Hinde-17/IRIS-14/SPHERE-3 joint science meeting

scheduled to be held : 2024/07/23-27 at Montana State University, Bozeman MT USA

Time Sequence

• 2023/8/15: first inquiry from Kathy Reeves, start investigation with Toni Lee at MSU conference services.
• 2023/8/31: decision of date & site within inner circle : 7/22-26 in 2024 at MSU-Bozeman.
• 2023/9/29: comfirmation of date & site at SSC.
  
  
• 2023/11/01: preparation of To-Do-List. cf. Hinode-16 preparation schedule
• 2023/11/27: notified to be joined by SPHERE (Solar Physics High Energy REsearch) group.

To Do List --- at random

• estimate budget
• figure out registration fee.
• ask for donation to some party (MSU, City of Bozeman, etc.)
• in-person only or with zoom.
• finalize rooms to use.
• meeting poster creation.
• open web site
• block room at some hotels?
• recepcion.
• excursion.
• banquet.
• send announcement (by SOC)

Other international conferences in the summer 2024

• IAU Symposium 388: Krakow, Poland, 5-10 May, 2024
• COSPAR 45th Scientific Assembly: Busan Korea, 13-21 July, 2024
• IAU General Assembly: Cape Town, South Africa, 6-15 August 2024

Time schedule currently assumed

• Important dates (tentative):
  • 10 March 2024: Start for abstract submission & Travel support application
  • 1 April 2024: Start for registration
  • 1 May 2024: Deadline for abstract submission & Travel support application
  • 1 June 2024: Deadline for registration
  
  
• Daily schedule:

  > --------------------------------------------------------------
  > 2024/07/22(Mon) [SWG meeting PM]
  >                 [registration desk open at 4pm at SUB]
  >                 [reception from 5-8pm at Romney 4F common area]
  >
  > 2024/07/23(Tue) [registration 8am- and session opening 9am-]
  >                 [session all day at SUB-A, poster SUB-BCD]
  >
  > 2024/07/24(Wed) [session all day at SUB-A, poster SUB-BCD]
  >
  > 2024/07/25(Thu) AM [session at GAINES-101, poster SUB-BCD]
  >                 PM [half-day excursion to Lewis & Clark cavern etc.]
  >                 Evening [banquet 6-9pm, venue TBD]
  >
  > 2024/07/26(Fri) [session all day at SUB-A, poster SUB-BCD]
  >
  > 2024/07/27(Sat) AM [session at SUB-A, poster SUB-BCD] & closing
  > --------------------------------------------------------------
  

week of 11/13

• Gaines 101 reserved for 7/25 AM/PM.
• Finalize the venue and dates:
  • use MSU: Big Sky Resort is expensive. It makes transportation of participants easier but makes ours harder.
  • 7/23(Tue)--7/27(Sat): Difficulty in using MSU facility on Sunday evening for reception, etc. Out of Streamline bus services on Sundays.
• Ed DeLuca offers support of managing financial aspect (Sabrina->Kathy->Ed).

week of 11/20

• TEAM meeting with David and Wendy.
  • banquet venue: Rocking TJ ranch, Hart ranch, Gallatin Gateway Inn, Chico hot spring, etc.
  • banquet entertaining: rodeo club, fly fishing demo, music
  • support : Chamber of Comm., MSU (L & S, VPREDGE: Vice President for Research & Economic Development & Graduate Education)
  • swag : caramel
• reception on 7/22 Mon. eveining at Romney 4F common area reserved. approved by Todd Bucher the building manager.

week of 11/27

• Excursion on Saturday whole day would be preferable --> YNP reservation
• 11/28 : ask Ed DeLuca how to pay initial deposit $3,000 to Karst Stage.
• 11/30 : ask Physics Faculty about banquet venue over 200 people. Loc Duong (ACS) and Rufus Cone (Computer Museum) responded.
• 12/1 : meet with Erik Grumstrup at Chem. asking his experience of organizing ACS NORM2023 meeting, late June.
• 12/1 : use XRT grant (4W7560) for the payment (authorized by Liz Kraft).
• 12/1 : request Toni to make reservation with Karst Stage.

week of 12/4

• 12/4 : YNP trip (7/27 Sat.)unable to reserve (fully booked).
• 12/4 : write mail to Naomi Stewart inquiring how to avoid overhead for meeting money in XRT grant.
• 12/5 : write Barbara Keremedjiev & Eleanor Barker at ACR museum about banquet experience.
• 12/6 : meet with Toni. Emerson inquiry for banquet (7/25 evening). How to use grant money.
• 12/6 : Toni write to Karst Stage to reserve buses on 7/25 for PM excursion and banquet trans.
• 12/6 : Response from Karst Stage (Jody Cutring) Butte trip will take 1 hour and 45 min for one way.
• 12/6 : Response from Eleanor Barker at ACR museum. Bozeman Event Space (14 South Tracy) & Sadie Morales at Sadie's Catering
• 12/7 : talk with Charles, Chunming. Excursion on Thursday PM (short trip). Lewis & Clark cavern Big Yellow Barn, Blue Barn for ranch style banquet.
• 12/8 : write email to Big Yellow Barn for availability on 7/25 eveining.
• 12/8 : response from Naomi. XRT grant should not be used for meeting prep.

week of 12/11

• 12/12 : Visit Color World printing service (estimate request) PoC. Mary MacLean
• 12/12 : Visit Bequet at Caramel Ct. get estimate 5pc bag x 250 = $1,057.50, after 10% discount for MSU. $4.23 per bag.
• 12/12 : Wrote to Ed DeLuca to ask about financial support from SAO.
• 12/13 : Conatct Big Yellow Barn (about excursion) PoC. Cindy Wright.
• 12/16 : Visit Lewis and Clark cavern visitor center. Group tour reservation opens 3 months ahead, $25/person MSU discount may be applicable.
• 12/17 : Visit THE LARK to ask about group booking. Advised by the front desk person to write to the general manager, Darrin Gookly.

