CEDAR email: Propose for 2016-17 CEDAR-GEM by June 5 and CEDAR and GEM workshop agendas on-line

[Barb Emery]

CEDAR email sent on 22 April 2014
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(1) Propose your location for the June 2016 and 2017 CEDAR and GEM 
Workshops by June 5!
 From Barbara Emery (emery at ucar.edu) and Xia Cai <x.cai at vt.edu> 
and the GEM-CEDAR committee.
See also 
http://cedarweb.hao.ucar.edu/wiki/index.php/Workshop:Workshop_Requirements

(2) CEDAR Workshops scheduled on agenda on-line and deadlines for 2014 
CEDAR Workshop, June 22-26, Seattle, WA.
 From Barbara Emery (emery at ucar.edu).
See also http://cedarweb.hao.ucar.edu/wiki/index.php/2014_Workshop:Main

(3) GEM Agenda on-line and deadlines for 2014 GEM Summer Workshop, June 
15-20, Portsmouth, Virginia.
 From Xia Cai <xcai at vt.edu> and Robert Clauer <rclauer at vt.edu>.
See also http://www.cpe.vt.edu/gem/index.html

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(1) Propose your location for the June 2016 and 2017 CEDAR and GEM 
Workshops by June 5!
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 From Barbara Emery (emery at ucar.edu) and Xia Cai <x.cai at vt.edu> 
and the GEM-CEDAR committee.

Proposals are being sought from institutions wishing to host the 2016 
and 2017 CEDAR
and GEM workshops which will probably meet separate weeks, but at the 
same location.
The proposals may be free format but should conform to the constraints
and address the issues raised below. The major costs should be 
estimated: student lodging,
non-student lodging, catering, overhead, meeting space, air fares, 
poster rental, A/V,
conference fees etc. Preference will be given to institutions
with strong local CEDAR or GEM science communities, including a student 
base. This is
an opportunity to promote and build CEDAR and GEM science at your 
institution.  Please
propose by Monday June 5 via email to emery at ucar.edu and x.cai at vt.edu. 
Interested
institutions are strongly encouraged before submitting their proposal to 
have their administrative lead
directly contact Kendra Greb of CEDAR (kgreb at ucar.edu, 303-497-1605) and 
Xia Cai of GEM
(pronounce: Shia Chua, x.cai at vt.edu, 757-325-6790) in order to help the 
CEDAR and GEM
communities make assessments for their respective groups.

The requirements are listed below and also at
http://cedarweb.hao.ucar.edu/wiki/index.php/Workshop:Workshop_Requirements
A location will be chosen by the GEM-CEDAR committee with input from their
respective Science Steering Committees during and shortly after their 
annual
June 2014 workshops.  Some of the larger numbers below are for the CEDAR 
Workshop
requirements, but anything that can host CEDAR can also host GEM.

*1) The workshops must occur between the third and fifth weeks of June 
for ~380
total participants, where the 2 workshops meet jointly in-between on a 
weekend.
*2) Each proposal should identify a lead scientific contact.
*3) Each proposal should identify a lead administrative contact, who may 
be from
Conference Services/Management, where we would like an estimated cost of 
their services as well,
including any overhead rates (see #4 also).
*4) Overhead rates should be known in advance, since this is a 
significant extra expense at academic institutions.
*5) A venue capable of seating 500 people for plenary sessions must be 
available.
*6) A venue for dinner with a scientific speaker with banquet seating 
for 400 people.
*7) Poster space for 46 8x4 posters (~5000-6000 sq ft) must be 
available. (THIS IS NOT TO BE
SHARED WITH OTHER SPACE, except perhaps with the dinner listed above!)
*8) Four extra rooms for workshops capable of seating ~100 people should be
available.
*9) Wireless internet connections are mandatory at the meeting site, and 
estimated A/V costs,
including costs of an A/V technician are desirable.
*10)Catering costs are not likely to be per person which is more 
expensive, but based on menu
selections, so please include catering menus for Food and Beverage pricing.
*11) The cost of airfare to the destination city or close-by (within 
~2h) is a consideration
and should be addressed. It is advantageous to have non-stop flights for 
most people, but not required.
*12) Inexpensive options for housing ~130 students at approximately 
$50/night
should be locally available.
*13) Lodging for ~250 non-students relatively close to the meeting venue 
with
parking options described for the lodging and the meeting location(s).
*14) The availability of restaurants within walking distance is 
advantageous and
should be addressed or the necessity to shuttle to relatively nearby 
(~10 min
drive) restaurants
*15) Extracurricular activities nearby are also advantageous.

