IXAS Procedure for Selecting
the Location of International XAFS Conferences

(DRAFT1)

(tentative document)

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

1. Overview

1.1.   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).
1.2.   The IXAS Executive Committee (IXAS-EC) is responsible for circulating a Call For Proposals to host the XAFS Conference to all registered IXAS members, according the timeline in Section 2.
1.3.   Proposals for hosting the XAFS Conference (Proposals) may be submitted by any registered IXAS member. The minimum criteria for acceptable proposals are described in Section 3.
1.4.   The location of the XAFS Conference is decided by a simple majority of voting members of the IXAS-EC after all Proposals have been reviewed. Historically, selection of the location of the XAFS Conference is skewed toward rotation among geographical regions having active XAFS communities. The XAFS Conference is not required to be co-located with a synchrotron light source.
1.5.   The team of individuals and institutions responsible for organizing the XAFS Conference (Conference Organization) is expected to abide by the Memorandum of Understanding included in Section 4.

    2. Timeline

    ActionResponsible PartyGeneral TimelineXAFS16 Timeline2
    Call for Proposals IXAS-EC Chair During Conference October 1, 2009
    Submit Proposals Candidate Conference Chairs One Year After Conference September 1, 2010
    Announce Decision IXAS-EC Chair Three Months after Proposals Received December 1, 2010
    Finalize Dates of XAFS Conference Conference Chair No later than two years before conference; during preceding conference preferred, if possible No later than July 2013; during XAFS15 in summer of 2012, if possible

     

    3. Criteria for Acceptable Proposals

    3.1. Description of the Conference Organization

      Required in Proposal:
    • Name the Conference Chair or Co-Chairs, as applicable.
    • List any Institutions or Organizations committing resources or funds to the XAFS Conference.
    • Include if available; required no less than two years in advance of the conference:
    • Describe the structure of the Conference Organization, e.g., name the chairs of the Local Organizing Committee, Program Committee, etc., as applicable.
    • List members of the XAFS Conference International Advisory Committee. This committee shall be comprised of IXAS-EC members and other distinguished scientists invited by the Conference Organizer, and shall reflect the regional and scientific diversity of the IXAS.

    3.2. Demonstration of Community Support

      Required in Proposal:
    • Attach a Letter of Commitment from the Hosting Institution.
    • Attach current curriculum vitae for the Conference Chair or Co-Chairs, as applicable.
    • Attach at least two letters from established members of the XAFS Community supporting the proposed XAFS Conference location.
    • Describe the proposed Conference Organization’s previous experience, if any, organizing conferences.

    3.3. Suitability of Proposed Conference Venue (Venue)

      Required in Proposal:
    • Verify that these minimum requirements of the XAFS Conference are met by the Venue:
      • a conference room for plenary sessions, which accommodates at least 6003 attendees;
      • additional smaller conference rooms for parallel sessions, which accommodate at least 200 attendees each; close proximity of rooms required for parallel sessions
      • additional space for at least 200 posters, poster presenters, and sufficient room for attendees to view and discuss posters;
      • projection and PA systems appropriate for a scientific conference in all conference session rooms; and
      • one or more small break-out meeting rooms for IXAS-EC, IUCr Commission on XAFS, and related executive meetings, which accommodates at least 30 attendees.
    • Describe infrastructure and amenities available in support of hosting the XAFS Conference at the Venue, for example:
      • Proximity of airport(s) and other long-distance travel options;
      • availability and variety of local transportation, e.g., bus, taxi, metro;
      • accommodations close to the conference venue, with a range of prices available;
      • access to high speed, reliable wireless internet, cellular networks, and other communication options;
      • access to electrical outlets for charging, e.g., laptop computers;
      • transportation between the conference venue and accommodation sites, restaurants, regional attraction sites, social events sites, as applicable;
      • conference rooms climate-controlled, if available;

     

      1 Draft prepared by ad hoc committee of IXAS-EC: members B. Bunker, J. Cross, H. Oyanagi, B. Ravel and Z. Wu, and Extended EC Members: G. Bunker and Elisabeth Holub-Krappe.
      2 Due to procedural changes adopted during the XAFS14 conference, the timeline for selecting the XAFS16 conference location was set back approximately one year.
      3 Numbers based on 2009 XAFS 14 Conference in Camerino, Italy.

