Orientation to AICh. E Programming Cheryl Teich EBPC 2 nd Vice Chair April 22, 2006 References and Acknowledgments: Herbie Epstein & Phil Westmoreland, 2002 George Liebermann, 2003 Joe Cramer, Jim Hill, and George Liebermann, 2004 22 April 2006
Agenda l Why are we here? l National Program Committee (NPC) l AICh. E Staff l Executive Board of National Program Committee (EBPC) l AICh. E Conferences/Meetings l Programming Activities Schedule (guidelines) l NPC Programming Retreat (Spring National Meeting) 22 April 2006 2
Why are we here? l l Ensure various Programming Groups are aligned on work processes, schedules, etc. Introduce new NPC members to AICh. E programming, and refresh returning members Provide a networking opportunity to promote cosponsorship and cohesive programming Develop strategies on l l Programming development Programming content 22 April 2006 3
Agenda l Why are we here? l National Program Committee (NPC) l AICh. E Staff l Executive Board of National Program Committee (EBPC) l AICh. E Conferences/Meetings l Programming Activities Schedule (guidelines) l NPC Annual Meeting (Spring National Meeting) 22 April 2006 4
What is the NPC? • The NPC (National Program Committee) plans, organizes and executes the Annual (Fall) and National (Spring) AICh. E Meetings • Who belongs to the NPC? l l l Group and area programming Chairs and Vicechairs MPCs and GACs of upcoming meetings EBPC (the Executive Board of the NPC) 22 April 2006 5
National Program Committee organizes technical programming for AICh. E’s Annual (Fall) and National (Spring) Meetings l What are our responsibilities? l l Programming upcoming AICh. E meetings Ensuring continuity, innovation and quality in programming Providing input on AICh. E strategic items When/How do we meet? l l 22 April 2006 Annual Programming Retreat, Saturday before start of the Spring Meeting Sunday PM Meeting, at Annual AICh. E Meeting Group/Area, Division, Forum Meetings E-mail, web based interactions 6
How do we fit into the AICh. E Structure? SIOC Divisions Executive Director & Staff BOD CTOC Forums CEOC Committees NPC subcommittees EBPC (Ad-hoc) MPCs GACs 22 April 2006 Includes programming function of divisions, forums, and committees Programming groups and areas 7
NPC in AICh. E CTOC – Chemical Engineering Technology Operating Council NPC – National Program Committee EBPC – Executive Board of NPC MPC – Spring or Fall Meeting Program Chair GAC – General Arrangements Chair for the Meeting 22 April 2006 8
NPC Structure NPC comprises various Programming Groups, which in turn may encompass several Areas. NPC is formally distinct from Divisions and Forums. Most programming groups, however, are based on a Division or Forum 1 Engineering Science and Fundamentals 13 Sunsetted 2 Separations 14 Nuclear Engineering 3 Particle Technology Forum 15 Food, Pharma, and Bioengineering 4 Education 16 Fuels and Petrochemicals 5 Management 17 Forest Products 6 North American Mixing Forum 18 Liaison Functions (RANTC) 7 Transport and Energy Processes 19 ECC now an affiliated society 8 Materials Engineering and Sciences 20 Catalysis and Reaction Engineering 9 Environmental 21 Computational Molecular Science and Engineering Forum 10 Computing Systems and Technology 22 Nanoscale Science and Engineering Forum 11 Safety & Health 23 Sustainable Engineering Forum 12 Process Development 22 April 2006 9
Structure of the NPC l l l The Programming Groups cover different fields of Ch. E science and technology The EBPC governs the Programming Groups Areas within Groups cover more specific topics Most Groups are tied to a Division or Forum (whose charters extend beyond programming) Each Group and Area sets terms and succession plans for its chairs/program chairs, consistent with AICh. E By-laws. You are the NPC! 22 April 2006 10
Group/Area Chair Responsibilities l l l Oversee programming activities Improve/maintain session quality Propose sets of sessions and topical conferences (titles and session chairs) to MPCs and Programming Department for future AICh. E meetings 22 April 2006 11
How are Sessions Developed? l Group and Area Chairs l l l l Coordinate session requests Finalize co-sponsored sessions Appoint Session Chairs and Co-chairs Supply Session info to MPC Consolidate sessions as needed Request session scheduling; room size Session Chairs and Co-chairs l l Arrange papers within session Notify authors after MPC organizes entire program 22 April 2006 12
Timeline for Session Development l MPC with AICh. E staff sets timeline and communicates it to NPC l l l One reason why up-to-date contact info is vital Will discuss in more detail later in presentation Spring and Fall meeting schedules are different 22 April 2006 13