week of 12/18

• 12/18 : Met with Ryan Richer to confirm the reservation with Karst Stage and Emerson. Ask about the business account earlier to use money in advance.
• 12/18 : Wrote to Darrin Goodly at THE LARK to ask for a group booking.
• 12/18 : Wrote to Cindy Wright to provide our budget and ask if our visit is acceptable.
• 12/19 : Mary MacLean at Color World requested additional information about stickers. Wrote back to provide.
• 12/20 : Received response from Ed Deluca about financial support.
• 12/21 : Received response from Crystal Brubaker, the sales manager at THE LARK, will send proposal soon.
• 12/21 : Wrote back to Ed, provided initial budget from Conference Services.
• 12/22 : Visit Big Sky Resort and collect info about Lone Mountain lift. (not fixed until March. contact again to Lucia Damberg, lucia.damberg@bigskyresort.com).
• 12/22 : Ed wrote back: registration fee for other US conference is higher than $500, so H17 fee should not be such low. $250 would be minimum.
• 12/22 : Received response from Cindy Wright at BigYellowBarn to provide more info about the food supply.
• 12/22 : Received estimate from Mary MacLean at Color World, wrote back that it was received and get back to her next week.
• 12/22 : Received proposal from Crystal Brubaker at THE LARK, wrote back that we need one more night 7/26(Fri).

week of 12/25

• 12/26 : Wrote to Ed, to request SAO fund for travel support.
• 12/26 : Received response from Crystal Brubaker at LARK. OK to add the night of 7/26. Asked the number of rooms avaiable up to 60.
• 12/26 : Wrote back to LARK. 50 would be appreciated. Asked if the rate changes?
• 12/26 : Crystal Brubaker at LARK wrote back: the new rate is $319.
• 12/26 : Wrote back to LARK: please explain why the rate jump up.
• 12/26 : Wrote to Mary MacLean at CW. Initial quote looks wonderful. Ask for advice how to proceed further.
• 12/27 : Wrote back Cindy Wright at BigYellowBarn: request to put discussion on hold until we hear from Big Sky Resort.
• 12/27 : Received response from LARK : reason of new rate. Newly offer $289 with 50 rooms.
• 12/27 : Wrote back to LARK : $289 with 50 rooms is appreciated. Request details of the contract.
• 12/28 : Received response from LARK : 25% deposit and 30-day cutoff (6/22). 10% attition accepted without penalty, etc.

week of 1/1

• 1/2 : from Crystal Brubaker at LARK: 10% deposit at the signing is OK if we pay the rest 15% by 4/30.
• 1/3 : wrote Toni and Ryan at CS to ask about the status of Emerson, etc.
• 1/3 : wrote David, Wendy and Dana for asking their view about hotel group booking.
• 1/4 : Dana & David worries about the penalty of unfilled room. There are hotels who does not require deposit.
• 1/4 : from Ed DeLuca at SAO about travel support: we should ask IRIS and SPHERE groups for contribution.
• 1/4 : Ed wrote to Amir Caspi to ask about available funding from SPHERE. Response from Amir: Unfotunately no fund.
• 1/4 : Ed wrote to Bart De Pontieu to ask about available funding from IRIS. Response from Bart: possibility of fund from IDEA plan, and ESA for participants from Europe.
• 1/4 : Sent Ed initial budget sheet .xlsx, and other basic information like expected support from MSU, Dorm rate($/night), etc.
• 1/4 : Wrote Adam Kobelski to ask about the level of travel support needed and request to apply for Tom Metcalf travel Award to suppot young participants.
• 1/5 : Telecon with Ryan Richer at 2pm: passed information about Emersion contract, asked advice with hotel booking, requested to open businiss acct for H17. Need to submit form for using Dorm.
• 1/5 : from Tina Radovich at Emerson about contract information: 75% deposit required at the signing. Can wait two weeks to prepare for the payment.
• 1/5 : from Ryan to Tina : to proceed Emerson contract.

week of 1/8

• 1/8 : from Ed DeLuca : revising budget sheet. suggestion of including invited speakers (waved registration fee) into registration fee (~$30/person).
• 1/8 : from Ryan Richer: Summer Housing application form received.
• 1/9 : Rhianon created sample banner images for H17 meeting.
• 1/9 : ask Adam for providing time schedule of SOC discussion.
• 1/9 : ask Walter Fleming about PowWow performance at the banquet.
• 1/8 : to Ryan Richer: sent back Summer Housing application form.
• 1/10 : Adam inquired Masha Kazachenko about Tom Metcalf award application.
• 1/11 : resend Walter Fleming about PowWow performance at the banquet from official mail account.
• 1/11 : response from Walter. Mail forwarded to the Director of American Indian and Alaska Native Student Success, Lisa Perry.
• 1/11 : from Emerson director (Tina Radovich) to Ryan, Emerson contract paper arrived.
• 1/11 : from Sabrina about telecon with Adam and Aki about SOC talk. next Thursday(1/18) 1:30pm MST/2:30pm CST.
• 1/11 : from Ryan Richer : latest conference budget sheet created.
• 1/11 : Keiji created preliminary version of H17/I14/S3 meeting site.
• 1/11 : Rhianon created another banner images for H17 meeting.
• 1/12 : Reply to Walter and Lisa about Powwow performance info.
• 1/12 : from Lisa Perry (American Indian and Alaska Native Student Success): summer months are challenging, because of fewer students.
• 1/13 : from Crystal Brubaker : LARK contract paper arrived for review. - 3rd deposit not heard before. - Master account not requested.

