Guidelines for Proposals for Host Sites for QFS Meetings
Guidelines for Proposals for Host Sites for QFS Meetings
Definition: QFS meetings are meetings of the international
community of researchers in the area of Quantum Fluids and Solids.
These meetings are presently agreed to be held in each year in
which there is no international LT-XX meeting. The most recent
several meetings have been held in: Evanston (2009), Kazan (2007), Kyoto (2006), Trento (2004), Albuquerque (2003), Konstance (2001), Minnesota (2000), Amherst (1998), Paris (1997),
Ithaca (1995), and State College (1992). The site for the 2010 meeting will be in Grenoble, France.
(The next LT
meeting, LT26, will be held in Beijing in 2011.)
The site for the QFS2010
meeting was decided at the time of the LT-25 meeting in Leiden. The next
location for QFS, QFS2012, will be decided shortly following the November 30, 2009 submission deadline
for proposals to hold the meeting.
Steering Committee: At the 1998 meeting it was decided
to create an international QFS steering committee which would
serve to (1) coordinate meeting information between the QFS community
and the IUPAP Commission C5 and (2) select the sites of future
QFS meetings from proposals submitted to the steering committee.
The QFS Steering Committee will consist of the chairman of the
next to be held QFS conference, the three(*) most recent conference
chairs, and at most three(*) additional people to ensure that there
is at least one representative from Europe, Japan, the former Soviet Union (FSU), and the United
States.
The identification of a QFS chairman for the next future
meeting will result in the retirement of the most past QFS chairman,
ensuring a rotation of committee membership with a continuity
of experience. The QFS committee decided that it would select
sites for the QFS conferences in a manner that would provide approximately
two years advance notice to the conference organizers.
The chair of the
immediate past QFS meeting will serve as the Chair of the steering
Committee until the next meeting of a QFS conference and which
point the chair of that conference will assume the steering committee
Chair until the next QFS meeting.
The current membership (as of the end of QFS2009) of the QFS Steering Committee is:
Vladimir Dmitriev* (representing the FSU) (dmitriev@kapitza.ras.ru )
Henri Godfrin (QFS2010), Chair-elect (henri.godfrin@grenoble.cnrs.fr )
Robert Hallock* (QFS98) (hallock@physics.umass.edu )
William Halperin (QFS2009), Chair (w-halperin@northwestern.edu )
Yuichi Okuda (representing Japan) (okuda@ap.titech.ac.jp )
John Saunders* (representing IUPAP-C5) (J.Saunders@rhul.ac.uk )
[* A representative from the Quantum Fluids and Solids community from IUPAP-C5 is also included on the committee; currently this position is filled by John Saunders. Since the time of the QFS2003 meeting it has been requested by the Committee that Bob Hallock remain a member for long-term continuity (he is also currently Chairman for IUPAP, C5). He has agreed to do so, serving at the pleasure of the committee, and has agreed to continue to maintain the home web page for the conference series. At the QFS2004 meeting it was decided to add to the committee a quantum fluids representative from the FSU and Vladimir Dmitriev accepted an invitation from the committee and joined the committee; his membership was renewed at the QFS2009 meeting. ]
Proposals to be a QFS host site: An institution that proposes
to host a QFS meeting should submit (by e-mail to the present
steering committee chair) a request to be host. [It is recommended that proposals to host QFS2012 be sent electronically
to (w-halperin@northwestern.edu ) -
please, by November 30, 2009.] It would also be helpful if an electronic copy could be sent to
Bob Hallock (hallock@physics.umass.edu ). The request should
be in the form of a brief proposal (e.g. the equivalent of one
to two printed pages) that contains the following information:
1. Identification of the proposed QFS meeting Chair, co-Chair(s),
and brief comment on the local committee and its ability to carry
out the required work.
2. A description of the geographical location of the anticipated
conference site including a brief description of the expected
meeting facilities.
3. A discussion of the format of the meeting, types of presentations,
etc. (e.g. all invited, some contributed, any posters?, etc.)
4. A discussion of the scientific emphasis of the meeting, e.g.
will it be a traditional meeting, or will it have special emphasis
such as instrumentation and technique, etc., etc.
5. An estimate of the anticipated costs to conference registrants.
In addition, a proposal may also indicate the following additional
information, but the absence of such information will not reduce
the attractiveness of the proposal.
6. A discussion of the anticipated participant living arrangements.
7. A description of any anticipated companion program for guests
of participants.
8. Mention of any possible satellite (or other) conferences which
might influence the plans of participants.
Submission deadline: Traditionally proposals were to be submitted
to the present QFS Steering Committee no later than spring
preceding the appropriate meeting of the committee. With increasing lead times required to secure
adequate venue space, in the summer of 2009 the Steering Committee opted for an earlier submission date.
Note that this means that a bit more than
two and one half years advance notice will be provided by the committee in
selecting sites.
It is recommended that proposals to host QFS2012 be sent electronically
to (w-halperin@northwestern.edu )
to arrive by November 30, 2009.] It would also be helpful if an electronic copy could be sent to
Bob Hallock (hallock@physics.umass.edu ),
at the same time. A decison by the Steering Committee on proposals
can be anticipated by the end of December of the relevant submission year.
Conference year / Deadline: 2012 meeting / November 30, 2009; 2013 meeting/
late fall 2010, etc.; LT meetings will be in 2011, 2014, etc.
Advice: For those seeking to host future QFS meetings,
advice and suggestions will be freely available from previous
QFS meeting Chairs.
Meeting Information: Future meetings
will create web sites which will effectively provide updated information,
and that these sites will be maintained at least until the end
of the next QFS meeting. The site from QFS-98 is available at
http://www-unix.oit.umass.edu/~qfs98/info1.htm and will be maintained,
including a link to the future meetings when they become
available. This web address will be maintained into the future and will act as the
homepage for the QFS series of meetings. Changes in web
address due to unforeseen computer problems will be announced
by e-mail.
Meeting Frequency: The community by vote at QFS-98 has
decided that a major meeting once a year (i.e. QFS or LT) is workable
and this frequency will be tried for a few years. This was reaffirmed at the QFS2000 meeting.
We anticipate
that the issue of frequency of meetings will be reconsidered in
a few years.
Financial Support: It is expected that hosts of
QFS meetings will solicit financial support from relevant agencies in an effort to minimize the
registration and other costs associated with the conference. We note that a number of agencies have a
policy which may prevent them from consistently funding such a meeting. With the host country changing, it is
expected that no agency will be solicited too frequently. The Steering Committee has adopted
the policy that local hosts are free to solicit funds from sources of their choosing, but are cautioned that some sources
may place constraints on the meeting. For example, at present IUPAP limits registration fees for
conferences which it supports. Other constraints may also exist for IUPAP and other agencies. The
Steering Committee urges hosts to be aware of any potential constraints and plan their solicitations accordingly.
Conflicts and Coordination:
We
strongly encourage potential hosts to be cognizant of other
relevant conferences and select their proposed meeting dates accordingly.
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