Outline l l AICh. E Staff l Executive Board of National Program Committee (EBPC) l AICh. E Conferences/Meetings l Programming Activities Schedule (guidelines) l 22 April 2006 National Program Committee (NPC) NPC Annual Meeting (Spring National Meeting) 14
NPC works closely with (Very Lean) AICh. E Staff John Sofranko Executive Director Bette Lawler Director of Operations Tim Mc. Creight Marketing Jeff Wood Director, Meetings & Contracts Ilia Killeen Spring Meetings Manager 22 April 2006 Open Logistics Planner Steve Smith Director of Technical Activities & Journals Joe Cramer Technical Programming Director Consultants Terri Guttilla Technical Programming Associate 15
Steve Smith: Director of Technical Activities and Journals NPC related responsibilities: l Overall responsibility for l l l l Programming at Meetings Industry technology alliances Publications Ensures existence and implementation of clear and consistent work processes Ex-officio member of EBPC Maintains high level of corporate contacts for AICh. E Senior staff CTOC representative 22 April 2006 16
Joe Cramer: Director, Programming l l l l Creates program content and works on promotion Analyzes market for technical activities Interfaces with other technical societies Works with Jeff Wood and Meetings Department l Facilities l Program book l Planning l Alliances (for meetings and programming) Works with Marketing Department Secretary of EBPC CTOC staff representative 22 April 2006 17
Jeff Wood: Director, Meetings and Contracts l l l l l Overall logistics of meetings Site selection and space needs Arranges contracts for meetings Develops budget PTP process Meeting implementation Coordinates GAC activities Works with Programming and Marketing Ex-officio member of EBPC Responsible for management of AICh. E contracts 22 April 2006 18
Outline l l AICh. E Staff l Executive Board of National Program Committee (EBPC) l AICh. E Conferences/Meetings l Programming Activities Schedule (guidelines) l 22 April 2006 National Program Committee (NPC) NPC Annual Meeting (Spring National Meeting) 19
EBPC coordinates the NPC l 4 executive positions with 4 -year commitment l l l l l Chair (Bob Hoch) 1 st Vice Chair (Rex Reklaitis) 2 nd Vice Chair (Cheryl Teich) Past Chair (Phil Westmoreland) 6 Members-at-Large with offset 3 -year terms CTOC (Chemical Engineering Technology Operating Council) Liaison – ex officio RANTC (Research and New Technology Committee) Liaison – ex officio Secretary - AICh. E staff liaison (Director of Technical Programming) AICh. E staff-ex officio members Current MPCs, GACs – ex officio 22 April 2006 20
2006 Executive Board of Program Committee (EBPC) http: //www. aiche. org/Conferences/Resources/Executive. Board. aspx Joseph J. Cramer, Secretary Director, Technical Programming AICh. E Phillip R. Westmoreland, Past Chair Professor University of Massachusetts, Amherst Robert E. Hoch, Chair Process Economics Consultant Rex Reklaitis, First Vice Chair Professor and Ch. E Dept Head Purdue University Cheryl Teich, Second Vice-Chair Senior Engineer Rohm and Haas Company D. B. Bhattacharyya, Member-at-Large Alumni Professor University of Kentucky Liese Dallbaumann, Member-at-Large Principal Engineer Pepsi. Co Carol K. Hall, Member-at-Large Alcoa Professor North Carolina State University Gil Lee, Member-at-Large Associate Professor Purdue University Tiberiu (Tiby) M. Leib, Member-at-Large Principal Consultant Du. Pont Engineering Technology – Du. ET Rashmi Shah, Member-at-Large Jim Hill, Ex-Officio Liaison - CTOC Professor Iowa State University Steve Smith, Ex-Officio Director, Technical Activities & Journals AICh. E Jeffrey Wood, Ex-Officio Director, Meetings AICh. E 22 April 2006 21
EBPC’s responsibilities: l l l Oversees programming process Sets policy for programming Develops future strategic directions Sets up/approves programming groups Selects leaders for national meetings: l Meeting Program Chair (MPC) l General Arrangements Chair (GAC) Selects AICh. E award winners for: l Institute Lecturer l Lappin Award l Reviews cosponsorship requests 22 April 2006 22
EBPC Activities Schedule l Sunday AM Meeting at Annual and National AICh. E Meetings l Monthly Phone Conferences l Priority Task Group meetings/communications, reporting monthly 22 April 2006 23
Outline l l AICh. E Staff l Executive Board of National Program Committee (EBPC) l AICh. E Conferences/Meetings l Programming Activities Schedule (guidelines) l 22 April 2006 National Program Committee (NPC) NPC Annual Meeting (Spring National Meeting) 24
Conferences l l l AICh. E Meetings (NPC main responsibility) l Spring – National (includes Global Congress on Process Safety) l Fall – Annual Freestanding Conferences (e. g. , PDS, Ammonia) Co-sponsored l Management Conference (with ACS or others) l With other Societies (e. g. , OTC) l International Conferences (e. g. , World Congress) l Biennial Mixing Conference (NAMF) l Engineering & Construction Contracting Association (ECC – an affiliated organization) 22 April 2006 25
