Meeting Logistics
Last update: 9/11/2024
Zoom Connections:
For folks connecting remotely, every session should have a zoom link. We have aimed to use only rooms with good AV/Zoom integration. The one exception are the Saturday morning plenaries which will be in One West.
For folks at FNAL, all meeting rooms are "Zoom rooms," meaning they are controlled from an iPad usually sitting on the central table near the front of the room. First, start the meeting from your laptop. Then, there are two ways to connect the room. You can touch the "Join a Meeting" button on the iPad, enter the meeting code and passcode. Or, if you are signed into your FNAL zoom account, you can invite the room by name or location (e.g. "Disappearance" or "WH13SW") from the second tab in the "Invite" dialog box in zoom.
Site Access:
Everyone coming to the meeting is expected to have or get a badge. Instructions can be found here.
When you arrive at Fermilab, you can enter through either the east or west gate. If you have a badge, you just show your badge. Everyone else should have a QR code and a badging appointment.
Registration:
However you get on-site, once you are at Wilson Hall, please find Spring to pay your registration/dinner/lunch fees. If you arrive on Tuesday, you can find her at her desk in WH10W. On Wednesday, she will be in the Atrium in the morning and outside our plenary room at the start of the afternoon plenary.
Fermilab employees, your registration is being covered directly by FRA, but you will still need to pay for lunch/dinner.
If you are already on-site, feel free to come pay your registration fees as early as Monday.
Registration fees must be paid in cash, and exact change is appreciated if possible.
Meeting Locations:
All parallel rooms are in Wilson Hall. Rooms are typically in the corners of the building labeled by cardinal directions, e.g. WH10NW would be the Northwest corner of the 10th floor. To orient you, the north side of the building is the side facing the large rectangular pond, and both elevators are on the north side. The west side is the side with the parking lot, so you will likely first come up through the west side elevator.
Plenary sessions on Wednesday afternoon and Friday will be at the Alvin Tollestrup auditorium at IARC, which is adjacent to the CDF hall. It is a short walk from Wilson Hall along Pine St towards the east gate. (It's also in Google maps.) It has its own parking lot which is small, and a larger overflow across the street. You will need to scan your badge to access the building.
Food:
There will be coffee and snacks available in the morning and afternoon, either in Wilson Hall atrium during parallel sessions, or directly outside the plenary sessions. Lunch is on your own, either from the Cafeteria or off-site, more info here.
2 hours have been allocated for the Young NOvA lunch so there is time to get your food from the cafeteria and make it to your meeting.
The cafeteria will not be open on Saturday, so EC members should look out for an email for lunch orders.
Collaboration Dinner:
The collaboration dinner will be held at the Kuhn Barn in the village. More info coming soon.
Tours:
Please indicate your interest in a tour of the MINOS underground on the registration form. If there is sufficient interest, we will try to arrange them.