Report from IPAC’10 LOC
M. Fukuda, K. Furukawa, S. Hayashi, Y. Hayashi, R. Kato, T. Kii,
E. Kikutani, T. Kosuge, A. Mizuno, Y. Nagashio, E. Nakamura,
A. Noda, K. Oide, T. Shirai, A. Shirakawa, H. Souda
IPAC’10 Local Organizing Committee
August 30, 2010

Abstract
The First International Particle Accelerator Conference, IPAC’10, was held on Sunday,
May 23 through Friday, May 28 in 2010 at Kyoto International Conference Center (KICC).
This is a collection of reports on various aspects of IPAC’10 by the members of IPAC’10
Local Organizing Committee (LOC). The topics are ordered roughly in time.We hope thisreport will provide some information and experience to help future IPAC conferences.

1

Contents
1 Local Organizing Committee: T. Shirai

32 Web Page Preparation: K. Furukawa and E. Nakamura

3

3 SPMS Server: T. Kosuge

44 Scientific Program Committee: A. Noda

4

5 Visa and Grant: Y. Hayashi
5.1 Providing Visas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2 Student Grant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

6666 Registration: H. Souda, K. Furukawa, Y. Hayashi, T. Kosuge
7
6.1 Registration via SPMS and KNT . . . . . . . . . . . . . . . . . . . . . . . . . 7
6.2 On-Site Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
6.3 Accommodations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
7 Session Management: A. Mizuno

11

8 Presentation Management: T. Kosuge

12

9 Poster Session: R. Kato
12
9.1 Student Poster Session (May 23) . . . . . . . . . . . . . . . . . . . . . . . . . 12
9.2 Poster Sessions (May 24 – 27) . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
10 Industrial Exhibition: S. Hayashi and E. Kikutani
10.1 Overview of Industrial Exhibition . . . . . . . . . . . . . . . . . . . . . . . . .
10.2 Inviting activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
10.3 Exhibition Space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
10.4 Exhibition Fee etc. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

13
13
14
14
14

11 IT & JACoW: A. Shirakawa
11.1 Computers and Printers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
11.2 Network at the Conference Venue . . . . . . . . . . . . . . . . . . . . . . . . .
11.3 Proceedings Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
11.4 History of Paper Submission . . . . . . . . . . . . . . . . . . . . . . . . . . . .

15
15
16
16
17

12 Logistics for Coffee Break, etc.: Y. Nagashio
12.1 Coffee Break . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
12.2 Beverages and sweets for JACoW team . . . . . . . . . . . . . . . . . . . . .
12.3 Items for registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

17
17
18
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13 Hospitality: T. Kii
13.1 Get-Together Reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
13.2 Coffee Break . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
13.3 Chairman’s Reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
13.4 Banquet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

18
18
18
19
19

14 Laboratoty Tour: M. Fukuda
14.1 Courses and participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
14.2 Registration and payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
14.3 Changes and cancellations . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

19
20
22
22

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1

Local Organizing Committee: T. Shirai

The LOC of IPAC10 consists of Advisory Board and Executive Board. The former gave
advices to the latter about practical operation of conference. The members of Executive
Board and support stuff were 20 researchers and 8 secretaries. The roles of secretaries
were scientific secretary (Christine Petit-Jean-Genaz, CERN), local secretary (Y. Hayashi,
KEK), industrial exhibition secretary (S. Hayashi, WORDS Pub. House), web designer(E. Nakamura, KEK), various arrangement (Y. Nagashio, KEK), social program management (M. Takemon, Kyoto U.), registration and VISA support (Y. Tomita, KEK), credit
card and bank transfer transaction (H. Azuma, Kinki Nippon Tourist, Co., Ltd.: KNT ).
The researchers in the Executive Board shared the roles of the conference such as a presentation manager (T. Kosuge, KEK), oral session managers (K. Furukawa, KEK, O. Kamigaito, RIKEN, M. Fukuda, RCNP, A. Mizuno, JASRI/SPring-8), poster session managers(R. Kato, J. Yang, Osaka U.), a social program manager (T. Kii, Kyoto U.), an industrial
exhibition manager (E. Kikutani, KEK), a JACOW editor (A. Shirakawa, KEK), a SPMS
manager (T. Kosuge), a registration manager (H. Souda, Kyoto U.), publicity managers(A. Mizuno, K. Masuda, A. Noda, Kyoto U.), a financing manager (T. Shirai, NIRS), a website manager (K. Furukawa). laboratory tour managers (M. Fukuda, T. Inagaki, RIKEN),
and conference items (H. Tongu, A. Noda, Kyoto U.).

2

Web Page Preparation: K. Furukawa and E. Nakamura

The web page http://ipac10.org/ was published just before the PAC09 conference inApril 2009 when the first conference poster was distributed. The web site was based on the
EPAC08’s Wiki framework, which was kindly provided by Stefano Deiuri of Elettra.
The web site information was sent to about 20 scientific institutes and organizations in
September 2009 to make the site appearance at the top in the search engines. The Twitter
service was also utilized later to inform the event. The access counts to the web site in
March, April and May 2010 were 346,002, 464,092, and 1,251,770, respectively.
The Wiki (Pmwiki) server was arranged on KEK’s internal server in order not to expose
all the interactive features on to the public Internet. The external server of ipac10.org wasprovided as a virtualhost service on an existing server, www-linac.kek.jp. The web contents
were automatically transferred from the internal server to the external server as html files.
As we ask contributors outside of KEK to apply to KEK’s VPN accounts, they could update
the contents even from outside of KEK. For some contributors who didn’t use Wiki features,
we receive the web contents via emails and we put them on to the server.
Pmwiki software was very flexible, and sometimes we modified the behavior adding
PHP scripts. Some of the mechanisms prepared for EPAC08 by Stefano worked. However,some others did not work mainly because the SPMS software changed. In some automatic
scripts, we had to put the SPMS password in order to extract information out of SPMS
server, spms.kek.jp, while the password was not necessary two years ago. This should be
examined.
Nevertheless, some statistical plots, the list of registrations, and the scientific programcontents including abstracts were generated automatically based on the SPMS server every hour in order to meet frequent modifications to the database. While we wanted to
add cleaner statistical plots to the web, such statistical information was not publicly available or was only partially available on the SPMS server. This can be improved in the future.
The domain name ipac10.org is allocated until 2018 in order to preserve the conference
information.