week of 1/15

• 1/15 : from Bart De Pontieu : ESA can provide some fund for general organization of the meeting (5k) and travel support (8k) per David Williams.
• 1/15 : to Crystal Brubaker (LARK) : sent questions about agreement.
• 1/16 : to Lisa Perry : if support as the program is hard, can I contact personally?
• 1/16 : from Crystal Brubaker (LARK) : updated agreement received.
• 1/16 : to Kathy Reeves : suggest prep-h17 online meeting with Adam, Sabrina and me.
• 1/16 : from Adam to SOC : Accepting entry of session and invited speakers.
• 1/16 : to Adam : introducing the Max Millennium session and hoping to invite Ryan Milligan and Peter Gallagher (at least).
• 1/17 : from Ed DeLuca to Adam Kobelski : request of travel fund estimate.
• 1/18 : telecon with Crystal Brubaker (LARK): 9am MST. discussed the procedure for participants to book and pay. LARK provides a book link. Participants need to pay full at the time of booking (by 22-Jun). Deposit we paid in advance will be returned.
• 1/18 : meeting with Rhiannon : (10:45am at Solarium) about Web design.
• 1/18 : prep meeting with Adam, Sabrina and Kathy. 1:30MST via TEAM. agenda: travel support, SOC discussion giving shape by mid-Feb, poster creation, etc.
• 1/18 : to Ryan Richer : sent agreement with LARK for review. Requested not to sign until getting approval from Dana, David and Wendy.
• 1/18 : to Dana, David and Wendy : sent agreement for review asking for comments.
• 1/18 : Ed to Adam : explanation of his view on traval support.
• 1/19 : from Dana (oral conversation): OK to proceed if we aware the possible risk.
• 1/19 : ask Jiong to write to the invited speakers of the MM session inquiring their availability for attending.

week of 1/22

• 1/21 : Adam wrote a draft application for Thomas Metcalf Travel Award.
• 1/21 : Takeda added modification (numbers, miss-spelled name, etc.)
• 1/22 : Jiong wrote to Ryan Milligan : asking availability to attend the meeting.
• 1/22 : from Ryan Milligan : have intention to attend but with a student. Travel support would be helpful.
• 1/22 : to Ryan Richer : request to sign the agreement with LARK and pay initial deposit ($4,335).
• 1/22 : from Lisa Perry : don't know any family to do performance in July.
• 1/23 : from David Williams (ESA): destination of meeting support.
• 1/23 : to David Williams (ESA): returned info of MSU Conference Services.
• 1/23 : ask Jiong to write to Peter Gallagher to inquire availability.
• 1/23 : to Tina Radovish (Emerson) to inquire catering services.
• 1/24 : to Tina Radovish (Emerson) again from my official account.
• 1/24 : to Lisa Perry (AIANSC) : explaining our event and ask how to reach out students.
• 1/24 : from Mary MacLean (ColorWorld) call 5-6 weeks before the conference to request updated estimate. (my previous mail on 12/26 was her spam folder).
• 1/25 : from Tina Radovish (Emerson): does not have a list of catering services or reccommendation.
• 1/26 : from Adam (SOC): SOC meeting will be hold 2 times to compensate different time zones : 1/31 16UT/11EST and 18:30UT/13:30EST.
• 1/26 : ask Jiong to write to Peter Gallagher to inquire availability.
• 1/26 : to Liz Kraft (SAO): inquiry about sending money (~$6k) to Hinode17 conference business account not XRT grant.

week of 1/29

• 1/29 : Jiong wrote to Peter Gallagher to inquire availability(no response).
• 1/29 : to LOC mailing list: status update.
• 1/29 : contact J-side SOCs (Katsukawa-san and Ishikawa-san) to ask their comment as the meeting time is hard for them to attend. Also asked them to advertizement of Hinode meeting at JSPC symposium on 2/20-22.
• 1/30 : meet with Toni Lee at 1pm.
• 1/30 : Takeda wrote to Peter Gallagher's different address to inquire availability(no response).
• 1/30 : Toni to Crystal Brubaker(LARK): discuss contract modification.
• 1/30 : Toni to Gina Reynolds (MSU Accounting): Business account set up.
• 1/30 : from Ed DeLuca(SAO): how to transfer money to MSU business account.
• 1/31 : first SOC meeting 9:00am(MST) to discuss sessions and speakers. (the second group meeting 11:30am(MST) unable to attend).
• 1/31 : to SOC mailing list : introducing H17/I14/S3 web site for the purpose of sharing informasion.
• 1/31 : from Ed DeLuca : inquiry about fiscal contact at MSU.
• 1/31 : to Ed DeLuca : connect Gina@MSU and Jason Conry@SAO with e-mail.
• 1/31 : from Jason(SAO) to Gina(MSU) : instruction of money transfer.
• 1/31 : from Adam (SOC): Lucie Green (UCL) joined SOC.
• 1/31 : discuss with Rhiannon Banner modification according to Sabrina's comment.
• 1/31 : to Sadie's Catering Service : web form input for banquet catering.
• 1/31 : to Just A Taste (Catering Service) : web form input for banquet catering.
• 2/1 : online meeting with Adam (SOC-LOC) at 13:30MST/14:30CST: update of the second SOC meeting. Timeline to invitation sendout (wait feedback until 2/5. consider. send out 2/9).
• 2/1 : write to Wlater Fleming (powwow): to request in person meeting.
• 2/1 : from Reetika Joshi for correction of name order on the meeting web site. Ask Keiji for correction and returned response to Reetika.
• 2/1 : Reetika Joshi for correction of name order on the meeting
• 2/1 : from Danielle (Sadie's Catering Service) : more info provided.
• 2/1 : to Danielle (Sadie's Catering) : paper plate OK, with stainless silverware.
• 2/1 : from Sadie (Sadie's Catering) : got phone call to further discussion.
• 2/1 : to LOC mailing list: discussion about student fee waiver/discount.
• 2/1 : from Charles : both no problem.
• 2/1 : from Dana : should do waiver.
• 2/1 : from Just A Taste (catering): web form input requested.
• 2/1 : to Kubo-san (H16-LOC) : request list of student participants.
• 2/2 : to mailing list : estimate modified registration fee with student waiver. MSU group earns most, international non-student guests loose most.