AICh. E Meetings Work Process Select location (several years in advance) – AICh. E Director, Meetings (with consultation) EBPC appoints MPC & GAC NPC’s Groups and Areas propose sessions, including Topical Conferences– AICh. E/MPC coordinates 1. 2. 3. Titles and session chairs submitted –electronically on web Cosponsorships, details discussed at Annual NPC Meeting l l 4. 5. 6. 7. 8. 9. 10. 11. MPC prepares tentative program Call for Papers (PTP electronically on Web) Chairs, Topical Chairs, and NPC members approve papers and construct sessions (web process) MPC schedules sessions (supported by AICh. E Staff) Publish program and promote the meeting Follow-up on sessions/topicals organization, authors, etc Have the meeting Evaluate the meeting (includes post conference e-mail web survey) 22 April 2006 26
Responsibilities of the MPC l Organizes overall meeting, establish themes and technical program l with NPC Group/Area chairs/programming chairs l with AICh. E staff l Coordinates with General Arrangements Committee l Responsible to EBPC for meeting schedule, quality, etc 22 April 2006 27
Responsibilities of the GAC l l Coordinates and organizes the General Arrangements Committee, setting up: l Entertainment / tours l Social program l Publicity l Program copy l Session aides (if required) l Onsite Volunteer Staff Coordinates with Director of Meetings and Meeting Logistics Planner 22 April 2006 28
Outline l l AICh. E Staff l Executive Board of National Program Committee (EBPC) l AICh. E Conferences/Meetings l Programming Activities Schedule (guidelines) l 22 April 2006 National Program Committee (NPC) NPC Annual Meeting (Spring National Meeting) 29
Meeting Development Process GC/AC forwards session requests to Confex after Confex opened by HQ MPC sets allocation at retreat (Spring) GC/AC* reviews, revises & completes session info into Confex PTP (elec. CFP opens on Web) Actions are the same for the Fall and Spring meetings, but the mode of execution and timing are different. SCs plan Sessions and Recruits papers 22 April 2006 MPC plans meeting, approves sessions MPC & Staff use Confex system To develop TP, Index, Grid Meeting happens 30
Best Practices for Programming Development Guidelines (“Topical Conference How-To. Guide”) published by Winston Ho and Phil Westmoreland, November 2002, available on the web at: http: //www. aiche. org/conferences/programming/Topical. Conf_How. To. pdf Needs update on use of Confex system. 22 April 2006 31
Year (-2 )Activities for the Annual Meeting (conducted through the web & e-mail) l l MPC announces Meeting theme EBPC assigns a number of base and supplementary session slots to each Group as needed -2 year in Fall – AICh. E request submission of sessions from Programming Groups and areas plan and submit their set of sessions and Topical Conferences (web process) l Include agreement for co-sponsorships (Valuable for crossdisciplinary contributions) 22 April 2006 32
The Spring Meeting is Different l l Meeting is comprised of strong Topicals and Subconferences (e. g. , EPC, Loss Prevention, F&PD, IMRET) + “unaligned” sessions (10 -15%) Programming groups follow internal, historical timelines Programming for following year’s Spring meeting is generally developed at current meeting or afterwards EBPC Spring Meeting Task force is working on a more coherent meeting, maintaining quality of strong programming while improving weaker components 22 April 2006 33
Session Types l Symposia – 4 to 8 papers l Sponsored by group/area l Cosponsored by different groups/areas or by external entities l Affiliated with a topical conference l Plenary sessions (invited speakers) l Posters l Panel Discussions l Tutorial sessions (can use single or multiple speakers, instructional in nature, presentations are well coordinated) 22 April 2006 34
Topical Conferences l l l Focused on one area, several sessions (6 – 20) Must be approved by EBPC and MPC (approval process is on of exception) Typically include: l Proceedings (now to be included on one master CD) l An event(s) (dinners, lunches, receptions, etc. ) l Plenary sessions l Associated short courses and/or tutorials May have AICh. E and external co-sponsors Currently 80 -90% of Spring Meeting and 30% or more of Annual Meeting 22 April 2006 35
Ticketed (extra fee) Tutorials and Short Courses l Run by AICh. E, sponsored by Groups, usually on Sundays, before main conference sessions l Tutorials (ticketed for non-meeting attendees) l Short courses (ticketed for all but sometimes free) 22 April 2006 36
