meetingDuring the meeting it was doubtful if IBIC will need a permanent steering committee. It isproposed to create such a committee on demand, which should have the rights to make generaldecisions in case of problems. No rules how to create this committee were suggested, this shouldbe added by a future IBIC PC.
11. FeeIBIC should have a fixed registration fee (defined by the LOC). There must be no fee options onregistration for single days. A student reduction of the fee should be applied.
12. Faraday cupIt is common sense that we like to keep a diagnostics award which should be awarded everysecond year (practice now) with the option not to award it. Awarding should continue at thesecond IBIC 2013 at SLAC. (UA-E-U-A-E-U-A-E-U-A-E-U-A...) => X = region of IBIC award.
The award should continue with a value of 6000 US $ with no travel grants and no per Diem(practice now). The value and the prize should be shared by industry exhibitors by adding acertain value on top of the industry fee (this procedure has to be checked within the Asia3	  	  committee). It is preferred to keep the name of the award “Faraday Cup” if BERGOZ allowsthis; IBIC14 chair (S. Smith, J. Sebek) will ask BERGOZ. The chair will also clarify withBergoz how to proceed with the Faraday Cup website. It is foreseen to start the transition nowwith a final decision of the future award procedure to be made within 2012 by IBIC14 PC.

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