week of 2/5

• 2/4 : from Just A Taste (catering) : further questions.
• 2/5 : from Kubo-san(H16) : Number of student participants was ~75 out of total 199. Also answered another question: travel support for oversea participants was done through band transfer after the meeting.
• 2/5 : to Just A Taste (catering) : provide similar info with Sadie's.
• 2/5 : from Just A Taste (catering) : first proposal arrived.
• 2/6 : with Rhiannon : conference poster preparation.
• 2/6 : with Wendy Chou : zoom meeting at 2:30pm MST/3:30pm CST to discuss banquest catering. Got some notes.
• 2/6 : with Dana : Request of donation from MSU. Money can be used for
• 2/7 : SOC mailing list: discussion to finalize invited speakers (gendar balance: more females). student support. Providing public talk on one evening in return.
• 2/7 : with Toni (Conference Services) : visit her office at 1:30pm.
  • status check of the contract and estimate of registration fee.
  • Ryan takes over our event.
  • Requested updated budget sheet.
  • online service : streaming via YouTube is the easiest but can also use zoom (met with UIT person, Jonathan).
  • Shock!!! Toni says she will retire in March(3/9 is her last day).
• 2/7 : wrote to Danielle and Sadie (Catering Services) : suggest telecon.
• 2/8 : from Shane Maloney (Solar Monitor) : inquiry about XRT on SM2.
• 2/8 : to Shane (Solar Monitor) : explain that we wrote Peter Gallagher.
• 2/8 : met with Rhiannon : H17 poster creation. Banndana designed.
• 2/8 : from Toni :
  • Emerson and LARK said OK with contract mod by MSU.
  • We can use SUB ballroom A on 7/25 (pre-scheduled event cancelled).
  • Dorm: Hannon --> Hylite.
• 2/9 : from/to Shane (Solar Monitor) : he plans to attend H17/I14/S3 with his work on STIX. requested Shane to consider SM2 talk.
• 2/9 : talk with Sadie (catering) at 9am over the phone:
  • linen : rend from MSU is cheaper
  • 5:30 cocktail time, 6:30 food serving start.
  • vegitarian and non-dairy : number count and let Sadie know.
  • replace beef with bison.
  • replace appetizer cheese board --> salsa and chips.
  • we are suggested to use Plonk as MSU contracted alchole provider.
• 2/9 : talk with Sadie (catering) at 9am over the phone:
• 2/9 : from Rhiannon : "M" in web banner updated.
• 2/9 : to Sabrina : ask about SWG meeting venue (SUB or Barnard classroom). if rent, who pays the fee?
• 2/9 : from Sabrina : we can pay the room rental fee from XRT grant from NASA (try not use registration fee). 7/22 10am-4pm SUB room 233, $120.
• 2/9 : meet with Jean Korth (MSU catering) : let them know our event. ask about coffee service estimate.
• 2/9 : Adam to SOC mailing list: invitation mail sent out except Shiota-san.
• 2/9 : Input Shiota-san's e-mail address to spreadsheet.
• 2/10 : Keiji proposed a new poster design.
• 2/10 : from Jean Korth (MSU catering): added our event to their note.

week of 2/12

• 2/11 : Dana wrote to CLS(Yves Idzerda) and VPREDGE(Allison Harmon) request of support.
• 2/11 : from Yves Idzerda(CLS) : can support upto $7,500. (Dana wrote back thanks on the same day)
• 2/12 : from Alison Harmon(VPRED): will support. (2/14 wrote back thank you).
• 2/13 : meeting with Adam : 3pm MST/4pm CST.
  • Letters to invited speakers submitted last Friday. Some responses started to come back.
  • Travel support for EU participants: $8k provided by ESA.
  • Travel support for other participants: $2.5k from contribution included in the registration fee ($10/person * 250)
  • Registration fee for Hinode15 in Czech Rep. : 450 euro = $472.5 (@ 1.05 e/$)
• 2/13 : from Toni : inquiry about the registration fee for the online participants: that affects web form creation by UIT team. (explained our intention on 2/13).
• 2/14 : from Kathy Reeves: suggestion of applying NASA/ROSES conference support .
• 2/14 : to Charles: ask to write a proposal in response to ROSES call.
• 2/14 : meeting with Toni : 11am.
  • number of available poster board at SUB : 80 (both side usable).
  • SUB ballroom A rental fee : $920/day.
  • on-line cost : $1440 (camera, laptop & operator) / 4 days.
  • venue for SWG meeting on 7/22 10am-4pm: SUB 233 not available. use of ballroom B suggested.
  • banquet catering contract to be checked. Toni suggested linen should be provided by caterer not MSU.
• 2/15 : meet with Rhiannon at Solarium at ~11am: poster preparation.
• 2/15 : from Toni: response of the meeting agenda.
  • contract documents with Conference Services. (docu-signed 2/15).
  • suggest to make contract without via MSU procurement, to avoid complicated negociation.
  • MSU catering will not provide linens for an off-campus event with other caterer.
• 2/15 : to LOC mailing list: recent update sent.
  • H17 poster.
  • Support from CLS(upto $7.5) and Office of RED(TBD).
  • invitation letter sent from Adam to nominated inveited speakers(2/9).
• 2/15 : from Chunming: comments on H17 poster. add color to the Sun, JAXA log, how to get official logo(Ron Lambert).
• 2/15 : from Dana: comments on H17 poster. MSU logo specific to CLS and O-RED should be used instead of general MSU.
• 2/15 : to Jean at MSU catering: requesting an in-person meeting.
• 2/15 : from Jean at MSU catering: meeting on 2/22 at 11am is fine.
• 2/15 : to Sadie's catering: request to include linen in the invoice.
• 2/15 : from Sabrina: comments on H17 poster. JAXA logo should be included in the poster. as mission logos. Black background is not preferable for her (printing cost). Invited speakers not usually not listed in the poster.
• 2/16 : from Wendy Chou: comment on catering contract. Dessert not provided(!).
• 2/16 : from Sadie's catering: linen cost is $300.36.