Soliciting Papers l Calls for Papers may be mailed, e-mailed, and posted by session organizers. This works well for the Fall meeting. The Spring Meeting requires more personal attention to assemble quality papers. … l Calls for Papers (Sessions and Topicals are described on www. aiche. org, under “Conferences” – about 7 -9 months before the Meeting l Proposals-To-Present (PTP) are also submitted through www. aiche. org, under “Conferences” l Organizers may invite featured speaker(s). 22 April 2006 37
Accepting and Scheduling Papers l l l 6 -7 months before meeting, Web submission of PTPs closes Over the next 1 -1/2 months: l Session chairs review and accept / reject / transfer papers using Web interface l MPC and Group and Area chairs evaluate undersubscribed and over-subscribed sessions, eliminating and possibly adding sessions 4 -5 months before meeting, the technical program schedule is announced on the Web (Our Goal) 22 April 2006 38
Preparations in the final few months. l l l Program Book is generated Programming Dept. works with chairs (all levels) to instruct authors on submittal of pres. record (abstracts or full papers) Topical Conferences Proceedings are included in the Meeting Proceedings CD. (Certain topicals may be able to justify preparation of print volumes) Program chairs remind session chairs to notify authors and to solicit Records of Presentation (anywhere from 1 -2 pages to full papers) Adjustments are made if authors/titles change or if there are cancellations 22 April 2006 39
At the Meeting. . . l Support Session Chairs: l l Check room: audio, lights Coordinate times and A/V with presenters Ensure attendance is reported Program Chairs (NPC): l l NPC Programming Retreat Saturday (Spring)/ Sunday afternoon (Fall). Group/Area meetings (throughout meeting week): l Solicit session titles and session chairs for 1 - 2+ years ahead l Firm up session titles and chairs for next (two) year(s) 22 April 2006 40
Outline l l AICh. E Staff l Executive Board of National Program Committee (EBPC) l AICh. E Conferences/Meetings l Programming Activities Schedule (guidelines) l 22 April 2006 National Program Committee (NPC) NPC Annual Meeting (Spring National Meeting) 41
At the Annual Programming Retreat Spring National Meeting Review last year’s Meetings: - performance/quality, attendance, other statistics - experience gained - input for future, etc - strategic initiatives Discuss Programming Procedures l Web session submission l PTP l Input for continuing improvements Identify, Discuss & Input on Critical/Strategic Programming Issues l Current year EBPC/NPC Priorities l Growth/Quality Annual/Fall Meeting l Program Book (preparation process / format) Discuss & Refine & Catalyze Next Year’s Meeting Requests l l Topicals l 22 April 2006 Session titles/topics, number, themes Cosponsorships for above 42
Addendum Additional Information for General Arrangements Committee Chairs Meeting Program Committee Chairs (MPC’s) 22 April 2006 43
GAC Responsibilities [Appointed by EBPC. Work with local section at host city, MPC, and Director of Meetings Major responsibility is to raise funds for welcoming reception. Work with Meetings Director and Meeting Logistics Planner and MPC on physical facilities Provide host city information for meeting program book (MPB) Provide GA Committee information for MPB Other responsibilities: Recruit volunteers to work registration/host/etc. Suggest spouse/guest program if any Suggest social events if any Suggest plant tours if any (Recruit session aides if available) Manage local publicity for meeting 22 April 2006 44
MPC Responsibilities (In Conjunction with Meetings and Programming Staffs [EBPC appoints the MPC 2 -3 yrs before meeting] Major responsibility: Prepare technical program Select vice or co-MPC Coordinate, select, & approve sessions (some are mandated) Assign times, rooms, and session #s for the technical sessions Approve any and all changes/moves Prepare and proof-read the technical program (T-pages in MPB) Prepare and proof-read the index to the technical program Prepare the technical program grid Prepare MP Committee page (good to have a vice-chair) Prepare highlights page (ID threads, topicals, special features) Ex-officio member of Institute Lecture Committee (Annual MPC) Advise/approve MPB cover Maintain contact with programming coordinators and NPC 22 April 2006 45
AICh. E Meeting Database Program • GC/AC – enter own info & session info, submit schedule requests • PTP process (authors submit papers) • Extended Abstract/Full Paper Upload Process (authors submit) • SC (or assigned coord. ) submit or approve proposed program • MPC assigns rooms/times/session # -- may modify sessions • DB Program generates TP, Index, Grid for web TP, Index, Grid for printer Early version for SCs to proof 22 April 2006 46
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