Cheryl Teich EBPC 2nd Vice Chair April 22, 2006

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Cheryl TeichEBPC 2nd Vice ChairApril 22, 2006
Orientation to AIChE Programming
References and Acknowledgments Herbie Epstein
Phil Westmoreland, 2002George Liebermann,
2003Joe Cramer, Jim Hill, and George Liebermann,
2004
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Agenda

• Why are we here?
• National Program Committee (NPC)
• AIChE Staff
• Executive Board of National Program Committee
  (EBPC)
• AIChE Conferences/Meetings
• Programming Activities Schedule (guidelines)
• NPC Programming Retreat (Spring National Meeting)

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Why are we here?

• Ensure various Programming Groups are aligned on
  work processes, schedules, etc.
• Introduce new NPC members to AIChE programming,
  and refresh returning members
• Provide a networking opportunity to promote
  cosponsorship and cohesive programming
• Develop strategies on
• Programming development
• Programming content

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Agenda

• Why are we here?
• National Program Committee (NPC)
• AIChE Staff
• Executive Board of National Program Committee
  (EBPC)
• AIChE Conferences/Meetings
• Programming Activities Schedule (guidelines)
• NPC Annual Meeting (Spring National Meeting)

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What is the NPC?

• The NPC (National Program Committee) plans,
  organizes and executes the Annual (Fall) and
  National (Spring) AIChE Meetings
• Who belongs to the NPC?
• Group and area programming Chairs and Vice-chairs
  
• MPCs and GACs of upcoming meetings
• EBPC (the Executive Board of the NPC)

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National Program Committeeorganizes technical
programming for AIChEs Annual (Fall) and
National (Spring) Meetings

• What are our responsibilities?
• Programming upcoming AIChE meetings
• Ensuring continuity, innovation and quality in
  programming
• Providing input on AIChE strategic items
• When/How do we meet?
• Annual Programming Retreat, Saturday before start
  of the Spring Meeting
• Sunday PM Meeting, at Annual AIChE Meeting
• Group/Area, Division, Forum Meetings
• E-mail, web based interactions

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BOD
Executive Director Staff
How do we fitinto the AIChE Structure?
SIOC
CTOC
CEOC
Forums
Divisions
Committees
NPC
subcommittees
EBPC
(Ad-hoc) MPCs GACs
Includes programming function of
divisions, forums, and committees
Programming groups and areas
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NPC in AIChE
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
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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
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Structure of the NPC

• The Programming Groups cover different fields of
  ChE 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 AIChE By-laws.
• You are the NPC!

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Group/Area Chair Responsibilities

• 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 AIChE meetings

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How are Sessions Developed?

• Group and Area Chairs
• 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
• Arrange papers within session
• Notify authors after MPC organizes entire program

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Timeline for Session Development

• MPC with AIChE staff sets timeline and
  communicates it to NPC
• 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

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Outline

• National Program Committee (NPC)
• AIChE Staff
• Executive Board of National Program Committee
  (EBPC)
• AIChE Conferences/Meetings
• Programming Activities Schedule (guidelines)
• NPC Annual Meeting (Spring National Meeting)

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NPC works closely with (Very Lean) AIChE Staff
John Sofranko Executive Director
Bette Lawler Director of Operations
Tim McCreight Marketing
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Steve Smith Director of Technical Activities and
Journals

• NPC related responsibilities
• Overall responsibility for
• 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
  AIChE
• Senior staff CTOC representative

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Joe Cramer Director, Programming

• Creates program content and works on promotion
• Analyzes market for technical activities
• Interfaces with other technical societies
• Works with Jeff Wood and Meetings Department
• Facilities
• Program book
• Planning
• Alliances (for meetings and programming)
• Works with Marketing Department
• Secretary of EBPC
• CTOC staff representative

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Jeff Wood Director, Meetings and Contracts

• 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 AIChE contracts

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Outline

• National Program Committee (NPC)
• AIChE Staff
• Executive Board of National Program Committee
  (EBPC)
• AIChE Conferences/Meetings
• Programming Activities Schedule (guidelines)
• NPC Annual Meeting (Spring National Meeting)

