Cheryl TeichEBPC 2nd Vice Chair

April 22, 2006

Orientation to AIChE Programming

References and Acknowledgments: Herbie Epstein & Phil Westmoreland, 2002George Liebermann, 2003

Joe Cramer, Jim Hill, and George Liebermann, 2004

22 April 2006 2

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)

22 April 2006 3

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

22 April 2006 4

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)

22 April 2006 5

• 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)

What is the NPC?

22 April 2006 6

National Program Committee

organizes technical programming for AIChE’s 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

22 April 2006 7

BODExecutive Director

& Staff

SIOC CTOC CEOC

Divisions Forums Committees NPC

EBPC

(Ad-hoc) MPCsGACs

Programming groupsand areas

Includes programmingfunction of divisions,forums, and committees

subcommittees

How do we fitinto the AIChE Structure?

22 April 2006 8

NPC in AIChE

CTOC

EBPC

NPC MPC's / GAC's

Divisions and Forums

Other technical entities

CTOC – Chemical Engineering Technology Operating Council

NPC – National Program CommitteeEBPC – Executive Board of NPC

MPC – Spring or Fall Meeting Program ChairGAC – General Arrangements Chair for the Meeting

NPC StructureNPC 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 10

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!

22 April 2006 11

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

22 April 2006 12

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

22 April 2006 13

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

22 April 2006 14

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)

22 April 2006 15

NPC works closely with (Very Lean) AIChE Staff

Steve SmithDirector of Technical Activities &

Journals

Jeff WoodDirector, Meetings &

Contracts

Joe CramerTechnical Programming

Director

Ilia KilleenSpring Meetings

Manager

OpenLogistics Planner

ConsultantsTerri Guttilla

Technical ProgrammingAssociate

John Sofranko

Executive Director

Bette Lawler

Director of Operations

Tim McCreight

Marketing

22 April 2006 16

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

22 April 2006 17

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

22 April 2006 18

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

22 April 2006 19

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)

22 April 2006 20

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

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 HeadPurdue 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 ProfessorPurdue University

Tiberiu (Tiby) M. Leib, Member-at-Large Principal ConsultantDuPont Engineering Technology – DuET

Rashmi Shah, Member-at-Large

Jim Hill, Ex-Officio Liaison - CTOC ProfessorIowa State University Steve Smith, Ex-Officio Director, Technical Activities & JournalsAIChE Jeffrey Wood, Ex-Officio Director, MeetingsAIChE

22 April 2006 22

EBPC’s 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

22 April 2006 23

EBPC Activities Schedule

Sunday AM Meeting at Annual and National AIChE Meetings

Monthly Phone Conferences

Priority Task Group meetings/communications, reporting monthly

22 April 2006 24

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)

22 April 2006 25

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)

22 April 2006 26

AIChE Meetings Work Process

1. Select location (several years in advance) – AIChE Director, Meetings (with consultation)

2. EBPC appoints MPC & GAC3. NPC’s 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

4. MPC prepares tentative program5. Call for Papers (PTP electronically on Web)6. Chairs, Topical Chairs, and NPC members approve papers and construct

sessions (web process)7. MPC schedules sessions (supported by AIChE Staff)8. Publish program and promote the meeting9. Follow-up on sessions/topicals organization, authors, etc 10. Have the meeting11. Evaluate the meeting (includes post conference e-mail web survey)

22 April 2006 27

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

22 April 2006 28

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

22 April 2006 29

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)

22 April 2006 30

Meeting Development Process

GC/AC forwards session requeststo Confex after

Confex opened by HQ

MPC setsallocationat retreat(Spring)

GC/AC* reviews, revises & completes

session info into Confex

PTP (elec. CFP opens on Web)

SCs planSessions and

Recruits papers

MPC plansmeeting, approves

sessions

MPC & Staff useConfex system

To developTP, Index, Grid

Meetinghappens

Actions are the same for the Fall and Spring meetings, but the mode of execution and timing are different.

22 April 2006 31

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/TopicalConf_HowTo.pdf

Needs update on use of Confex system.

22 April 2006 32

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)

22 April 2006 33

The Spring Meeting is Different

Meeting is comprised of strong Topicals and Sub-conferences (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 34

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)

22 April 2006 35

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

22 April 2006 36

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)

22 April 2006 37

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).

22 April 2006 38

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)

22 April 2006 39

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

22 April 2006 40

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)

22 April 2006 41

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)

22 April 2006 42

Review last year’s 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 Year’s Meeting Requests Session titles/topics, number, themes Topicals Cosponsorships for above

At the Annual Programming Retreat - Spring National Meeting

22 April 2006 43

Addendum

Additional Information for

General Arrangements Committee Chairs

Meeting Program Committee Chairs (MPC’s)

22 April 2006 44

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 45

[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

MPC Responsibilities (In Conjunction with Meetings and Programming Staffs

22 April 2006 46

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