week of 2/19

• 2/19 : Requested Keiji to prepare for the Abstract/Travel Support submission form. Provided travel support form of a few past Hinode meetings.
• 2/19 : to Ron Lambert at University Communication : request of official logs for MSU L&S and O-RED.
• 2/20 : to Rhiannon : request of updating H17 poster (Yellow Sun, meeting URL, etc.)
• 2/20 : to Ron Lambert at University Communication : resend request of official account.
• 2/21 : from Charles : No time to write proposal.
• 2/21 : to M. Kubo at NAOJ: request of showing H16 travel support request form.
• 2/21 : from M. Kubo at NAOJ:
  • Hinode 16 google site temporary reopened.
  • H16 poster was created by a professional graphic designer at 200000-yen.
• 2/21 : to Keiji : Send PDF output of the pages of H16 form. Send tentative session titles from H17 (from Adam's spreradsheet).
• 2/21 : from Toni : some responses on the meeting agenda.
  • to pay caterers, write Gina to make the payment. explain to the caterer that we don't have money yet.
  • registration site : submit from.
  • bus service addion: ask Jody Cutting at Karst Stage (jcutting@karststage.com).
• 2/21 : to Keiji : Send PDF output of the pages of H16 form. Send tentative session
• 2/21 : from Gina (accounting) : No money received yet from SAO!
• 2/21 : to Jason Conry (SAO) : ask the status of the money transfer.
• 2/21 : from Ron Lambert : special official logos are ready.
• 2/21 : to Ron Lambert : special official logos are ready.
• 2/21 : from Toni to Justin van Almelo at UIT : requested the privacy data security form.
• 2/22 : meet with Jean (MSU catering): Requested desent estimate for coffee break and reception.
• 2/22 : to Dana : Requested budget meeting some time soon.
• 2/22 : from Dana : can meet next Tuesday after HJC.
• 2/22 : from Sadie's catering : blue and gold linens not available (black OK?)
• 2/22 : to Jiong and Dana : consultaion of applying ROSES proposal for meeting support.
• 2/22 : from Adam : response from the invited speakers.
  • Natasha Jeffrey has difficulty in travel fund.
  • Ryan Milligan has scheduling difficulty.
  • Karin Dissauer will leave early.
• 2/22 : from Amir Caspi: Alternaive candidate of Natasha : Sophe Musset or Tomoko Kawate.
• 2/22 : to Adam: Jiong and I will talk with Ryan (offer special financial support).
• 2/22 : to Sadie's catering : yes, black is OK.
• 2/22 : from Crystal Brubaker to Toni : THE LARK team aproved the contract with MSU.
• 2/22 : to Ryan Milligan : offered special financial support (from my IDC etc.).
• 2/23 : from Ryan Milligan : He will attend the H17! financial support so far no need.
• 2/23 : to LOC mailing list : final version of H17 poster .
• 2/23 : from Keiji : request of checking the initial version of Abstract & Travel Support Application web form .

week of 2/26

• 2/25 : to Sadie's catering : ask if deposit payment can be separated into 2-times ($6k due on 12-Mar and the rest due on 1-May).
• 2/25 : to Dana, Charles & Jiong: ask approval to use $8k from David's IDC to H17 account to pay banquet deposit.
• 2/26 : from Dana: approved.
• 2/26 : to Dana et al: explain other possible use of David's IDC money for Hinode 17 (invite Loren and Dick, hire Wendy, etc.).
• 2/26 : to Justin van Almelo (UIT): follow-up of 2/21 mail to inquire Data Policy document required to atatch to the abstract submit form.
• 2/26 : to Jonathan Dove (SUB): in person meeting request on online service.
• 2/26 : from Keiji to LOC+Adam: Abstract submission form ready. Testing requested. Comments welcome.
• 2/26 : from Adam: will consider session title.
• 2/26 : from Sadie's catering: partial deposit payment is OK.
• 2/26 : meet with Stephanie at Physics office: how to send money from David's IDC to the H17 account. Ask CS accounting to send invoice of requrested amount ($8k) then Stephanie will process it.
• 2/26 : to Gina at CS accounting: request invoice to Aki & Stephanie.
• 2/26 : from Gina at CS accounting: more information requested: the purpose of money transfer.
• 2/26 : to Gina at CS accounting: the purpose of money transfer is to prepare of a science conference, the first invoice ($6k) was attched.
• 2/26 : from Gina at CS accounting: invoice arrived.
• 2/26 : from Stephanie at Physics office: invoice processed.
• 2/26 : from Gina at CS accounting: first check(BPA) to Sadie initiated.
• 2/26 : meeting with Dana: budget discussion. registration fee determination. registration dead line. public talk feasibility.
• 2/27 : to Justin van Almelo (UIT): resending the 2/26 mail from official account.
• 2/27 : to Jonathan Dove (SUB): resending the 2/26 mail from official account.
• 2/27 : to Toni (CS): request of meeting Wed or Thu.
• 2/27 : from Justin van Almelo (UIT): Data Policy statement recommended, but no template of MSU Data Policy exit, will consider.
• 2/27 : to Justin van Almelo (UIT): will include Data Policy statement, request to approve our statement instead of waiting for the templete.
• 2/27 : to Rhiannon : requested to add solar group logo to the poster with transparent background.
• 2/27 : from Jonathan Dove (SUB): has time on Wed 11am or Thu 11am bu Toni's office.
• 2/27 : to Jonathan Dove (SUB): let's meet on Wed 11am in front of Toni's office.
• 2/27 : to HJC mailing list: announcement of Hinode meeting & student fee supported by CLS and O-RED,
• 2/27 : to Justin van Almelo (UIT): sent our data policy page request for approval.
• 2/27 : to Jean at MSU catering: reminding our request of estimate (coffee break & reception).
• 2/28 : to LOC members: request of discussion.
  • provide online service or not.
  • extension of registration dead line.
  • number of poster submission per person.
• 2/28 : from Jiong: agree to extension of registration dead line with raised rate. Should mention max number of submittion (both talk and poster) per participant.
• 2/28 : from Adam: Amir Caspi once said he graciously volunteered to manage zoom meeting.
• 2/28 : from Chunming: poster size dimension.
• 2/28 : to Chunming: poster board is 6'(tall) x 4'(wide). SUB-BCD barely accommodate 200 posters.
• 2/28 : to Lucia Damberg at Big Sky Resort: inquiry of scineric lift at summer time.
• 2/28 : from Lucia Damberg at Big Sky Resort: still planning stage. Introduded Christy Mikulich (cmikulich@bigskyresort.com) the group sales dept. for future contact.
• 2/28 : to Lucia Damberg at Big Sky Resort: will contact again in the mid-March.
• 2/28 : meeting with Jonathan (SUB) at 11am: we will use zoom instead of streaming via YouTube.
• 2/28 : meeting with Toni (CS) at 11:15am:
  • online service confirmation.
  • poster board numbers
  • excursion should be taken care of our side.
  • registration table : CS personell can help registration, but need at least one person at our side to answer the questions from perticipants.
  • very hard to work with tribal folks: hard to make promise, hard to pay to them.
  • Emerson and LARK contracts finally settled.
• 2/28 : from Toni (CS): link to THE LARK booking.
• 2/28 : from Jean at MSU catering: estimate will be sent tomorrow(2/29).
• 2/29 : zoom meeting with Adam at Kennedy SFC: 2/29 12:30 MST / 13:30 CST (14:30 EST).
  • Amir's online service help-out level. ---> Adam will write to Amir to confirm.
  • request of conference statement to be at the top of the web site.
  • session title on Atstract submission site. ---> OK as they are now.
  • invited speakers who need travel support. David Brook said no support got from NRL, because Hinode is now infra structure not a science mission.
  • NASA ROSES proposal to support meeting : reported no body in our group is willing. Lots of pain but not much gain.
• 2/29 : to Chelsea Hogan at MOR: inquiring about our public talk to MOR education program.
• 2/29 : to Toni : confirming dimension of poster board. request to purchase ~20 boards to make available 90 poster boards in total. (6'tall x 4'wide confirmed).
• 2/29 : Adam to Amir : virtual component of the meeting, what level of support we can get from Amir.
• 2/29 : from Amir : has enterprise Zoom account via CU Boulder. has experience running virtual meeting at SPHERE 2022 and 2023. Management is not so hard. Can run less than $40 per attendee.
• 2/29 : from Keiji to Amir : providing Zoom account would be appreciated. We take some cost to feed sound and screen to Zoom.
• 2/29 : Adam to SOC and LOC : statement of the meeting: "Connecting high energy activity with Hinode/IRIS observations" comments welcomed.
• 2/29 : to Jean at MSU catering: request modification of coffee break estimate. Add more food.
• 3/1 : from Adam : David Brooks will be supported with non-conference supplied money.
• 3/1 : to Toni (CS) : Web registration application form submitted.
• 3/1 : to Amir : asked confirmation.
  • if it's OK to use Amir's zoom account for Hinode17 at MSU ---> OK.
  • we will reduce Amir's workload as much as possible ---> OK.
  • we will collect $40 from online only participants. ---> understood.
  • SPHERE prefers to record sessions? ---> YES.

