Organisation of the HIGGS 2021 Conference

Criteria considered in the venue selection

The proposals for venues for the Higgs conference will be evaluated based on the expression of interest. The expression of interest should contain at least preliminary information on: 1) the composition of the Local Organizing Committee, 2) the Universities and/or Laboratories involved, 3) the location and facility of the conference, 4) venue and transport, 5) preferred dates, 6) housing and hotel cost and 7) estimated registration fee.

The following additional criteria are considered in the decision process:

  • Balanced, strong experimental and theoretical backing of the proposal
  • Reduced cost for students, with transport/accommodation support considered a bonus
  • Detailed breakdown of costs (registration, provided lunches, accommodation; proximity to international airports, coverage by budget airlines)
  • VISA requirements
  • Facilities: large auditorium (~150 people) and possibility for parallels
  • Flexibility in date proposal (autumn or late autumn, but aiming to avoid overlaps with other major international conferences and LHC experimental weeks)

The IOC aims to avoid repetition of the Higgs conference in the same region, hence applications from Asia and Europe are especially encouraged for 2021. At the same time we point out that expressions of interests from the US or other regions will be considered, either for Higgs 2021 or future editions.

Role of the Local organising committee (LOC)

The LOC is primarily responsible for providing a suitable conference venue, all the practical aspects concerning the registration, conference website, lunch/coffee breaks and conference dinner, all budgetary aspects including definition/collection of conference fees, sponsors and funding requests.

The LOC also has a critical role in the definition of the program and the main scope of the conference, together with the program committee (PC) and the International Organising Committee (IOC).

Regular meetings with the IOC and the PC are organised to review the progress and discuss/get advice on critical organisation aspects. It is highly recommended that a chair of the local organising committee is appointed as soon as the conference site is decided. The Chair of the LOC will be in charge of liaising with the IOC and the PC.

Program, role and composition of the Program Committee (PC)

The main goal of the Higgs conference is to bring together experimentalists and theorists to debate on the most important Higgs physics related topics, following the spirit of the founding « Higgs couplings » conference series. The format should be that of a workshop where emphasis will be on discussion, including results and prospects both from current and future facilities.

The scope of the conference includes all aspects of the field of Higgs physics, promoting the interplay between precision Higgs physics and its interpretation through EFTs and BSM Higgs searches/model building. A significant fraction of time should be reserved for discussions. When selecting topics and speakers, the PC should aim at a program that stimulates discussions between theory and experiment, and a lively scientific exchange. In general sessions are preferably organised as plenaries, however a limited fraction of the program is usually reserved for parallel sessions. Participation of young physicists is favoured and supported, typically with dedicated sessions for young speakers and/or financial support where applicable.

The choice of venue should fulfill these requirements, and provide an atmosphere encouraging fruitful discussions.

The duration of the conference should be limited to the needs of the program and could be up to 5 days if necessary.

The responsibility to define the details of program is given to the Program Committee (PC). The PC will be defined by the LOC and IOC, and will aim for a balanced representation of the experimental and theoretical communities.

The PC interacts regularly with the IOC and LOC to review:

  • The main scope of the program for a given year
  • Balance of sessions and subjects (talk duration and discussion times)
  • Proportion and number of parallel sessions
  • Special talks in relation to the latest developments or historical perspective.

Timeline for organisation

The conference should be organised in the fall (early fall may have the advantage to start before the teaching term). It avoids overlap with other major general conferences (Winter Moriond, Spring LHCP, and summer ICHEP/EPS/LP), and already scheduled experimental weeks in ATLAS and CMS. Overlap should also be avoided with other main topical conferences (e.g. TOP).

A tentative timeline for the organisation of Higgs 2021:

  • 2 years in advance: Call for EOI to host the Higgs conference made by the IOC (deadline for EOIs: Sunday, 29th March 2020)

  • April and May 2020: the IOC reviews the proposals and makes the location choice. Requests are made to appoint the PC members (e.g. to experiments)

  • 1.5 years in advance: LOC and PC are fully formed, and start discussing with the IOC the organisation of the conference. Preparation of the web page starts.

  • 1 year in advance: few LOC representatives are invited to participate to the conference of the previous year. The following year conference location and website is advertised at the end of the conference (e.g. by LOC chair).

  • Regular meetings (variable periodicity) are organised between the IOC, LOC and PC to discuss the conference organisation and the program details

  • 10-8 Month before the Conference: The list of main invited plenary speakers should be ready and invitations sent.

  • 6 months before: program definition should be well advanced (session definition, main invited talks, special topical sessions). Call for invited speakers is made by the PC. Review of practical organisation aspects happens between IOC and LOC is made: conference fees, review of external funding, financial support for young speakers,etc…

-- MichaelDuehrssen - 2019-11-27

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Topic revision: r12 - 2020-02-20 - MichaelDuehrssen
 
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