     

    Mission Overview

    The International X-ray Absorption Society (IXAS) is an international scientific organization representing all those working on the fine structure associated with inner shell excitation (near edge and extended) by various probes (e.g. x-rays and electrons), and related techniques for which the data is interpreted on the same physical basis. Mission of the IXAS is to promote the research activities of XAS and related phenomena as a multi-nation non-profit organization. As of today (September 1, 2009) the IXAS has over 700 registered members representing relevant research fields all over the world. The IXAS has several projects which are performed by the IXAS executive committee (EC) officers and members. The IXAS is an open organization which welcomes any one who is interested in the activities. Major projects are described in the following:

    • Selection of International XAFS Conference
    • Soliciting IXAS Awards
    • Information exchange through the official website
    • Publication of electronic scientific magazine (new project)


    The size of XAFS conference kept increasing steadily passing 600 attendants and the role of IXAS is becoming more and more important. The IXAS is therefore considering the step forward with projects to inspire, encourage and support the community.

    IXAS Awards

     

    Soliciting IXAS Awards is a tradition of the IXAS and a highlight of the recent XAFS Conference. There are three IXAS awards to be handed out at the ceremony in the IXAS session. The IXAS Chair forms the Awards Committee consisting of five voting members representing different scientific areas after opening a call for nominations to the Awards Committee. Nominations with cv or recommendation letters are received by the Awards Committee which selects the winners by voting.

    Outstanding Achievement Award (Edward Stern Prize):
    Recommended by the IXAS Awards Committee, approved by the IXAS EC. The highest award of the International XAFS Society. The awards committee invites nominations across all disciplinary areas, including both experimental and theoretical studies of XAFS. Nominations should include a curriculum vitae for the nominee.

    Outstanding Young Scientist Award (Farrel Lytle Prize):
    Recommended by the IXAS Awards Committee, approved by the IXAS EC. Nominee must have made contribution to the XAFS field. Nomination are invited across all disciplinary areas, including both experimental and theoretical studies of XAFS. Nominee should be within 8 years of a Ph.D. (or equivalent) degree as of February 28, 2012. Nominations should include a curriculum vitae for the nominee.

    Outstanding Young Scientist Award (Dale Sayers Prize):
    Recommended by the IXAS Awards Committee, approved by the IXAS EC. Qualifications are the same as above.

    Winners/Cowinners for the last three awards solicited for awards at XAFS14 are listed below. Outstanding Achievement Award and Outstanding Young Scientist Awards are given with prize money of $1000 and $500 for each winner, respectively.

     

     

    The IXAS 2000-2015 Awards Winners

    IXAS Young Scientist Award (Dale Sayers Prize)

    2015 Award: Narciso Souze-Neto (Brazilian Synchrotron Light Laboratory)
    2012 Award: Carolin Antoniak(University of Duisburg-Essen)
    2009 Awards: Emad Flear Aziz Bekhit (BESSY), Keiske Hatada (Laboratori Nazionali di Frascati)
    2006 Award: Jan-Dierk Grunwaldt (Danish Technical University)
    2003 Award: Paola D'Angelo (Universita' La Sapienza)

    IXAS Young Scientist Award (Farrel Lytle Prize)

    2015 Award: Amelie Juhin (French National Centre for Scientific Research, Paris)
    2012 Award: Joshua Kas(University of Washington)
    2009 Award: Grigory Smolentsev (Southern Federal University)
    2006 Award: Pieter Glatzel (ESRF)
    2003 Award: Matthew Newville (University of Chicago)

    IXAS Outstanding Achievement Award (Ed Stern Prize)

    2015 Award: Majed Chergui (Ecole Polytechnique Federale de Lausanne) and Andrea di Cicco (Università di Camerino)
    2012 Awards: Klaus Baberschke(Freie Universität Berlin), Stephen P. Cramer(University of California & Lawrence Berkeley National Laboratory)
    2009 Awards: Britt Hedmann (Stanford University), Frank de Groot (Utrecht University)
    2006 Awards: Calogero R. Natoli (Laboratori Nazionali di Frascati) and John J. Rehr (University of Washington)
    2003 Award: Dale Sayers (North Carolina State University)
    2000 Award: Ed Stern (University of Washington)

     

     

    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 planning must comply with the IXAS bylaws. Non-member conference registration fee should be higher than members fee by an amount which is at least 50% above IXAS membership dues  (current membership dues are 30 Euros so this corresponds to at least 45 Euros). Local Organizing Committee should allocate these non-member differential fees to IXAS related activities including award prizes, young scienstist travel support, and EC meeting during the conference. A summary of these activities as well as the amount of "penalty" fees collected should be reported to the IXAS EC at the end of 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)