3

The following is not directly the web page issue. In the scientific program schedule page,
it was very helpful for the participants to have posters arranged by projects. However, theroom name parts the session names were sometimes one character (A, D, E) and sometimes
two characters (MH, EA, EB, EC), which was slightly confusing.

3

SPMS Server: T. Kosuge

The SPMS server at Asian Regional Support Center was installed at KEK in autumn 2008
aiming at IPAC’10 as the first large target. It consists of two computers as follows:

Table 1: SPMS Servers at Asian Regional Support Center
SPMS DB Server

SPMS Web Server

OS: Windows 2003 Server (64bit)
CPU: Core 2 Duo 2.4GHz
Memory: 8GB
HDD: 500GB x 2 (RAID1)
ORACLE Database 11g (Standard Edition)
OS: Windows 2003 Server (64bit)
CPU: Core 2 Duo 2.4GHz
Memory: 8GB
HDD: 500GB x 2 (RAID1)
ORACLE Application Server 10g (Standard Edition)

It served COOL2009 and ICALEPCS2009 in 2009, in which the SPMS functionalities
were verified.
The SPMS service for IPAC’10 was provided successfully. However, the web server was
rebooted during the conference as it was found that the CPU load became 100%. It was
triggered by Internet attack tests performed once a week in the security measures at KEK.
The problem was resolved later when the application server software was updated.
It was said that a few (student) poster presentations did not appear on the SPMS
database. It will be described in the section of “Poster Session” below.

4

Scientific Program Committee: A. Noda

From the 23rd to the 28th, May, the first International Particle Accelerator Conference,
IPAC’10, was held in the Kyoto International Conference Center, which has been unified
as a global one combining Particle Accelerator Conference, PAC, in North America since
1965, European Particle Accelerator Conference, EPAC, since 1988 and Asian Particle Accelerator Conference, APAC, since 1998. Before the conference, total 3 scientific programcommittee meetings have been held. The first one held in Kyoto on the 13th and 14th ,November in 2008, determined compositions of the Scientific Program Committee (SPC)
and Scientific Advisory Board (SAB) and main framework of the program including thetime table, industry session and relation with PRST-AB together with the schedule of force
coming meetings. The poster sessions are to be held separately from oral presentation in thelate afternoon from Tuesday to Thursday and the numbers of parallel sessions are limited
up to 2. So as to keep time frames for oral presentations, starting time of the morning
sessions was determined to be 8:30. The main and sub-classifications for EPAC’08 will be
used for IPAC’10 with a small modification as to add A16 Energy Recovery Linac (ERLs)
under Main Classification 3. The second SPC held in Shanghai on the 3rd and 4th , Junein 2009, mainly discussed on the invited talks, while the 3rd SPC held in KEK, Tsukuba on