week of 3/4

• 3/3 : to Adam :
  • request of most update list of invited speakers.
  • request of "conference objective" for web page.
  • submit 2nd announcement to SolarNews.
• 3/4 : resend message to Chelsea Hogan at MOR : public outreach event.
• 3/4 : from Chelsea Hogan at MOR : will discuss with the team.
• 3/4 : from Jean Korth at MSU catering : Coffee break estimate arrived. $7,523 in total including breakfast, AM and PM break, turned out $30-40/person.
• 3/4 : to Keiji : request of conference web site modifications.
• 3/5 : to Adam : resend 3/1 request.
• 3/5 : from Adam : invited speaker list is on the web. Will work on the conference objective. Will prepare for the 2nd announcement to SolarNews.
• 3/5 : to Chelsea Hogan at MOR : additional info about our conference.
• 3/5 : to Keiji : send a list of invited speakers, request of other corrections.
• 3/5 : to LOC :
  • request of checking conference web site.
  • limit the number of abstract submission/participant up to 2.
  • extend registration deadline to 6/20, but will not announce until late May to avoid participants suspending registration until last moment.
• 3/5 : from Emily Criswell at MOR : facility availability and document of agreement.
• 3/5 : to Emily Criswell at MOR : inquire Hager Auditorium availability in advance.---> 7/27 1-3pm OK, 7/26 7:30-9:30pm OK, N/A on 7/24.
• 3/6 : meeting with Toni :
  • checking the registration web site.
  • welcome bags : should be prepared by LOC.
  • name tags and lunch and alchool tickets : printed by CS.
  • poster board purchase : difficult!
  • excursion trip : don't forget carring water bottles and light snacks to deliver to the participants on the bus back to Bozeman.
  • let Ryan know when to activate the registration web site. a few days before the official opening to check someone try from outside MSU.
• 3/6 : to Toni : request of registration site modification, wrong dead line date, etc.
• 3/6 : to Hanaoka-san (JSPC) : request of time for announcement at JSPC meeting on 3/14 12:30JST (3/13 21:30 MDT). ---> OK.
• 3/6 : to Sam Freeland : suggest short talk on flare list at Hinode17.
• 3/7 : from Toni : Poster board may be borrowed from Norm Asbjohnson Hall, require extra money to use facility service for moving.
• 3/7 : from Toni : registration site modification ongoing. Should check with Emersion's alchool serving policy. --> Beer/Wine are OK.
• 3/8 : to Adam : reminder of input of meeting objective description.
• 3/8 : to Toni and Ryan : report of checking registration web site: footer information, QuickPAY, excursion guest's name on registerer's summary.
• 3/8 : from Adam and Bart : Saturday session. Busy travellers want to spend weekend with family.
• 3/8 : to Adam and Bart : Explained Saturday excursion was hard, and Thursday meeting room was not available.
• 3/8 : from Adam : Possibility of conference starting on Monday PM.
• 3/8 : to Adam : It is very difficult, contract has already been signed.
• 3/8 : from Adam : Meeting objective initial input.
• 3/9 : to LOCs : final version of conference web site ready for checking.
• 3/9 : from Adam : correction of meeting objective wording. confirmation of registration dead line extension until 20-Jun.
• 3/9 : from Ryoko Ishikawa (SOC): report of estemated number of J-side participants: about 10.

