Bid for SCAR and IASC Open Science Conference in Bremen, Germany

Transcription

1 Bid for SCAR and IASC e 2018 in Bremen, Germany The German polar research community offers to host the SCAR/IASC e in 2018, the associated business meetings and delegate meetings and the meeting. Location: The e (OSC) and associated meetings can take place at the Bremen e Centre. The centre is located conveniently close to the railway station in Bremen and easily reached from Bremen airport. It is very well equipped for large conferences with many possibilities for side meetings. The SCAR e of 2004 was already held at that location. The historical City of Bremen offers many opportunities for sight-seeing. The AWI is located in the nearby City of Bremerhaven and will be open for excursions of OSC participants. Date: September 2018 Participants: estimated 1600 State of preparation: Due to the parallel events of SCAR, IASC and this meeting will be more complex than usual SCAR conferences. The

2 Alfred-Wegener-Institute (AWI) will take over the main responsibility for organizing the meeting and will be supported by the National Committee of Polar Research and its member institutions which form the local organization committee. Preliminary bookings of the e Center have been made for a large, 16 additional rooms of appropriate size, spaces for coffee breaks, Poster Sessions, lunches and dinner events. First contacts to the Ministry were made to enquire about possibilities for additional funding. We aim to employ a professional company to handle the organization of the OSC.

3 Agenda: Morning Afternoon Evening Morning Afternoon Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 SC & other SC & other SSG meetings a) meetings a) Plenary c) SC & other meetings a) Registration & business meetings b) SC & other meetings a) meetings h) SSG meetings h) SCAR/ EXCOM k Registration for OSC Ice Breaker b) j (AGM and ) (break!out regional group sessions) e Dinner ( invited) Day 7 Day 8 Day 9 Day 10 Day 11 Day 12 Bilateral/multil ateral science + logistics collaboration SSG: IASC Council & meetings i) SSG: Registration b ) Election & IASC Council & meetings i) Evening Ice Breaker SCAR Banquet Requirement for rooms: SCAR, IASC, and LOC Offices = 2 rooms for 15 persons for 13 days + office equipment = 1 room for 15 persons for first 8 days + office equipment = 1 room for 4 days (presumably day 4-7) a) SCAR SC Meetings: day 1 & 2 = 2 rooms for people, table in U-format for 2 days b) Central area for registration, coffees, poster c) SCAR SSG Meetings: day 3 & 8 = 3 rooms for 80 people, table in U-format for 1 day

4 d) Other SCAR Groups Meeting: day 1-3 = ca. 10 rooms for 20 people for 3 days e) e (SCAR / IASC): day 4-7 = 1 for ca people for 4 days = 8 rooms for ca. for parallel sessions 4 (1 for 500 people, 2-3 rooms for people, 5 rooms for 80 people) f) SCAR Meeting: day 9-12 = room for 70 people, room in U-format g) IASC WG and meetings, i.e. FARO, PAG, EPB, UArctic (day 1-2) = 5 rooms for 70 people, room in U-format h) meetings, i.e. APECS, ISIRA, (day 3) = room for 100 people, auditorium style (APECS) = room for 80 people, U-format with 20 seats plus another 60 seats in the background (ISIRA) i) IASC Council and meetings, i.e. APECS, NySMAC, (day 8 should be day 4) = room for 100 people, auditorium style (APECS) = room for 120 people, U-format with 35 seats plus another 85 seats in the background (IASC Council) = room for 40 people, room in U-format (NySMAC) j) Annual general meeting (day 4-7) = room for people, central table with 58 seats plus rest in the background for 4 days =4 rooms for ca. 25 people, U-format for 4 days k) ExCom (day 3 and day 7) = 1 room for 20 people (Table or group of tables and chairs to seat 12 (twelve) persons, plus 6 (six) additional chairs) Other Requirements: WIFI access or internet cafe Data projectors for all meeting rooms Microphones for large meeting rooms (esp. OSC, SSG, delegates meeting) Photocopier in office

5 Social Meetings: Ice Breaker for OSC, combined with ASSW reception (Day 4) e Dinner Coffee breaks for OSC (1500 people) Lunch for OSC Coffee breaks for SCAR business and delegates meetings (ca. 800 people) Lunch for SCAR participants Ice Breaker for SCAR SCAR Banquet Dinner (eventually combined with e Dinner) Icebreaker for ASSW (Day 1) Costs: The red marked items will be covered by the participant s fees. They estimate that the costs for the host are around !. It can be higher as also the IASC meetings have to be considered. Part of this is personnel cost for helpers during the meeting and for preparations this can be given in kind by the Universities. For the conference dinners, ice breakers or coffee breaks we should look for sponsors. Notes: The organization of the OSC should be handled by a professional company. It includes book of abstracts. A local organization committee LOC must be established. I presume that Volker Rachold can take over the central organizational role in LOC. For further information on SCAR see: For see: For IASC see: