5th European regional IRPA congress Update report EURPA meeting, Heringsdorf/Usedom, 29 & 30 September 2016
Outline Program Local organization Financial and practical aspects LOC, SPC and Steering Committee had four meetings Plenary meeting at the World Forum (June, 20th)
Program 4 8 June, 2018 Monday, June 4 Morning: refreshers Afternoon: opening, keynote, parallel sessions Tuesday, June 5 Morning: parallel and keynote Afternoon: parallel sessions Wednesday, June 6 All day: Technical visits Wednesday, June 6 Morning: refreshers Afternoon: ASF (preliminary), refreshers Thursday, June 7 Morning: parallel and keynote Afternoon: YG Sessions Friday, June 8 Morning: parallel and keynote Afternoon: summarizing and closing sessions
Program refreshers Partially combined with technical visits (medical) Two contributions per topic: basis and advanced No extra fee Admission only after registration
program Young Generation Tuesday, 5 June: get together during lunch Wednesday, 6 June: school event (LOC) Thursday, 7 June: YP and/or YS session (see proposal) Friday, 8 June: YP and YS Awards ceremony
Program posters / congress app Digital posters Dedicated poster sessions during all breaks Elevator pitches for selected posters Poster award Congress app including Personalized agenda Relevant data of participants Full posters and if available full papers Proceedings in peer reviewed journal? No, unless
Lobby Mississippi Amazon Yangtze 1 Yangtze 2 Onyx Lobby Time 08:00 08:15 08:15 08:30 08:30 08:45 08:45 09:00 09:00 09:15 09:15 09:30 09:30 09:45 zondag 3 juni 2018 maandag 4 juni 2018 dinsdag 5 juni 2018 woensdag 6 juni 2018 donderdag 7 juni 2018 vrijdag 8 juni 2018 WF Theater WF Theater WF Theater WF Theater WF Theater Mississippi Amazon Yangtze 1 Yangtze 2 Mississippi Amazon Yangtze 1 Yangtze 2 Amazon Yangtze 1 Yangtze 2 Mississippi Amazon Yangtze 1 Yangtze 2 Mississippi Amazon Yangtze 1 Yangtze 2 max 1409 Onyx Lobby max 1409 Onyx Lobby max 1409 Onyx Lobby max 1409 Onyx Lobby max 1409 max 400 pers max 320 pers max 140 pers max 140 pers max 400 pers max 320 pers max 140 pers max 140 pers max 320 pers max 140 pers max 140 pers max 400 pers max 320 pers max 140 pers max 140 pers max 400 pers max 320 pers max 140 pers max 140 pers pers pers pers pers pers June 3 June 4 June 5 June 6 June 7 June 8 Refresher Refresher Refresher Refresher subject 1 subject 2 subject 3 subject 4 basic basic basic basic Digital poster s theme 1 theme 2 theme 3 theme 4 theme 5 theme 6 theme 7 theme 8 theme 9 theme 10 theme 1 theme 2 theme 3 theme 4 theme 5 Onyx 09:45 10:00 10:00 10:15 10:15 10:30 10:30 10:45 10:45 11:00 11:00 11:15 11:15 11:30 11:30 11:45 Refresher subject 1 expert Refresher subject 2 expert Refresher subject 3 expert Refresher subject 4 expert Oral poster s Digital poster s Keynote speaker(s) and highlighted sessions 2 Digital poster s Keynote speaker(s) and highlighted sessions 3 Digital poster s Keynote speaker(s) and highlighted sessions 4 Digital poster s 11:45 12:00 12:00 12:15 12:15 12:30 12:30 12:45 12:45 13:00 13:00 13:15 Opening ceremony 13:15 13:30 13:30 13:45 13:45 14:00 Registration desk and set up exhibition 14:00 14:15 Keynote speaker(s) and highlighted 14:15 14:30 sessions 1 14:30 14:45 14:45 15:00 15:00 15:15 15:15 15:30 15:30 15:45 15:45 16:00 16:00 16:15 theme 1 theme 2 Set up digital poster s Registration desk and exhibition theme 3 theme 4 theme 5 Oral poster s Oral poster s Digital poster s Information desk and exhibition theme 1 Young Professional get together theme 2 Optional: exhibitor theme 3 Optional: exhibitor theme 4 Optional: exhibitor theme 5 Oral poster s Oral poster s Oral poster s Digital poster s Oral poster s Information desk and exhibition School event Technical visit waste management on site or in bus refresher course 8 Waste Management Technical visit medical on site or en route refresher course 9 radiation protection in medical imaging Technical visit??? on site or en route refresher course 10??? Refresher subject 5 basic Refresher subject 6 basic Refresher subject 7 basic Digital poster s Information desk and exhibition Young professional s Optional: exhibitor Optional: exhibitor Optional: exhibitor Optional: exhibitor Oral poster s Oral poster s Oral poster s Digital poster s Oral poster s Closing ceremony 16:15 16:30 16:30 16:45 Refresher Refresher Refresher 16:45 17:00 17:00 17:15 17:15 17:30 theme 6 theme 7 theme 8 theme 9 theme 10 Digital poster s subject 5 expert subject 6 expert subject 7 expert Digital poster s 17:30 17:45 17:45 18:00 theme 6 theme 7 theme 8 theme 9 theme 10 18:00 18:15 18:15 18:30 18:30 18:45 etc. Reception Dinner
Program SPC and topics Extended SPC: Nominations are accepted until October 1, 2016 Five main topical areas Fundamental/general issues Medical Industrial incl nuclear & NORM Research & applications Non ionizing radiation Each topical area divided in subspecialties, e.g. Education & Training Regulation & Legislation Security & Emergency Prep. a.s.o. Encouraging Sustainability in RP Concluding panel session on Friday afternoon
Outline
