April 2023 SSC Meeting Paris

Tasks Diana emailed 28Feb

To continue with the organization together of the SSC meeting in Paris :

I. Related to the Agenda:

**need to make sure mini-symposium timings are correct – Francoise Gaill’s talk should be 10 mins long, not 5 mins**

1) John, could you send us today

– the link to the registration of the EXEC meeting we had yesterday, DONE

– together with your report [DONE -Draft Exec meeting notes sent] and the new agenda [DONE] (including all of the suggestion were proposed during the EXEC)

2) Please Chinese IPO, could you watch the recording and check the new agenda 4.0 John is sending us. We need to include all of the comments were proposed by Exec. [DONE]3) After this I  one last time and the agenda will then be available to be sent.

II. Related to the Invitation Letter

DONE- all letters sent to for French invitees

– Please both IPO could send today or tomorrow (last deadline) the invitation letter that you are preparing for both the presidents and directors of French research institutions and the researchers and ECR who will be giving talks. To do this, please taking intoaccount the information I sent you in the file for each person.

IPO-Canada has sent letters to

• Stéphane Regnier
• Philippe Agard – replied: coming
• Philippe Charvis – cannot come
• Christophe Prazuck
• Françoise Gaill – replied: cannot come until 11am **need to modify agenda**
• Marie Alexandrine Sicre – replied, coming, but needs info about talk
• Marine Herrmann – cannot come
• Stéphanie Duvail – suggested by Marine Herrmann who cannot come
  
• Olivier Pringault – suggested as replacement for Philippe Charvis – cannot come – suggested we contact Marina Lévy <marina.levy@locean.ipsl.fr> Deputy director of the OCEANS department

IPO-China has sent letters to

• Manon Berger – replied: presentation and lunch confirmed / no dietary requirements vegetarian
• Lester Morgan Kwiatkowski – replied: suggested new title as “Modelling insights into the physical and biogeochemical constraints of macroalgal carbon dioxide removal“, recommend Manon to present (back to 15 mins?) / no dietary requirements
• Francesco D’Ovidio – replied: presence, title and lunch confirmed, no answer about dietary requirements yet
• Berengère Broche – replied: participation and presentation confirmed, no answer about dietary requirements yet
• Joachim Claudet – replied: new title as “The seven domains of ocean sustainability” / allergic to seafood. I do like fish, but can’t eat molluscs or crustaceans.
• Helene Artaud – replied: cannot come but will send video on 3 April.
• Bruno David– replied: cannot come to mini-symposium but has confirmed to come to lunch / he can’t eat sardines and some seafood products, including oysters and marine gastropods.

– Please for the china IPO add to the list the director of the MNHN (Musée National d’Histoire Naturelle), I want also to invite.

President  MNHN Bruno David (day 5) bruno.david@mnhn.fr presidence@mnhn.fr  [DONE]

I think that we have also to invite SOLAS Chair – DONE – both Minhan Dai and Cécile Guieu have been invited

III. I need the exact list per day of the scientist and guest
who will be in the room, it is a room reserved for the high authorities of the University and access is controlled, for security issues I must provide this list in detail. I reserved a room for 32 people.
A liste with name and their universities or laboratories.
I need to know also how many people are taking lunch and dinner every day, I already did the reservation of the restaurant, but I need to precise because the price change.

Provisional list of catering needs

(assumptions – all those who have not yet confirmed will be taking all meals, except Co-chairs of SOLAS who were not included)

Mon 3 April
Coffee AM 20 people
Lunch 20 people
Coffee PM 19 people
Cocktail 20 people
Tues 4 April
Coffee AM 19 people
Lunch 19 people
Coffee PM 19 people
Dinner 18 people
Wed 5 April
Coffee AM 29 people
Lunch 30 people
Coffee PM 17 people
“Aperitif ” 16 people

-Attendees have been surveyed to compile info, including dietary requirements (not including French invitees)

Please check that we don’t forget to invite someone we have in the agenda  and also someone important to IMBeR

IV.Available Budget :

37,000 USD is budgeted for the 2023 SSC meeting . (All ‘unspent’ funds originally budgeted for the 2022 SSC meeting have already been allocated elsewhere).

Provisionally, 10,000 USD will be available

I need to know if we have some budget , I can use for a dinner the 4 april? [ DONE]. ] I already expend all of the support l’institut de l’Océan gave me for the SSC meeting, the food and restaurant are really very expensive since several month in Paris. [n.b. no funds from SCOR can be used for alcohol] 

V. Letter by mail for Chinese Scientist : I am sending today the letter for the Chinese scientist by fast and secure mail. Fang you dont need to be in contact with the secretary, She is doing now !  [noted]

We need to produce in the next 2 weeks:

VI. Annotated Agenda (Gi already started, by John has to contribute too) [Gi will send John the draft annotated agenda by Monday, 6 March]

VII. Recommendation and explanations of different sessions for moderators

(please John could take in charge to start to do this expected by 7 March IPO-Canada-Chair meeting)
which includes actions, decisions and out put but which must be modified taking into account the final agenda which came out of the exchanges with the EXEC V.4.0. I will check, complete and resume later. I need to finish this week.

VIII. Slide Templates for each session,

John, could also taken in charge to start with this from the detailed agenda and and survey we did with RG/WG and SOLAS, COB and IOC-R

IX. Report Template for each  out put and or session ,

Please Gi , could you taken in charge this also from the detailed agenda and the annotated agenda, I could echange with you to complete, check and finalize it [Gi will send Diana the draft Report Template by Tuesday, 7 March]

X. Please could you propose me a schedule time for all of this action and task 

[JC comment – I have asked everyone to give an idea of when their tasks will be finished]

XI. Wee need also to have a person in charge of the Time control during the meeting.

Note : I need to have like a file where I can follow that every thing I am asking was done, please Could you do something for this?

And please find a system to informe me regularly what was done for the SSC meeting. [DONE – this editable IPO-portal page]

I hope I have been sufficiently clear, and count on you so that this ssc meeting brings great benefit to what iMbeR needs to accomplish what it had proposed at the beginning, but also to open up voices of research and ways to do research.