week of 3/11

• 3/10 : ****** Conference Web Site Opened & Abstract submission started! ******
• 3/11 : to LOC: announce of web site openening.
• 3/11 : to Adam: reqeust to remind invited speakers to submit their abstract by 1-May.
• 3/11 : from Reetika(SOC): can't read poster file.--> Safari problem, could read with Chrome.
• 3/11 : from Jiong(SOC): dead line confusion. no description for late registration. ---> intended, to avoid participants from suspending their registration after June.
• 3/11 : from Keiji: correction of conference URL, without 'h17_i14_s3.html'.
• 3/11 : from Paola(SOC): request of changing session schedule. Switch Saturday AM session with Thursday PM excursion.
• 3/11 : from Amir and Vanessa(SOC): sympathize with Paola.
• 3/11 : from Yukio Katsukawa (SOC): when is Hinode SWG meeting scheduled? --> currenty on Monday PM. SUB-B was reserved 10am-4pm.
• 3/11 : to SOC: explain why the current schedule made. Will check room availability.
• 3/11 : from Wendy: proposing to start session on Monday. ---> even harder to modify group booking contract, Sunday reception is hard(MSU closed), etc.
• 3/12 : to Chelsea Hogan (MOR): reminder of response. ---> out of office until 3/13.
• 3/12 : to Lucia Damberg (Big Sky): asking update of summer schedule. --> no response.
• 3/12 : to Ryan Richer (CS): SUB-A availability on 7/25 PM. ---> OK.
• 3/11 : to SOC and LOC: report SUB-A is availabile. ask change schedule or not.
• 3/12 : from Tawnya Morgan(O-RED): contact her when you decide the amount of support.
• 3/12 : to JSPC: announce of conference web site open & abstract submission started. ---> mail bounce back because I'm not a member (regisrated as takeda@kwasan...)
• 3/12 : to R. Ishikawa (SOC): request to forward my mail to JSPC mailing list.
• 3/12 : from Y. Hanaoka (JSPC): report of mail return. suggestion of info update.
• 3/12 : from R. Ishikawa (SOC): submit information to JSPC and Tennet.
• 3/13 : from Paola (SOC): suggestion of starting session on Monday(7/22). ---> even harder, am going to switch Thursday PM and Saturday AM.
• 3/14 : from Y. Katsukawa (SOC): support switching Thu PM with Sat AM.
• 3/14 : to JSPC : gave presentation in the JSPC zoom meeting (3/13 21:10 MDT-) during the spring ASJ meeting.
• 3/14 : from Daikou Shiota : Contacted by Adam just 2 days ago, not yet agreed to give invited talk. ---> ask Adam about it. ---> Travel budget problem.
• 3/14 : from Daikou Shiota : Have travel budget shortage. Is online talk OK?
• 3/14 : zoom meeting with Adam(13:30 MDT) :
  • made a decision : move Sat AM session to Thu PM.
  • Shiota-san's contact.
  • Schedule of Abstract selection (goal: send result to participants on 22-May)
  • Plan to submit last announcement to SolaNews for 5/15 edition.
• 3/14 : from Jiong to SOC : suggestion of SolarNews announcement --> been done (from Adam)
• 3/14 : to Adam : conference name IRIS15 to IRIS14 --> already corrected (by Adam).
• 3/14 : to Chelsea (MOR): reminder of discussion.
• 3/14 : from Chelsea (MOR) : discuss with Facility not Education. Unable to work with our event. Her team is out of town on 7/27 for outreach.
• 3/14 : to D. Shiota : explained Adam contacted 3 times but no response. Used web site mail tool to establish contact.
• 3/14 : from D. Shiota : Adam's mail not noticed. Send mail to his gmail address (shiotad@gmail.com). --> info passed to Adam.
• 3/15 : from R. Kariyappa (India): inquiry about travel support. ---> please use web form to apply but fund is limited and highly competitive.
• 3/15 : to LOC and SOC: announcing the final schedule (Running session on Thursday PM, No Saturday AM session).
• 3/15 : from Amir (SOC): can we use deposit for Saturday trip? ---> Bus and driver shortage on Saturday is the root cause of the compliated schedule.
• 3/15 : from Adam: connecting with Piyali Chatterjee on travel support.
• 3/15 : from Adam: connecting with Daikou Shiota on travel support.
• 3/15 : from Adam: connecting with Teodora Mihailescu on travel support.
• 3/15 : from Adam: connecting with Natasha Jeffrey on travel support.
• 3/15 : to Facility Service(Work Control) at MSU: submit web form to request the estimate to move poster board from/to NAH to/from SUB.