4the 21st and 22nd, January in 2010 mainly determined the contributed orals.
Totally 50 invited talks are selected together with an additional special invited talk on“Spirit of Tea”, to which 3 talks of ACFA prizes are added. Regional balance of the invited
talks are very good, 17, 19 and 17 invited talks are presented from Asia, Europe ad North
America, respectively including one talk of ACFA prize in each region. As the contributed
orals, total 45 talks, 17, 16 and 12 talks from Asia, Europe and North America, respectively,
are selected, which also seems well regionally balanced. Until the deadline of the paper
submission on the 9th, December, 2009, abstracts of 2055 papers were submitted, among
which, 241 and 177 papers were withdrawn before and after fixing the program, respectively.
Regretfully, 100 posters were withdrawn without any notice and 61 papers among presented
were not submitted to the proceedings, resulting the net posters presented with proceedings
paper to be 1476. Fortunately we can accept 1244 registered participants, which amounted
to 1330 including the representatives from 75 industries presenting exhibitions (87 booths
are provided). These numbers well give us expectation of developing future of our IPAC likea fan included in the conference bag, which extends at its furthest part.
The scientific program of IPAC’10 was opened with the talk by Dr. A. Wagner on “International Collaboration with High Energy Accelerators” followed by its typical realization
with the title of “LHC Commissioning and First Operation” by Dr. S. Myers. In the following plenary session, the first Oscillation results of LCLS at SLAC were presented by
Dr. J.N. Galayda with the title of “The First Angstrom X-Ray Free-Electron Laser”, which
continued to the world-wide review of rare isotope and radioactive beams by Dr. O. Kamigaito and human cancer therapy with relativistic ion beams by Dr. W. Chu. After a lot of
attractive presentations in all the 8 classifications during parallel sessions, in the afternoonof the 27th, May, Thursday, ACFA prize session was performed and (a)An Achievement
Prize for outstanding work in the accelerator field with no age limit, (b) A Prize for anindividual, having made significant, original contributions to the accelerator field with noage limit and (c) A Prize for an individual, in the early part of his or her career, having
made a recent significant, original contribution to the accelerator field, were awarded to Dr.
Steve Myers, CERN, (for his numerous outstanding contributions to the design, construction, commissioning, performance optimization, and upgrade of energy-frontier colliders in particular ISR, LEP, and LHC and to the wider development of accelerator science), Dr.
Jie Wei, Tsinghua University in Beijing (for his exceptionally creative contributions to thedesign, construction and commissioning of circular accelerators, in particular RHIC, SNS,
LHC, as well as the design of CSNS, and for numerous significant developments in the fieldof beam dynamics) and Dr. Mei Bai, BNL (for her significant contributions to spin dynamics
and polarized proton acceleration in circular accelerators - in particular AGS and RHIC,
and to successful polarized proton beam collisions at 500 GeV centre of mass), respectively,
selected by a special selection committee leaded by Prof. W. Namkung. After the memorial
prize talks by three winners, two successful student poster session winners, Mr. Houjun Qian,
BNL and Tsinghua University in Beijing for the contribution with the title of “Experimental
Studies of Thermal Emittance of the Mg Cathode at the NSLS SDL” and Mr. Marcel Ruf,
University of Erlangen-Nurnberg LHFT, in Erlangen for the contribution with the title of“Beam Position Monitoring Based on Higher Beam Harmonics for Application in Compact
Medical and Industrial Linear Electron Accelerators”, received cash prizes. Next to theprize session, a special talk on “The Spirit of Tea” by Dr. Genshitsu Sen gave the audience
additional information on Japanese culture. On the last day, following the talk by Prof. M.
Kobayashi on “CP Violation and B-Factory Experiments”, Dr. M. Masuzawa introduced thestatus of “Next Generation B-Factories”. After two talks on future development, “Toward
CLIC Feasibility” by Dr. J.P. Delahaye and “Plasma Accelerators for Future Colliders” by
Dr. C. Joshi, situations of adjacent fields related to accelerator field, “International Energy
Related Developments, ITER & IFMIF”, and “Cloud Project: Climate Research with Accelerators” are introduced by Drs. N. Holtkamp and J. Kirkby, respectively. Our IPAC’10
was closed with the talk by Dr. J. Bluemer on “The Pierre Auger Observatory: Cosmic
Accelerators and the Most Energetic Particles in the Universe”. I hope these programs havewell covered the present status and future prospects in the accelerator and its related fields
from the global point of view owing to the enormous efforts by session coordinators and5theirs shadows and the support from the editorial board and nice suggestion from SAB.
Finally the warm supports to the activity above mentioned throughout the whole processes
from all the OC members are greatly appreciated.

5

Visa and Grant: Y. Hayashi

5.1

Providing Visas

The number of requests for invitation letters and identity certification to obtain visas fromJapan was 234. About the half were from china and 60 from Russia, Ukraine, Armenia, andPoland, 15 from India, 10 from Middle East, and 20 from others. It was easier for residents
outside of their countries than inside. It was often happened for Chinese researchers under
Chinese Academy of Science needed permissions by the Academy before approaching theembassy. For instance, two researchers at IHEP who applied an exhibition booth had tocancel it as the permission from the Academy was not ready even they had got the identity
certifications. Two weeks were not enough for Chinese people and one month was necessary
after they prepared the required documents. It was a little bit easier for Russians as theyobtained visas in 3 days after the application at the embassy.
As more difficulties were expected to Indians and Iranians, we prepared letters fromthe Conference Chair besides the identity certifications. The letter stated the participant’s
name, affiliation, and the title of presentation, then guaranteed nothing was relevant tomilitary activity. We sent them to ministry of Foreign Affairs of Japan at the same time wesent the document to the participant. Actually no troubles have been reported related thisissue until now, hopefully owing to the effort.
It was too lucky to us that the volcano simultaneously happened in Iceland did not affectthe process of visa preparation. The person who could not attend the conference from the
begining was only one because of late application of visa.
We must notice that there were people who pretended participants to request necessary
documents just to obtain visas. It was not easy to distinguish such unwelcome people.

5.2

Student Grant

The numbers of supported grants are shown in Table 5.2.

Table 2: Supported grants in IPAC’10
RegionEuropeAmericas
Asia
RussiaYoung researchers
Total

Number
36
11
8
4
10
13
9 (incl. Ukraine 1)
4 (Armenia, India, Russia, Ukraine)95

Supported by
EPS
IPAC’10APS
IPAC’10
IPAC’10
IPAC’10
IPAC’10

As Korea had restriction to support only Korean students, they declined the grant fromthe Conference. The number of Asian students above does not include Korea.
The procedure for the student grant was as follows:61. Students register application form via SPMS, as well as sending recommendation lettersof their advisors to the conference office.
2. Selection was made in each region. Russia was treated as a region including Armenia
and Ukraine.
3. Nominated students were notified the upper limit of the support, which depends on
the region.
4. Each student sent estimation of airfare within the limit to the conference office.
5. The office confirmed the estimation was appropriate, then gave permission for purchase.
If it sounded too expensive asked to look for lower fare.
6. Notified students the payable amount calculated at the best rate of currencies for the
students within 2 months.
7. Students responded to the office to accept the amount or not.
8. Paid as early as possible during the conference.
As the fee of money transfer at Japanese banks are unreasonably expensive, we paid
cash. Thus for security reason, we started payment on Monday when the bank opened,
instead of Sunday, May 23. As the amount had been noticed to each student, and what
we needed was a sign on the receipt, the payment was almost competed in 2 hours. The
preparation before the conference needed some efforts than expected, but it ensured smoothpayment process at the conference.

6

Registration: H. Souda, K. Furukawa, Y. Hayashi, T. Kosuge

6.1

Registration via SPMS and KNT

IPAC’10 adopted the SPMS Registration Module and the payment system of KNT. The
total number of registration was 1,233, including unpaid ones. At the conference site, we
divided the registered participants into paid and unpaid on the basis of our registration data
before the conference. We prepared registration desks in an alphabetical order, mainly on
May 23 and 24. The final count of registrations in SPMS was 1,155. The on-site registrations were 89, and the total number of participants was 1,244. The number of accompanying
persons were 98. The statistics, countries and regions are shown in Table 3,4.

