This is an administrative tool for the management of the 1999 Lepton Photon Symposium to be held at Kresge Auditorium on the Stanford Campus. This reflects the efforts of the Conference Chairman and Local Organizing Committee.
ACTION |
TASK(S) | CONTACT |
|
|---|---|---|---|
| Aug 96 | Proposal | Meet with Int'l Committee (IUPAP) in Warsaw | David Leith |
| Jul 97 | Stanford venue initiated | Nina Stolar | |
| Aug 97 | Meet with IUPAP in Hamburg Set Date and Venue |
John Jaros | |
| Dec 97 | Establish Int'l Advisors Organization SU Conference Office Meeting Sponsorship/Aud. forms submitted |
John John/Nina John |
|
| Jan 98 |
Planning | Correspondence Int'l Advisors Preliminary Budget Effort - Funding Sources (NSF/DOE) Discussion group for systems - web, database, recordkeeping |
John |
| Feb 98 | Establish conference organization Establish Program Committee |
John | |
| Mar 1998 |
Logistics | Initial Budget Outline Confirm campus venues Conference e-mail established Conference database Listing Preliminary Time Table |
John Nina Nina Nina Nina |
| Jun 1998 |
Publicity | Preliminary Poster, logo, letterhead Committees Assembled, Selections: Program Chairman, Arrangements Chairman, Scientific Secretary |
John/Terry John |
| Organization | Prepare Poster, letterhead Review Timeline Pursue Stanford venues Initial Hotel Blocks |
John/Terry John/Nina Nina Nina |
|
| Program | Program Committee Meets | John | |
| Computing | Web site/databasedevelopment | Richard D. | |
| Work | Employment Requisition (AA) | Nina | |
| Jul 1998 | Program | Rough agenda and Technical Topics | Helen Q. |
| Computer | Initial web effort, bulletin | Richard | |
| Work | Set Up Accounts (computer, campus) Correspondence/e-mail Report Status inVancouver |
Nina AA John |
|
| Aug 1998 | Work | Set up recordkeeping | AA |
| Computing Resources |
Participant support via telnet Web site development Scanning papers, talks Registration/database Multimedia requirements |
Richard | |
| Sept 98 | Program | General Topics and Agenda (1st pass) Speakers invitations Schedule of Talks Staffing Decisions |
Helen John |
| Planning | Scientific Secretaries, Session Chairmen Proceedings Editor Selection Proceedings Publisher Crews: Registration, computer support, multimedia, audio-visual, facilities, transport Confirm Stanford venues Confirm dormitory details Invitation list(s) via Int'l Advisors Establish Registration Procedures and fee deadline |
Nina Nina John AA |
|
| Oct 98 | Logistics | Arrangements Lecture Hall Housing/Hotels Food Service (Luncheons, Breaks) Social Program (Receptions, excursions, entertainment) Transportation |
Nina |
| Nov 98 | Program | General Topics and Agenda (2nd pass) Speakers invitations Schedule of Talks Input invitees Maintain Database |
Helen AA AA |
| Dec 98 | Paperwork | Correspondence: Speaker Invitations Author Kits Proceedings Draft Mailing packet Rough Social Program Dormitory Rates Set |
John/AA Nina |
| Jan 99 | Organizing Committee Meet weekly Dormitory Deposit Deadline |
John/AA | |
| Feb 99 | Confirm campus venues | Nina | |
| LOC | Specific Arrangements Banquet Hall, caterers Transportation, field trip(s) Review budget Place Orders (portfolios) |
Nina John AA |
|
| Program | Finalize program | Helen | |
| March 99 | Mailing | Finalize Information Send Out Mailing (Speakers) |
John AA |
| April 99 | Forms | Process incoming mail/e-mail Maintain registration database Campus contracts set |
AA AA Nina |
| May 99 | Order equipment and rentals | AA | |
| Preparation | Prepare registration packet Revise timeline/staffing Finalize arrangements |
AA Nina Nina |
|
| Mailing | Finalize Information Send Out Mailing (Participants) |
John AA |
|
| June 99 | Preparation | Staff Schedules/Procedures: Speakers, Chairmen, Sci. Sec'y Conference Office Staff A/V, labor, transport crew |
AA |
| Mailing | Finalize Information Send Out 2nd Mailing (Speakers) |
John AA |
|
| July 99 | Check-ups | Finalize all housing: Dorms 95% Guarantee (21 days out) Dorm Roster (14 days out) Walk through campus facilities Finalize program Deadline for Submitted Papers |
AA John/Nina Helen |
| Aug 99 | Production | Registration Materials Local Information Confirm Transportation |
AA |
| Event | 9-14 August HOLD CONFERENCE Recover from Conference |
||
| Sept 99 | Post Conference | Reconcile Budget/Accounts Closeout guest computer accounts Update Web site |
John/AA Richard Richard |
| Production | Edit/Publish Proceedings | ||
| Oct 99 | Reconcile Budget/Accounts Update record keeping |
AA AA |
|
| Nov 99 | Update procedures Review resume |
AA AA |
Revised: 31 August 1998
Posted: 14 January 2004