Local Organization Main committees Technical visits (partially together with SPC) YG events (together with SPC) Communication Social program Technical visits (preliminary) Medical (Eindhoven) Waste management (Zeeland) Research/nuclear /HPTC (Delft) Pre or postcongress: KVI CART/GPTC (Groningen)
Local Organization Communication 1st and 2nd Announcements Publications in various media Social Program Monday afternoon: opening of the congress, Monday evening: reception Thursday evening: congres diner Friday afternoon: closing session Pre or postcongress: two day excursion (preliminary) in combination with technical visit
Financial and practical aspects Registration Fees (almost definitive): Including VAT Fee Congres Diner: 30 Eu No additional fee for refreshers Lunches not included Technical visits not included Internal (financial) regulation adopted Very early bird (max. 60) Fee (Euro s) Deadline 625 31 May 2017 Early bird 725 31 Dec 2017 Normal 850 30 April 2018 Late / on site 975 8 June 2018
Financial and practical aspects Registration and abstract submission starts around January 1, 2017 Break even point: around 600 participants Sponsoring / exhibitors Potential exhibitors identified Potential sponsors: City of The Hague, organizations around security University of Groningen (in kind)
Next steps Finalizing extended SPC Finalizing website / on line registration & abstract submission 2nd Announcement and call for abstracts Further development of congres program Abstract submission and (very) early bird registration Next update at EURPA meeting October 2017
Thank you! www.irpa2018europe.com
Extra summary from 2015 Organization Steering committee Memorandum of Understanding Venue
Organization Foundation The Hague 2018 The formal organizer Covers financial and other risks No formal relation with NVS (or SRP) Steering committee Congress president (representative of NVS) Board members of the foundation Chairs of the SPC and LOC A Solution Events
C Organization teering S committee A S olution vents E cientific S P rogramm ()SP ommittee C Local O rganizing LOC ( ) ommittee C WG on F inancial and L egal spects A ( F& L)
Steering committee Dr Hielke Freerk Boersma, congress president, NVS Ing Bert Gerritsen, secretary Foundation Den Haag 2018 Dr Gert Jonkers, WG on F&L Dr Jan Kops, Chair LOC Dr Lars Roobol, Chair SPC Anita (and Paul) Buiteman, A Solution Events (Mr Carel Thijsen, agenda member)
Committees Core committees with representatives from NVS Chapters Professional Organizations SRP (SPC) Extension of committees expected in 2016 with presentatives from Other EU IRPA Societies Other NGOs (IAEA, WHO, ICRP etc)
Memorandum of Understanding Transparency in Relation with IRPA Confirm adoption of IRPA rules Financial responsibilities Draft adopted by Foundation in March 2015 Adopted by IRPA EC in May 2015
MoU financial arrangements Seed money: approximately 13 keu (Foundation and Geneva/Helsinki) Prefinancing and Guarantee Fund NVS (up to fixed maximum) SRP (only for travel expenses of core members SPC) In case of surplus Re allocation of seed money 20% of extra surplus to next EU IRPA congres 80% of extra surplus to NVS (for members or IRPA congresses)
Venue: World Forum
World Forum
Decisions of the latest meeting of Organizers: The Steering committee as well as the SPC have met on Monday 7 November and have discussed among others the set up of the program, the registration fees, the deadlines for abstract submission. Main decisions: 1. Registration and abstract submission system will be tested in December and be open somewhere in January 2017 deadline for abstract submission will be November 1st, 2017 2. The 2nd announcement will be sent out in February/March 2017 3. The deadlines for very early bird and early bird registration will be extended with respectively three and one month to August 31st, 2017 and January 31st, 2018. 4. The registration fees have been fixed. The rate for very early and early bird will be just below 600 and 700 Eu respectively in order to further decrease the threshold for participation. On site registration will be a little more expensive 5. The fee for YP competitors will under all circumstances be the very early bird rate no further reductions for students are foreseen at the moment 6. Apart from the YP award, the NVS or organizing committee will most probably award a 'YP public award', using a voting system by mobile device. 7. Invitations to nominate members for the YP and Posteraward will be send out within roughly two months from now. 8. A proposal for a 'refresher/yg session' at Monday morning has been done and is studied now. Sylvain Andresz (SFRP), Christoph Stettner (ÖVS), Jennifer Humphries (SRP) and Bas Vianen (NVS) have been invited to reflect on this proposal and contribute to further developing this proposal. 9. IRPA (Bernard) will be informed within a couple of months that the organization strongly prefers to organize the ASF on Wednesday morning June 6th, 2018. 10. The deadline for submission of YP candidates will also be November 1st, 2017.