Table 3: Statistics of IPAC’10
Participants
Accompanying person
Payment status:
Registration and payment completed before Conf.
Registration completed before Conf., on-site payment
On-site registration
Registration and payment completed, but no show
Types of participants:
Regular
Early registration
Late registration
JACoW members
Students
Granted

7

1,244
98
1,121
34
89
22
1,020
719
272
29
224
97

Table 4: Countries and Regions (Am=Americas, As=Asia, E=Europe)
Armenia
BrazilDenmark
FranceIndia
IsraelJapan
NorwayPolandRomania
Slovenia
SwedenTaiwanTurkeyUK
Americas
Asia
Europe

2
7
8
51
11
1
395
1
3
1
5
8
15
2
80

E
Am
E
E
A
As
As
E
E
E
E
E
As
As
E

Australia
10
Canada10
Finland1
Germany
117
Iran
2
Italy
47
New Zealand
1
China
67
Korea
26
Russia31
Spain
13
Switzerland
94
Thailand1
Ukraine
5
USA
229
246
531
467

As
Am
E
E
As
E
As
As
As
E
E
E
As
E
Am

Before registration starts, the LOC decided to subcontract the payment clearance of theregistration fee with KNT.
At the first OC/SPC/LOC meeting in November 2008, any specific registration system
had not been adopted yet. Then the SPMS registration module which has been used by
EPAC was explained by the scientific secretary.
After the meeting, the LOC discussed with KNT and Right House Co., Ltd., which had
been engaged in the development of all conference registration systems by KNT. Right House
has a system combining abstract submission, registration, and registration fee payment clearance. Although we had already decided to adopt SPMS for abstract submission, we could
not make a decision whether we should use both systems of SPMS and the KNT/Right
House system, or just use KNT/Right House system, and we inclined to use KNT/Right
House system only.
At a TV meeting on June 2009, the scientific secretary suggested to use SPMS for registration, because SPMS had all participants accurate data (name, affiliation, etc.), and byusing this system, we would be able to recognize all information of presentations, papers
and registrations, and also it should be easy for us to know the registration fee payment
completion or unpaid information.
According to the suggestion we moved to check again whether the KNT payment clearance system could be used together with SPMS. Finally, It became clear that it was possible
to use SPMS for the registration and KNT the payment system. When a participant completes his/her registration, he/she can go ahead to a payment HTML form of KNT (hidden
field) with the registration data. Then, we ordered KNT to prepare a system to use it withSPMS.
The official start date of registration was set to November 1, 2009. It took, however, along time to manage the data transportation from SPMS to the KNT payment system. We
started the modification of the system on October 14. It was finalized on October 31, which
was almost at the last minute.

8After the early registration started, the following two bugs in the KNT system were
found:• In case a participant selected a bank transfer for the payment of registration fee, thebank account information was sent by an e-mail to the participant, but the same e-mailwas also sent to a participant who chose a credit card payment.
• In case there was a particular Latin character in his/her name, such as an umlaut oran acute, the system server program recognized it as an error, then the payment could
not be input. This was because the system accepted only ASCII characters. We asked
KNT to fix it to accept the character set of ISO-8859-1(Latin-1).
At the same time, SPMSs bugs were found:• Due to a SPMSs parameter of the deadline for early registration, after the deadline,
all registrations were treated as late registrations even completed before the deadline.
Although the official deadline of early registration was at 24:00 on March 23 in Japan
Standard Time, we were going to extend it by one more day considering the time differences. However as SPMS changed all registration rates immediately at the official
deadline, we had to correspond the participants who had completed the registration
before the deadline one by one. And also on the web page of payment, the payment
Due was set to the late fee, so some participants who completed registration before
the deadline actually paid then late fee.
We should have clarified the word Deadline to mean the payment, not just the registration.
• There was another bug that once a participant had registered the number of accompanying persons or laboratory tour tickets, it was impossible to change the number
and to pay the additional ticket fee. This bug required the participants to pay theincrement fee at the conference site. And also SPMS could not accept any cancellationof payment, even for the accompanying persons or the lab. tour. This problem madeus to ask KNT to refund each participant.
On the lab. tour on the registration page, although the number of tour tickets had to beentered, but some participants misunderstood that they had to put the ticket price, 5,000
JPY, and entered 5000 instead of 1 in the entry box. At the completion of registration, even
if they had noticed the mistake, they could not correct the number, then resulted in a huge
due of payment.
There were some requests on replacements of participants who had paid the registration
fee but cancelled participation. They requested to transfer their payments to the replicants
who had not paid yet. As it had been accepted such cases at EPAC, we followed it. To
avoid a possible problem whether the replicant had paid or not, we required a document on
the replacement signed by both persons.

