The information here is internal to the IAC of FPCP.
Editing of the pages on this site
The editing of the pages on this site is currently managed by Jake Bennett. For suggested changes, please get in contact.
Bylaws
A set of bylaws governing the FPCP conference series was created in 2012 and last updated in 2016
Executive committee
There are three members of the FPCP executive committee. The current executive committee is (in order of year elected):
Jake Bennett, Nazila Mahmoudi, Tom Browder
The EC committee works on a rotational basis where one new member is elected every year. A member will be the chair of the committee in their third and final year. The main roles of the EC and the chair in particular are to:
- Oversee the progress of the FPCP conference organisation and organise meetings with the FPCP conference organisers to discuss the program and the general progress of the conference (up to ~May). The meetings are organised together with the full IAC (~Oct/Dec ~May)
- Attend the conference. There is a nominal request for all IAC members to attend the conference at least once each 3 years (~May-June). In particular, it would be expected for the EC member to attend the year where they are the chair.
- Set the committee that will choose the new host for the conference two years in the future and keep track of the progress (Dec).
- Consider the membership of the FPCP IAC. This might involve asking inactive members to step down, and solicit for new members if required. (~June/July, after the FPCP conference)
- Election of the new EC member (~July-August, after the new IAC is formed).
- The chair steps downs as soon as the elections are finished, and the new member elected.
Regarding voting for the new EC member, the procedure is:
- The election is run by the current chair. Nominations for the EC are sent to the EC chair directly and privately. Self-nominations are encouraged. The EC chair will contact the nominees (privately) and confirm if they are willing to serve on the EC.
- Once the list of nominees that have accepted to serve is assembled, we will vote.
- A tool like RCV123 (https://www.rcv123.org) can be used for the ballot. They will allow an anonymous vote. If an automatic runoff method is available, it is preferred. Otherwise, the following procedure may be used.
- If no candidate receives more than 50% of the votes, the candidate with the fewest votes is removed from the list, and the election is repeated.
- If no candidate receives more than 50% of the votes, the candidate with the fewest votes is removed from the list, and the election is repeated.
- In case of a tie, the deadline will be extended to allow the remaining IAC members to vote. In case of a further tie, a candidate from the currently least represented region on the EC will be favoured. In case of a further tie, an online coin of https://flipsimu.com/ will be pressed precisely once during a recorded Zoom meeting to break it.
- Only the winner of the election will be announced. Additional details (such as vote totals and rank order) should not be released.
Suggestions for the Local Organising Committee
A set of suggestions has been put together for the LOC to help them with organising a successful conference. These should not be viewed as rules and where in doubt about something, the IAC can always be contacted.
Instructions for bidding for FPCP
People who are interested in bidding to host FPCP are after expressing an initial interest sent instructions for how to put together a bid. The instructions for bidding for 2021 are attached below. They will be similar for the coming years.
Mailing list
The mailing list for the IAC is fpcp-iac@cern.ch and has an archive. The archive can only be accessed if you are on the email list with a registered CERN account.
Suggested mailing list for conference posters
Meetings
The IAC is usually meeting formally once a year during the FPCP conference itself. Participation can be either in person or remote. Outside this meetings are organised on an ad-hoc base, usually in relation to putting together the agenda of the upcoming conference. There is an Indico category for meetings. The category is open for anybody to view, but consider if meetings should be protected. If cloning the first meeting in the list, they will be limited to the fpcp-iac egroup and have the access key "FPCP-iac" for those who need access but do not have a CERN account.