[igrav-steering] IGrav Meeting Planning Meeting

[Livia Conti]

Hi, please find attached minutes of today's meeting. Please feel free to 
amend them.

Bye,

Livia


On 13/04/21 15:48, Strunk, Amber D. via igrav-steering wrote:
>
> Hi All,
>
> Just a quick reminder we will meet in just under 15 minutes for 
> planning of the 2021 meeting.
>
> Meeting URL:
>
> 	
>
> https://caltech.zoom.us/j/82164315184?pwd=VThXNnZZU2N6Ti9yZmVLVkZGZW1NZz09&from=addon
>
> Meeting ID:
>
> 	
>
> 821 6431 5184
>
> Passcode:
>
> 	
>
> 598760
>
> Best,
>
> Amber Strunk (She/Her)
>
> LIGO Hanford Observatory
>
> Outreach Lead
>
> 509-372-8248
>
>
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IGrav Meeting Planning Meeting - 2021 04 13

Participants: nicolas, isa, william, amber, chris, valerio, magdalena, martin, joey, livia

Minutes

Amaldi july 19-23, no specific time zone. This is one option. Magdalena suggested MarcelGrossman meeting but early registration and absract deadlines are over and costs are high for online meeting; MG seems also chaotic, badly organized; it is ok to keep it for future but not this occasion. EPS on GR in early july but more worldwide is better than EU focused meeting; again keep this as well for future. Indeed we can make a list of meetings we want to connect to. So we stick to amaldi this time.

When? some vacations in EU so avoid august. we agree to have 2 days as last time, and not on weekends as already discussed in past meeting.
After considering several options we decide to do overlap partially with  the Amaldi, using gaps in  the schedule; 

this way if we submit abstract for a presentatio to the amaldi we can use it to get more people so better go towards the end of the week. Amber to check with Jackie (as from AUS insitution) if she can submit an abstract for igrav

So we decide thursday (16-18 Los Angeles time) and friday (8-10  Los Angeles time) 

also we want to promote igrav meeting at the education session of amaldi

need to connect to amaldi to get amaldi registration for free for igrav participants
put te registration on the Amaldi web site but independent from the Amaldi registration (lesson learned from past experience: registrants will typically tick the option but then will not attend the meeting)

Chris volunteers to make the google form for registration. Isa will send to Amber registration form from last Amaldi as a reference. Chris will circulate the draft so all can check if we have all info.

Jackie likely involved in the organization of Amaldi. Amber will also tell her about our plans (days and time of meeting) and ask to get registration form on the Amaldi web set, or to be pointed to relevant person to ask this. Martin will also contact the LOC.

About meeting schedule: copy from last year schedule, which was ok

Once all done, put also on igrav web site (ask Ryan).

Better to have 2 emails: 1st as registration and second is close to meeting, as reminder of meeting approaching and asking to express which session one is going to attend, once the schedule is more solid.
Important to contact Amaldi organizers soon!

registration in 2 steps, also asking for interest on session. 

zoom meetings, session chairs,...: to be decided later

send email to last igrav meeting attendees to alert of the July meeting 

our next meeting (after the board meeting): half of May