6.2

On-Site Registration

To make the registration easy and smooth, we prepared an envelope for each participant,and the preparation was started five days earlier, on Tuesday, May 18. The contents of theenvelope were a receipt, a name tag, a drink ticket for the reception on May 23, and an
invitation letter for the banquet. Tickets for the Lab Tour and an invitation letter for the
Chairmans Reception were included if necessity. The biggest problem of the preparation
was that it had been done using data as of May 18, and the new participants after May
18 were not included. Therefore, we had to add new envelopes everyday. Even so, someparticipants who had registered at very late moments could not receive their envelope at9the registration desk, then had to visit the Inquiry desk described below.
The conference bag was not given at the registration desk when they received the envelope. After the registration, participants were supposed to visit Bag Desk to pick up thebag by showing their own envelope. There had been some discussion on how to pass thebag, but the above procedure actually worked very well.
On Saturday, May 22, about twenty of the LOC members and assistants prepared theconference bags. We packet a conference booklet, a map of Kyoto City, a memory stick
containing the abstracts, a notepad, a ballpoint pen, and leaflets by companies into a bag.
Packing 1,500 bags took four hours. Also see Sect. 12.3 for related issues.
Expected that many participants would register from the afternoon on Sunday, May 23
to the morning on Monday, May 24, we prepared five registration desks (A–E, F–J, K–M,
N–S, T–Z), a on-site registration desk, a credit card payment desk operated by KNT, andan Inquiry Desk. The Inquiry Desk was for participants who could not get their envelops or
could not confirm their payment of the registration fees at the normal registration desks.
In fact, most participants came to the registration desk at 15:00 on Sunday. This time,about ten people made a line in front of each registration desk. After that, we did not havea long line of participants at the desks, even at the time of before the welcome party, or the
opening remarks on Monday, May 24.
After Tuesday, May 25, we squeezed the size of the registration desks to one registration
desk and one Inquiry Desk. The payment desk by KNT moved to Room C-1/C-2 whereis the second site of the Industrial exhibition. This desk was not only for card payment
as well as serving all kinds of tour information, so to say, Tour Desk. This was an idea toattract many participants to the industrial exhibition site. However, due to the separationof this desk from the registration desk, those who would pay the registration fee by credit
card had to visit the Tour Desk and come back to the registration with the receipt to pickup the conference materials, such as a receipt of registration fee, name tag and conferencebag, etc. It was quite complicated and troublesome for participants. If we did not need toworry about the industrial exhibition of the second site, of course, the payment or tour desk
should be beside the registration desk.
The biggest trouble at the registration or inquiry desk was: we could not confirm payments of two participants by bank transfer which had been done just before the conference.
Fortunately we confirmed it during the conference. Others were quite small, such as question
about an ATM, a public phone on the site, or the KEK Tour, etc.

6.3

Accommodations

The LOC left up the management of accommodations to KNT. They pre-reserved 360 hotel
rooms. This was about 45% of 800 participants, which we expected in 2008. At that time,
we thought that if we needed more hotel rooms, it was not difficult to add the number ofhotel rooms as much as possible, and if the opposite case happened, we would release thehotel rooms as early as possible to avoid for the conference to pay cancellation charge.
KNT started the hotel room reservation application on December 7, 2009 first via e-mail,then from December 25, the application form was ready on the web site, too. The application was officially closed on April 28, but KNT corresponded some requirements after thedeadline.
Grand Prince Hotel Kyoto, the closest hotel to the conference site, became full on May
23, and after that, cheaper hotels gradually became sold out. The final numbers of each
hotel reservation by KNT are as shown in Table 5.

10Table 5: Accommodations reserved by KNT.
#
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18

7

Hotel
Westin Miyako Hotel Kyoto
Rehga Royal Hotel Kyoto
Kyoto Shin-Hankyu Hotel
The second Kyoto Tower Hotel
Hotel Keihan Kyoto
Apa Hotel Kyoto Horikawa
Kyoto Okura Hotel
Kyoto Royal HotelSpa
Hotel Gimmond Kyoto
Kyoto ANA Hotel
Kyoto Garden Hotel
Hotel Alpha Kyoto
Mitsui Garden Hotel Kyoto Sanjo
Hotel Oaks
Hart-in Hotel Kyoto
Mitsui Garden Hotel Kyoto Shijo
Grand Prince Hotel Kyoto (w bf)
Grand Prince Hotel Kyoto (w/o bf)
Total

Single
29
18
16
22
14
15
24
25
46
10
5
21
21
23
289

Twin
4
7
5
5
4
4
11
10
2
7
5
10
5
1
80

Twin for single
2
1
1
1
1
39
7
52

Subtotal
6
37
23
21
26
14
20
36
35
3
53
10
10
21
31
23
44
8
421

Session Management: A. Mizuno

Session management was supposed to be done by chair persons with assistance by grant students. As these people were not very familiar with details, we assigned two session managers(Furukawa and Kamigaito) and two vice session managers (Fukuda and Mizuno). Besides
them, staffs of KICC handled the projectors.
To assign students for assistance was not only intended for a consideration of the grant,
but experiencing the international conference through the task. We had an orientation forthe students at 14:00 on Sunday, May 23. Four students are assigned to each session, fora time keeper, a PC operator, and two microphone carriers. The orientation was done forsmall groups with showing the actual devices.
Before starting each session, the session manager or the vice session manager explained
the procedure to both the chair person and the students, then left them afterwards. There
was almost no serious delay in the program, and no trouble on the projectors and the audio
systems. The overall performance were nearly satisfactory, except for some detailed issues
as below:• Some chair person did not make announce at the beginning of the session. Thus
some presenters had misunderstood the allocated time. Although the session managers
surely explained it to the chairs, the necessity of announce was not perfectly recognized.
Later we paid attention on the announce, it was not done sometimes.
• The operation of PC for the presentation was once planned to ask students, but actually
done by the KICC staffs. It was actually natural, as these staffs had been much more
got used to their operation than students who came just once. The operation by
students resulted in a burden for the KICC staffs.
• As there prepared a number of standing microphones, the microphone students became
completely unnecessary. Thus the only effective student was the timekeeper.
• Sometimes the mineral water for the speaker was forgotten to bring.
• Although the booklet listed the mail addresses of the session managers, there were noquery to these addresses.