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EBPC coordinates the NPC

• 4 executive positions with 4-year commitment
• Chair (Bob Hoch)
• 1st Vice Chair (Rex Reklaitis)
• 2nd 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 - AIChE staff liaison (Director of
  Technical Programming)
• AIChE staff-ex officio members
• Current MPCs, GACs ex officio

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2006 Executive Board of Program Committee
(EBPC)http//www.aiche.org/Conferences/Resources
/ExecutiveBoard.aspx
Joseph J. Cramer, Secretary Director, Technical
ProgrammingAIChE Phillip R. Westmoreland, Past
Chair ProfessorUniversity of Massachusetts,
Amherst Robert E. Hoch, Chair Process
Economics Consultant Rex Reklaitis, First Vice
Chair Professor and ChE Dept Head Purdue
University Cheryl Teich, Second Vice-Chair
Senior EngineerRohm and Haas Company D.B.
Bhattacharyya, Member-at-Large Alumni
ProfessorUniversity of Kentucky Liese
Dallbaumann, Member-at-Large Principal
EngineerPepsiCo
Carol K. Hall, Member-at-Large Alcoa
ProfessorNorth Carolina State University Gil
Lee, Member-at-Large Associate Professor Purdue
University Tiberiu (Tiby) M. Leib,
Member-at-Large Principal Consultant DuPont
Engineering Technology DuET Rashmi Shah,
Member-at-Large Jim Hill, Ex-Officio Liaison
- CTOC Professor Iowa State University Steve
Smith, Ex-Officio Director, Technical Activities
JournalsAIChE Jeffrey Wood, Ex-Officio
Director, MeetingsAIChE
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EBPCs responsibilities

• Oversees programming process
• Sets policy for programming
• Develops future strategic directions
• Sets up/approves programming groups
• Selects leaders for national meetings
• Meeting Program Chair (MPC)
• General Arrangements Chair (GAC)
• Selects AIChE award winners for
• Institute Lecturer
• Lappin Award
• Reviews cosponsorship requests

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EBPC Activities Schedule

• Sunday AM Meeting at Annual and National AIChE
  Meetings
• Monthly Phone Conferences
• Priority Task Group meetings/communications,
  reporting monthly

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Outline

• National Program Committee (NPC)
• AIChE Staff
• Executive Board of National Program Committee
  (EBPC)
• AIChE Conferences/Meetings
• Programming Activities Schedule (guidelines)
• NPC Annual Meeting (Spring National Meeting)

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Conferences

• AIChE Meetings (NPC main responsibility)
• Spring National (includes Global Congress on
  Process Safety)
• Fall Annual
• Freestanding Conferences (e.g., PDS, Ammonia)
• Co-sponsored
• Management Conference (with ACS or others)
• With other Societies (e.g., OTC)
• International Conferences (e.g., World Congress)
• Biennial Mixing Conference (NAMF)
• Engineering Construction Contracting
  Association (ECC an affiliated organization)

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AIChE Meetings Work Process

• Select location (several years in advance)
  AIChE Director, Meetings (with consultation)
• EBPC appoints MPC GAC
• NPCs Groups and Areas propose sessions,
  including Topical Conferences AIChE/MPC
  coordinates
• Titles and session chairs submitted
  electronically on web
• Cosponsorships, details discussed at Annual NPC
  Meeting
• 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 AIChE 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)

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Responsibilities of the MPC

• Organizes overall meeting, establish themes and
  technical program
• with NPC Group/Area chairs/programming chairs
• with AIChE staff
• Coordinates with General Arrangements Committee
• Responsible to EBPC for meeting schedule,
  quality, etc

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Responsibilities of the GAC

• Coordinates and organizes the General
  Arrangements Committee, setting up
• Entertainment / tours
• Social program
• Publicity
• Program copy
• Session aides (if required)
• Onsite Volunteer Staff
• Coordinates with Director of Meetings and Meeting
  Logistics Planner

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Outline

• National Program Committee (NPC)
• AIChE Staff
• Executive Board of National Program Committee
  (EBPC)
• AIChE Conferences/Meetings
• Programming Activities Schedule (guidelines)
• NPC Annual Meeting (Spring National Meeting)

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Meeting Development Process
MPC sets allocation at retreat (Spring)
GC/AC reviews, revises completes session
info into Confex
PTP (elec. CFP opens on Web)
GC/AC forwards session requests to Confex after
Confex opened by HQ
Actions are the same for the Fall and Spring
meetings, but the mode of execution and timing
are different.
Meeting happens
MPC Staff use Confex system To develop TP,
Index, Grid
MPC plans meeting, approves sessions
SCs plan Sessions and Recruits papers
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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/Topic
  alConf_HowTo.pdf
• Needs update on use of Confex system.

