IXAS Procedure for Selecting
the Location of International XAFS Conferences

Sept. 28, 2009

Draft summarized by the IXAS EC Subcommittee ¹  chaired by B. Bunker

Reviewed April, 2017 by IXAS-EC

[Overview] [Criteria for Acceptable Proposals] [Timeline]

Overview

  • The International Conference on X-Ray Absorption Fine Structure (XAFS Conference) is held every three years under the aegis of the International X-Ray Absorption Society (IXAS).
  • The IXAS Executive Committee (IXAS-EC) selects the conference site during the preceding conference.
  • Conference location is preferentially to be determined based on rotational selection among geographical regions of active XAFS communities, with due considerations to previous conference locations.
  • The IXAS-EC is responsible for circulating a call for Proposals for Hosting XAFS Conference (Conference Proposal) to all registered IXAS members and, if possible, to all attendants of the last conference. The call includes the bylaws and provides a timeline (see below). Candidate Conference Chairs are requested to send a Letter of Intent.
  • The Conference Location is selected by the IXAS-EC by a majority of its voting members after all proposals have been reviewed. The Conference is not required to be at a location near a synchrotron light source.
  • Conference Organizers will be accountable for the conference planning, accordingly with close cooperation with the IXAS-EC. The IXAS-EC is expected to extend full support to Conference Organizers in organizing scientific programs.

 

Criteria for Acceptable Proposals

1. Description of Proposed Conference Venue

Conference Proposal should include a clear description of the following details. (All numbers are based on the average number of participants of recently held conferences, 600.)

Required Details:

Conference venue should provide:

  1. One conference room for plenary sessions, which accommodates at least 600 attendees.
  2. Additional space for at least 200 posters, poster presenters, and sufficient room for attendees to view and discuss posters.
  3. Additional conference rooms for parallel sessions which can accommodate at least 200 attendees each. Close proximity of rooms is to be secured for parallel sessions.
  4. Projection and PA systems appropriate for a scientific conference in all conference session rooms.
  5. One or more small meeting rooms for IXAS-EC, IUCr Commission on XAFS, and related executive meetings, which accommodates at least 30 attendees.

Preferable Details:

  1. Conference rooms are climate-controlled.

 

2. Description of Organization

The proposal must consider the rules as described in the IXAS bylaws. Tentative members of Conference Organization including Chair/Chairs is to be listed up in Conference Proposal. Conference Organization can be formed by appropriate committees with different functions such as Local Committee, Program Committee and International Advisory Committee.

Required Details:

  1. List of Local Committee members fully committed to the organization of the conference.
  2. List of Program Committee members representing all relevant fields and topics.
  3. List of International Advisory Committee formed by the IXAS-EC members and other distinguished scientists selected by Conference Organizers taking into account regional and scientific balance.

Preferable Details:

  1. Plan for circulating conference information to XAFS communities (Web site etc.).

3. Scope and Proposed Scientific Program

Required Details:

  1. Scope and structure of Conference (expected number of parallel sessions).
  2. Policy of session planning (fields or topics to have priority or highlights).
  3. Plan for satellite meetings (scope, locations and expected number of attendants).

Preferable Details:

  1. List of supporting organizations (institutes and academic societies).
  2. Plans for exhibition (if organized).
  3. Scientific Tours (if organized).

 

4. Description of Infrastructure and Logistical Plan

Required Details:

  1. List of sufficient accommodations close to the conference venue, with a range of prices and approximate number of rooms available. Information on internet access and power specifications.
  2. Description of transportation between the conference venue and accommodation sites, restaurants, regional attraction sites, social events sites, etc.
  3. Description of transportation between the airport or station and conference venue.

 

5. Community Support and Credentials

Required Details:

  1. Letter(s) of Commitment from the Host and ideally further Supporting Institution(s)
  2. Profile of Conference Chair(s), including
    1. CV
    2. Letters of Support showing full commitment of organizers at all levels

Preferable Details:

  1. Chair’s experience in organizing conferences

 

6. Preliminary Budget Draft

Required Details:

  1. Description of the total cost, income breakdown, supports from institutes and other organizations, and the start-up plan.
  2. Detailed method of payment for registration fee prior to the conference (to be later circulated to the IXAS members and participants of the last conference).
  3. Detailed outline of support for young scientists and scientists from developing countries.

The conference budget must comply with the IXAS bylaws. Conference Organizers are expected to appropriate an amount up to a maximum 1% of total budget to support IXAS activities. The amount is to be decided by the Local Organizing Committee in consultation with the IXAS Chair, and will be a substitute for traditional contributions of previous conferences. Local Organizing Committee is to report the gross conference financial balance to the IXAS-EC during the conference.

 

7. Plans for Publication

Conference Organizers are responsible for publishing Conference Proceedings without a delay. Conference Organizers should circulate the full conference program to all registered attendees prior to the conference.

Required Details:

  1. Description of Conference Organizer’s publishing policy (refereeing and proofreading process etc.) and publisher prior to the conference.

 

8. Submission of Proposal

The proposal must be submitted electronically to the attention of IXAS Chair, Vice-Chair and Treasurer who will then distribute them to the members of the selection committee.

 

 

2. Timeline

ActionResponsible PartyApproximate General TimelineXAFS18(2021) Timeline
Call for Proposals IXAS-EC Chair Fifteen Months Before Upcoming Conference May 10, 2017
Letter of Intent Candidate Conference Chairs Eleven Months Before Upcoming Conference September 10, 2017
Possibly: Reminder for call for Proposals IXAS-EC Chair Nine Months Before Upcoming Conference November 10, 2017
Proposals Deadline Candidate Conference Chairs Three Months Before Upcoming Conference May 1, 2018
Announcement of Decision IXAS-EC Chair During Upcoming Conference At XAFS17(2018)
Finalizing Conference Dates Conference Chair No later than two years before conference No later than July 2019

 


    ¹ B. Bunker (Subcommittee Chair), J. Cross (Secretary), H. Oyanagi (Chair), B. Rabel, Z. Wu (XAFS15 Chair), Elisabeth Holub-Krappe (Extended EC member) ,G. Bunker (Extended EC member)