118

Presentation Management: T. Kosuge

The presentation manager stayed at the presentation office throughout the conference andmanaged all oral presentation files in Microsoft PowerPoint, OpenOffice Impress, or PDF
created by Windows or Macintosh. The workflow was as follows:
1. Download the presentation file from the SPMS file server.
2. Make sure that the file works without problem, otherwise send an email to the author.
3. Upload the file to the presentation file server, from which staff in venue would download the file.
Other tasks were:• Make sure that the file exists on the SPMS file server, if the author brought the file ina USB memory.
• Help speakers who verify their presentations by themselves in the presentation office.
Four PCs were arranged to verify the presentation files, two with Windows and two with
Macintosh operating systems. One of the presentation files worked fine on a PC in thepresentation office, however, it didnt work on the PC in the venue. In order to resolve theproblem, one of the PCs in the office was moved to the venue.
One speaker requested to replace his presentation file just 10 minutes before his/her talkto fix several movies.

9

Poster Session: R. Kato

9.1

Student Poster Session (May 23)

Special student poster session took place in Rooms C-1 and C-2 at KICC during delegate
registration on Sunday, May 23.

Table 6: Student Posters
Submitted
Canceled
Presented

130
7
123

Issues:• Two of 123 students presented 2 posters on one panel using upper and lower parts.
• There could have been some system failure in the ported SPMS, or students might
have confused on the application procedure due to unclearness of the system.
• It was not clearly stated how a student apply two or more posters. It was not explicitly
inhibited either.
How did it happen?
1. The number of applicants was 110 on SPMS at the deadline.
2. Then a student appeared claiming the abstract of his/her poster had not appeared on
SPMS.
3. As the student insisted he/she surely applied, then we thought of a possible issue on
the ported system.

12

4. To correspond this situation, we had to accept additional applications if claimed by
students. Then the applications increased to 117.
5. As it was not possible to fix the number of panels, we asked students to confirm theabstracts.
6. Then 9 more students appeared, and total became 126. We arranged 136 panels
including spares.
7. At the day of session, 4 more students appeared as saying they had not read e-mails.
8. Two students came with two posters each as they had applied so.
9. As there was one record for each of them on SPMS, each of them presented two posters
on the allocated panel.

9.2

Poster Sessions (May 24 – 27)

Poster Sessions took place each afternoon from Monday to Thursday, May 24 to 27, from16:00 to 18:00 in the Event Hall, Room D and Room E at KICC.

!
Table 7: Poster Statistics
Submitted at the deadline
Withdrawals before Program Code
Program Codes (C)Withdrawals before conference
Withdrawals without notice
Presented Posters (P )Posters on Proceedings
Presentation Ratio (≡ P/C)

2,055
241
1,814
177
100
1,537
1,476
84.7%

incl. tests and duplications
removed tests and duplications

incl. 61 which lack papers

Issues:• As there were 277 withdrawals after the program code was issued, vacant panels were
frequently seen, about 3 out of 20 panels were vacant. It may be useful to have asystem to let withdraw before the program code.
• The total withdrawals were about 25% of the initial submitted number. This affected
the choice of session rooms and the arrangement of panels.
• There were people who presented multiple posters. It may be reasonable that 2 or 3
posters per person, but there was a person with 8 posters presented in a single session.
We may need some restriction in future.
• There were 3 presenters who posted only copies of the manuscripts of proceedings.
They were warned by the SPC Secretary.

10

Industrial Exhibition: S. Hayashi and E. Kikutani

10.1

Overview of Industrial Exhibition

The Industrial exhibition of IPAC’10 started just after the lunch time of the first day of
the Conference, and closed in the evening of the third day, i.e. 2.5 days were used. The
exhibition was held in Event Hall of Kyoto International Conference Center and in therooms C1 and C2 in Main Hall. It takes approximately 5 minutes from Main Hall to Event
Hall on foot. In order to make a flow of delegates, poster sessions were held in Event Hall.
Additionally, coffee-break tables were prepared also in Event Hall.

13

10.2

Inviting activities

In EPAC08 and in PAC09, the Exhibition Manager (E.K.) together with S. Kurokawa (Honorary Chair of IPAC’10) visited each booth in Industrial Exhibition of these conferences anddistributed an invitation to IPAC’10 Industrial Exhibition.
Several months before the Conference, we made the application page public on our website. However, the application procedure was not simple, we prepared instruction both inEnglish and in Japanese.

10.3

Exhibition SpaceThe area of one booth was 2 × 3 m2 , which is the standard of the Kyoto International Conference Center. Space between the rows of the booths was 4 meters in width. The booths
are surrounded by poster panels, so the many delegates walked through this area. Also
coffee was served in this building except for the morning session of the first day.
Originally, we prepared 72 booths in Event Hall. However, more companies (including
Japanese companies) than we expected were applying to the exhibition. Then we extended
the exhibition space and the total number of the booths was 90. (Actually, 87 booths wereused for industrial exhibition and the rest was used for ”tour desk”)

10.4

Exhibition Fee etc.

The fee was JPY 300,000/booth, which includes one representative person (attending thesessions and the Banquet) and two assistant persons. Payment was done by Japanese Yen
and bank transfer only. Assistants had a chance of attending the Banquet by buying thetickets sold in Main Hall.
The number of the booths occupied was 87(= 72+15), in total. The number of companies
attending the exhibition was 76 and several companies occupied a few booths, as shown
below.

Table 8: Exhibition booths
no. of booths
1
2
3

no. companies
65
101

In addition, one company held a private seminar. A room in Main Hall (for ∼50 people)
was prepared and the fee was JPY500,000, which includes chairs, tables and projectors etc.
The Industrial Exhibition team accepted the contribution from companies for coffee,
conference bags etc. A number of companies contributed them as shown in Table 9.