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(2) CEDAR Workshops scheduled on agenda on-line and deadlines for 2014 
CEDAR Workshop, June 22-26, Seattle, WA.
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 From Barbara Emery (emery at ucar.edu).

The CEDAR 2014 Summer Workshop will be held at Kane Hall at the 
University of Washington in
Seattle where the main workshop link is at 
http://cedarweb.hao.ucar.edu/wiki/index.php/2014_Workshop:Main
with links to the agenda and individual workshop pages.  This year, the 
two tutorial speakers
are in conjunction with the two Grand Challenge Workshops on Tuesday and 
Wednesday.  The
Prize Lecture by Jeffrey Forbes is Monday, and the Distinguished Lecture 
by Rod Heelis is Thursday.
The community dinner with speaker Aaron Ridley is Sunday evening.  The 
agenda and individual
workshop pages linked to the agenda are at
http://cedarweb.hao.ucar.edu/wiki/index.php/2014_Workshop:Agenda

On-line registration is open.  Students need not pay when they register, 
but can have
their admin person sign on their account and pay for them.  Information 
about student
airline reimbursement, lodging etc, and non-student lodging and airport 
shuttle information
are listed at the bottom of the workshop page under "General Information".

Abstracts can be added later to the on-line registration and are due 
Friday May 16.
Important deadlines are:

*Friday May 16 - poster abstracts due and student registrations due 
(along with requests for dorm lodging)
*Monday May 19 - student airline documentation sent in so they can be 
reimbursed at the workshop
*Sunday May 25 - for CEDAR lodging blocks at the Deca and Silver Cloud 
hotels
*Friday May 30 - for non-student registrations before $75 late fee 
imposed Monday June 2

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(3) GEM Agenda on-line and deadlines for 2014 GEM Summer Workshop, June 
15-20, Portsmouth, Virginia.
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 From Xia Cai <xcai at vt.edu> and Robert Clauer <rclauer at vt.edu>.

The GEM 2014 Summer Workshop will be held from June 15-20 at Renaissance
Portsmouth Hotel & Conference Center, Portsmouth, Virginia. The 
registration
is now open at http://www.cpe.vt.edu/gem/index.html .

The agenda is now available online at the Workshop website:
http://www.cpe.vt.edu/gem/schedule.html .

Please note the following important dates:
*- Deadline for poster submissions: Wednesday, June 4, 2014
*- Last day to pay the early registration fee: Wednesday, May 14, 2014
*- Last day to make lodging reservations and receive the discounted rate:
Wednesday, May 14, 2014

To make lodging reservation, you could call The Renaissance Portsmouth 
Hotel
& Conference Center at 1-888-236-2427 or 757-673-3000 or online at:

http://www.marriott.com/meeting-event-hotels/group-corporate-travel/groupCorp.mi?resLinkData=GEM%20Workshop%5Eorfpt%60gmngmna%608900%60USD%60false%606/14/14%606/20/14%605/15/14&app=resvlink&stop_mobi=yes 


The link is specific to our group. Please copy and paste the link into your
web browser address if you could not open directly.

Contact Xia Cai at (xcai at vt.edu) if you have any question regarding the
Workshop.

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