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Year (-2 )Activities for the Annual
Meeting(conducted through the web e-mail)

• MPC announces Meeting theme
• EBPC assigns a number of base and supplementary
  session slots to each Group as needed
• -2 year in Fall AIChE request submission of
  sessions from Programming Groups
• Groups and areas plan and submit their set of
  sessions and Topical Conferences (web process)
• Include agreement for co-sponsorships (Valuable
  for cross-disciplinary contributions)

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The Spring Meeting is Different

• Meeting is comprised of strong Topicals and
  Sub-conferences (e.g., EPC, Loss Prevention,
  FPD, IMRET) unaligned sessions (10-15)
• Programming groups follow internal, historical
  timelines
• Programming for following years 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

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Session Types

• Symposia 4 to 8 papers
• Sponsored by group/area
• Cosponsored by different groups/areas or by
  external entities
• Affiliated with a topical conference
• Plenary sessions (invited speakers)
• Posters
• Panel Discussions
• Tutorial sessions (can use single or multiple
  speakers, instructional in nature, presentations
  are well coordinated)

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Topical Conferences

• Focused on one area, several sessions (6 20)
• Must be approved by EBPC and MPC (approval
  process is on of exception)
• Typically include
• Proceedings (now to be included on one master CD)
• An event(s) (dinners, lunches, receptions, etc.)
• Plenary sessions
• Associated short courses and/or tutorials
• May have AIChE and external co-sponsors
• Currently 80-90 of Spring Meeting and 30 or
  more of Annual Meeting

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Ticketed (extra fee) Tutorials and Short Courses

• Run by AIChE, sponsored by Groups, usually on
  Sundays, before main conference sessions
• Tutorials (ticketed for non-meeting attendees)
• Short courses (ticketed for all but sometimes
  free)

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Soliciting Papers

• 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.
• Calls for Papers (Sessions and Topicals are
  described on www.aiche.org, under Conferences
  about 7-9 months before the Meeting
• Proposals-To-Present (PTP) are also submitted
  through www.aiche.org, under Conferences
• Organizers may invite featured speaker(s).

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Accepting and Scheduling Papers

• 6-7 months before meeting, Web submission of PTPs
  closes
• Over the next 1-1/2 months
• Session chairs review and accept / reject /
  transfer papers using Web interface
• 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)

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Preparations in the final few months.

• 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

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At the Meeting...

• Support Session Chairs
• Check room audio, lights
• Coordinate times and A/V with presenters
• Ensure attendance is reported
• Program Chairs (NPC)
• NPC Programming Retreat Saturday (Spring)/ Sunday
  afternoon (Fall).
• Group/Area meetings (throughout meeting week)
• Solicit session titles and session chairs for 1 -
  2 years ahead
• Firm up session titles and chairs for next (two)
  year(s)

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Outline

• National Program Committee (NPC)
• AIChE Staff
• Executive Board of National Program Committee
  (EBPC)
• AIChE Conferences/Meetings
• Programming Activities Schedule (guidelines)
• NPC Annual Meeting (Spring National Meeting)

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At the Annual Programming Retreat - Spring
National Meeting

• Review last years Meetings
• - performance/quality, attendance, other
  statistics
• - experience gained
• - input for future, etc
• - strategic initiatives
• Discuss Programming Procedures
• Web session submission
• PTP
• Input for continuing improvements
• Identify, Discuss Input on Critical/Strategic
  Programming Issues
• Current year EBPC/NPC Priorities
• Growth/Quality Annual/Fall Meeting
• Program Book (preparation process / format)
• Discuss Refine Catalyze Next Years Meeting
  Requests
• Session titles/topics, number, themes
• Topicals

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Addendum
Additional Information for General
Arrangements Committee Chairs Meeting
Program Committee Chairs (MPCs)
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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

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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
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AIChE 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