Table 9: Additional contributions from companies
item# of campanies

coffee6

conf. bags
2

USB memories
1lanyard1

pens
1

Booking of the booth position by each company was, in principle, by the order of application. But it was a little troublesome, since we were not able to manage the booking

14

Figure 1: Countries of the companies.
system equipped in SPMS web system. Then, the booth occupation status was updated
manually and it caused some troubles, but it was not serious.

11

IT & JACoW: A. Shirakawa

11.1

Computers and Printers

All the computers, printers and other IT devices for IPAC’10 were rented from the conference venue and they were set up by the Venue staff. What we did was, to check the hardware
settings and configure software for all the computers. Table shows the number of the devices
used. We prepared both Windows and Macintosh for oral session, and this worked very well
to avoid trivial errors which happen in interchanging OS. ‘Others’ includes a PC for theelectrical dotting board which was set in front of Main Hall. We provided Internet Cafe andPaper Cafe for participants. Paper Cafe was intended for the convenience of writing/fixing
proceedings. A total of 1,864 pages were printed there, although we are not sure whether
they were proceedings. At proceedings office, 10,170 pages were printed for editorial work.
The cost for printing, especially for color pages, is not negligible and should be taken into
account in conference budget.

Table 10: Numbers of computers and printers prepared.

Proceedings Office
Author Reception
Speaker Presentation Office
Auditoria
Internet Cafe
Paper Cafe
IPAC’10 Office
Others
Total

Windows PC
Desktop Laptop
26
5
3
2
20
15
2
4
46
31

15

Macintosh
MacBook3

Printer
2

2
2

7

1
1
1
5

11.2

Network at the Conference Venue

Multiple external network lines with the speed of 100 Mbps were available at the conference venue. ‘Multiple lines’ means that there are connections with different Internet Service
Providers (ISPs). We used three lines of them. Internal Giga-bit lines were configured corresponding to each ISP connections.
Thus three network segments were formed in the Venue: the segment for proceedings
office, for oral presentation managements, and for others including wireless network.
For participants, wireless connection was available in the lobby, Internet Cafe, and Paper
Cafe. It was not available in the Auditoria by our organizing policy. There were also
computers with wired LAN in two Cafes.
• Multiple 100 Mbps lines (ISPs) for outgoing (Internet).
• Independent Gigabit lines inside the Venue, which can be configured corresponding toeach ISP.
• For participants:– Wireless access was available in the lobby, but not in the Auditoria.
– Internet Cafe was in 2nd floor near Room A (the parallel session auditorium).
– Paper Cafe was next to Internet Cafe.

11.3

Proceedings Office

Proceedings office comprises a room for editorial work and a half room for author reception.
We had a powerful team of 29 people from JACoW collaboration: 26 of them are for editorial work and 3 for author reception. In the latter days of IPAC’10 some of editors helped
the author reception by turns.
As for working days, we started our job on Thursday before the conference, which is as
usual in past PAC and EPAC. We had processed about 80% of papers by the beginningof the conference and started final QA on Monday. We opened Pre-Press proceedings on
IPAC’10 Web at the end of conference and published the final proceedings three weeks later.
Figure shows the history of paper file submission. The line in the graph is not proportional to the number of papers submitted, as it includes processed files created by editors.
Nevertheless we can know the trend of the paper submission. We had over 2000 abstracts
at maximum and the number reduced to 1568 at final phase.

Figure 2: Editor’s Room (left) and Author Reception (right) accommodated 26 editors and 4 people, respectively.

16

THU

FRI

SAT

SUN

MON

TUE

WED

THU

FRI

20

21

22

23

24

25

26

27

28

Processing Paper
Paper Final QA
Author Reception

Figure 3: The working days of the JACoW Team.

11.4

History of Paper Submission

The number of submitted papers grew as shown in Fig. 4 around the deadline, May 19.
Number of Uploaded Files

1568/1577

1455/1752
1547/1735
1305/1780

Figure 4: The history of paper submission. Total 1568 papers are in the proceedings.

12

Logistics for Coffee Break, etc.: Y. Nagashio

12.1

Coffee Break• All beverages were ordered to KICC. The charges: 200 JPY per paper cup, 400 JPY
per a pottery cup.
• Three kinds of cakes, Japanese, European, and breads were ordered to confectioneries
and a bakery.
• Cakes were provided at three spaces of KICC, with large trays and wrapping papers.
Additions were stored under the tables and supplied to vacant trays. Three staffs wereneeded. It was not easy to negotiate the bakery to borrow the large tray.
• About 2,000 to 3,000 cakes were provided for each coffee break, and nothing remained
except the last day.
• As Japanese cakes were not very popular to foreigners, some wrapped cakes werediscarded after a small bite. To improve the situation, we opened some wraps as
samples to show the contents.
• Small trays were not necessary because of the individual wrapping, which might have
reduced the amount of garbage. On the other hand, it was not easy to open when
drink was in hand.
• Paper napkins were prepared.

17

12.2

Beverages and sweets for JACoW team• All drinks and fruits were ordered to KICC.
• Sweets are provided from both KICC and others. Some were overlapped, but wellconsumed.
• Efforts were made to bring good choices with varieties, as the JACoW members could
concentrate on their work.

12.3

Items for registration• It was Sunday evening, May 23, to find out a mistake in delivery of notepads, during
packaging into the conference bag. It was terrible confusion to remember. See Sect. 6.2.
• The number of each item must be double-checked before packaging.

13

Hospitality: T. Kii

13.1

Get-Together Reception

The get-together reception is summarized in Table 11. There was a comment that the foods
were consumed faster than expected.

Table 11: Summary of the get-together reception of IPAC’10
Date & time
Place
Participants
Expenses

13.2

Sunday, May 23, 18:00 – 20:00
Lounge “Swan” and “Sakura”, 1F, KICC1
prepared: 1,000
4.15 MJPY, incl. foods, drinks, setup, rental fee of the place

Coffee BreakThe coffee breaks of IPAC’10 are summarized in Table 12.

Table 12: Summary of coffee breaks of IPAC’10
Date
Mon. May 24
Tue. May 25
Wed. May 26
Thu. May 27
Fri. May 28
Place
ExpensesTime
Cups
10:30–
1,700
16:00–
1,300
10:30–
1,600
16:001,900
10:30–
1,600
16:00–
1,300
10:30–
1,300
16:00–
1,300
10:30–
1,300
Event Hall and Main Lounge, KICC
1.65 MJPY for drinks

18

Table 13: Summary of Chairman’s Reception of IPAC’10
Date & time
Place
Participants
Expenses13.3

Tuesday, May 24, 19:00 – 21:00
Hotel Granvia Kyoto
200
2 MJPY

Chairman’s Reception

Chairman’s Reception of IPAC’10 is summarized in Table 13.

13.4

BanquetThe banquet of IPAC’10 and its preparation process, and the layout are summarized inTables 14, 15, and Fig. 5.

Table 14: Summary of Banquet of IPAC’10
Date & time
Place
AccessSeats
Expenses
Style
Entertainments

Thursday, May 27, 19:30 – 21:30
The Third Exhibition Hall, 3F, Miyako Messe, 4,000 m2
45 minutes from KICC via subway and walk
prepared: 1,400, attended: 1,350.
19 MJPY
Seated Buffet
Japanese instruments and drums, opening of sake barrels

Table 15: Preparation of Banquet
Sept. 2008
Dec. 2008
June 2009
Mar. 2010
May 19, 2010

Site selection started.
The site was decided.
The management company was chosen.
The layout of finalized.
Meeting for the final arrangements at the site.

Although we believe the banquet was basically successful, a few issues were reported:• The site was the only one choice in Kyoto City to seat the entire participants in asingle hall.
• The foods were consumed faster than expectation.
• The indication of vegetarian food was not perfect.
• Some complained on the grade of wine.

14

Laboratoty Tour: M. Fukuda

Optional lab tours were held on Saturday, May 29th, 2010. Three lab tour courses wereorganized in cooperation with eight accelerator facilities of two institutes and three universities. The tours included bus transportation on Saturday morning, lunch and transportation

19

Figure 5: The layout of banquet at Miyako Messe.

back in the evening. In total, 209 people participated in the lab tours. Unfortunately,
nearly 30% of the applicants were absent. Everything was going roughly according to schedule, and there was no serious trouble during the lab tours. Splendid weather favored thelab tours all day, and most of the participants spent a highly enjoyable time during the tours.

14.1

Courses and participants

The courses and visted places of Laboratory Tour were as follows. Detailed schedules areshown later.
Course A:• Departure: 8:00 AM KICC parking lot beside the Event Hall
• SPring-8 http://www.spring8.or.jp/en/• XFEL http://www.riken.jp/XFEL/eng/• New SUBARU
http://www.spring8.or.jp/en/facilities/accelerators/new subaru/publicfolder view

• Himeji Castle http://www.himeji-kanko.jp/en/spot/ss001.html
Course B:• Departure: 8:30 AM West area of the Hachijo-Guchi, Kyoto Station• ICR, Kyoto University http://wwwal.kuicr.kyoto-u.ac.jp/∼souda/ipac10/• IAE, Kyoto University http://wonda.iae.kyoto-u.ac.jp/index-e.html• RCNP, Osaka University
http://www.rcnp.osaka-u.ac.jp/eng/activities/accelerator.html• ISIR, Osaka University http://www.sanken.osaka-u.ac.jp/index e.html• Byodo-in Temple http://www.kiis.or.jp/kansaida/uji/uji01-e.html

20

Figure 6: IPAC’10 Laboratory Tours• Gekkeikan Okura Sake Museum
http://www.gekkeikan.co.jp/english/products/museum/index.html

Course C:• Departure: 8:30 AM KICC parking lot beside the Event Hall
• KURRI, Kyoto University http://www.rri.kyoto-u.ac.jp/KART/en/• RCNP, Osaka University
http://www.rcnp.osaka-u.ac.jp/eng/activities/accelerator.html• ISIR, Osaka University http://www.sanken.osaka-u.ac.jp/index e.html• Osaka Castle http://www.osakacastle.net/english/
The number of participants and buses are shown in Table 16.

Table 16: Participants of Laboratory Tours
CourseA
B
C
Total

Applicants
197
49
39
285

Payers
158
40
31
229

21

Participants
144
37
28
209

Buses
5
2
1
8

14.2

Registration and payment

The fee for the lab tours was not included in the conference registration fee. The tour fee
was 5,000 yen JPY per person, which covers the bus transportation, lunch, drinks, snacks
and entrance fees for the castle, temple and museum. The tour was free of charge for accompanying persons under 18 years old.
Online registration for the lab tours took place beforehand via the web page of theconference registration. The payment for the lab tour fee was also made online. The lab
tour ticket, prepaid by the applicant in advance, was enclosed with other conference tickets.
On-site registration and payment were accepted at the lab tour desk during the conference,
which was open in the Room C1 from May 23rd to 26th and at the registration desk fromMay 27th to 28th.

14.3

Changes and cancellations

Any changes and cancellations were accepted by an e-mail in writing to the Registration
and Organizing Secretariat and at the lab tour desk. Refund was fully made for cancellations.

Figure 7: An example of Laboratory Tour ticket

22

Figure 8: The Schedule of Laboratory Tour A

23

Figure 9: The Schedule of Laboratory Tour B

24

Figure 10: The Schedule of Laboratory Tour C

25