week of 3/18

• 3/18 : to Shiota-san (invited speaker): ask confirmation of arrival of the mail from Adam. Suggested on-line presentation is allowed for invited speakers.
  • 3/18 : from Shiota-san to Adam : both mail to NICT and gmail arrived this time. In-person attendance is difficult, so would like to present on-line.
• 3/18 : from Piyali Chatterjee (invited speaker): explanation of travel support $1,000. Invitation letter requested to get support from her institute.
  • 3/19 : from Piyali : inquiry of inexpensive staying option. prefer to participate in-person rather than on-line.
  • 3/19 : to Piyali : Dorm or LARK are available. Offered support up to $2,000 for stay and registration. Will send invitation letter in a few days.
  • 3/19 : to Adam : request to send an invitation e-mail to Piyali to prepare for the invitation letter.
  • 3/20 : from Adam : Adam's invitation email to Piyali was forwared.
• 3/18 : from Shawn Long (Work control): response to the web form.
  • 3/18 : call Shawn Long (Work control, 994-5693): to make estimate of the moving, he needs to see the boards at Norm Asbjohnson Hall.
  • 3/18 : call Jody Barney (NAH college of Eng., director of finance and admin.): to ask arrangement of the meeting with Shawn at WorkCont.
  • 3/18 : to Jody Barney : follow-up mail sent to explain our event and request.
  • 3/18 : to Jody Barney : include Shawn in the email communication.
  • 3/19 : to Jody Barney : request to respond asap.
  • 3/19 : from Jody Barney(NAH) : our request confirmed by Dean Bunnink: 20 boards available at $5/day. Stored 2F in a closet on NAH 2F.
  • 3/20 : from Shawn Long : estimate of work to moving boards provided: 4 laborers for 1-2 hours. 4-8 total hours @$73/hour becomes $292 - $584.
  • 3/21 : to Jody and Shown : confirmation of an estimate. Expressed our graditude to both Shawn and Jody.
  • ********** summary of board rental fee : 20(brds)x5($)x4(days) + 600($ moving) = $1,000 **********
• 3/18 : to Ryan Richer: report of session schedule change, request modifing registration form.
• 3/18 : to Big Yellow Barn : ask 7/25 evening availability
  • 3/18 from Cindy (BYB) : 7/25 available. offering the Barn tour.
  • 3/18 to Cindy (BYB) : 3/20 after 3pm tour requested. ---> Wednesday 3:30pm tour confirmed by Cindy.
  • 3/20 visit BYB : met Cindy and Brad in person and looked around the Barn and facility.
  • 3/20 from Cindy (BYB) : contract paper arrived.
  • 3/20 to Cindy (BYB) : arrival of contract paper confirmed. Ask my takeda@solar address reachable --> (Cindy said it reached).
  • 3/21 to Ryan (CS) : send contract paper.
  • 3/21 from Ryan (CS) : CS needs .docx version.
  • 3/22 to Cindy (BYB) : ask about .docx version cc-ed with Ryan.
  • 3/23 from Cindy (BYB) to Ryan (CS) : BYB has previous contract with MSU. What is the problem with the current contract?
  • ********** BYB venue fee : $4,500 + $500 (insurance) + $450 (gratuity?) = $5,450 **********
• 3/18 : from David Williams (ESA) : transfer of 5,000 euro for conference management is ready.
  • 3/18 : to Davie Williams : appreciation & connect David with Gina at conference accounting.
  • 3/18 : to Gina (CS accounting) : request to send a 5,000-euro invoice to David with the item description "conference managing support".
  • 3/18 : from Gina to David : the 5,000-euro invoice sent.
  • 3/19 : from David to Gina : the 5,000-euro transfer initiated.
• 3/19 : from Teodora Mihailescu (invited speaker): not qualified for Metcalf award. Any other fund to apply?
  • 3/21 : from Teodora : no other travel support available.
• 3/19 : from Ryan Richer: inquiry about Virtual attendance. ---> will use zoom owned by an SOC member, Jonathan Dove will also help.
• 3/20 : from Natasha Jeffrey (invited speaker) to Adam: Need full travel support. Unable to attend the conference due to family reason (responded by Adam on 3/21).
• 3/20 : telecon with Ryan Richer (10am @994-3333):
  • Emerson contract to be cancelled (to move banquet venue to Big Yellow Barn). ---> confirm the penalty with the Director. Also contact, Sadie's catering, Karst Stage Bus for contract modification. Confirm alchool service policy with Big Yellow Barn.
  • Dorm rooms extended stay allowed? ---> not allowed.
  • Dorm rooms increasing number ---> possible, but need to inform ASAP.
  • Registration form modification to be added by next week. Request should be made by e-mail.
• 3/20 : from Ryan Richer : follow up mail of the telecon. Instruction of what to do.
  • Cancel Emerson and request deposit reimbursement.
  • Modify Catering service contract (Emerson --> BigYellowBarn).
  • Modify Bus contract (Emerson --> BigYellowBarn).
  • Get contract paper from BYB.
• 3/20 : to University Printing : inquiry if printing service available for our poster.
  • 3/20 : from U-printing: print service will stop on 3/29, the office will be closing on 5-Apr.
  • 3/20 : to U-printing: placed an order of 20 color copies of our conference poster (charge on the grant#436970).
  • 3/22 : from Sandra Bunch (U-printing) : print our ready.
  • 3/22 : visit office and 20 color print picked up.
• 3/21 : from Ryan Richer : instruction before signing BYB contract we need.
  • Emerson refund.
  • Bus contract modification.
  • catering service contract modification.
  • request .docx form of BYB contract paper.
• 3/21 : from Gina (CS accounting) : Money($8k) from David's IDC has not arrived yet. ---> (from Stephanie McLarren) Fiscal services sent the BPA to USB on 2/26. Should arrive soon.
• 3/22 : to Jody Cutting (Karst Stage) : request of contract modification.
  • 3/22: from Jody (Karst Stage) : modified contract (Acceptance and Pro-Forma for 2 buses) arrived.
  • 3/22: to Jody (KS) : asked logistic question: is it possible to move ~200 people from MSU(4:30pm) to BYB(6pm) with 2 buses? One more bus+driver available on 7/25.
  • 3/22: from Jody (KS) : doable, but 3 buses has more flexibility. Resourse for one more bus available.
  • 3/22: to Jody (KS) : ask if standees allowed, if school bus can carry more people.
  • 3/22: from Jody (KS) : No standees allowed. School buses not available at the Karst Stage. It there are more than 168 passengers (56*3) then one bus has to trip twice.
  • 3/22: to Jody (KS) : request 3 buses. Updated contract documents confirmed.
  • 3/22: from Ryan to Jody : change contract name from Toni to Ryan.
  • ********** current estimate of bus transfer : $2,101.10 x 3(buses) + $100 (gratuity) x 3(drivers) = $6.603.30 **********

week of 3/25

• 3/24 : to Piyali Chatterjee (invited speaker): invitation letter sent. Also gave a few notes (limited number of LARK rooms, Travel support will be sent after travel).
  • 3/25 : from Piyali : Request of modification of invitation letter to include travel support. Would like to book hotel room earlier than 4/1.
  • 3/25 : to Piyali : Revised invitation letter sent. Unable to give preferential treatment for hotel booking.
  • 3/26 : from Piyali : Invitation letter received. Apologies of misinterpretation of hotel booking.
  • 3/26 : to Piyali : Thanks for understanding.
• 3/24 : to M. Kubo (NAOJ): inquire how to prepare documents for visa applicants.
  • 3/25 : from M. Kubo : a series of documents and procedure memo (made by Katsukawa-san) were arrived. Format will be different from contries.
• 3/25 : Ryan (CS) to Cindy (BYB): PDF version of contract paper is OK.
• 3/25 : Ryan (CS) to Jody (Karst Stage): Can we pay with a credit card?
  • 3/25 : from Jody : Yes, OK with a charge 3.5% card fee. Full payment is due 7/11 (a week before).
  • 3/25 : from Gina (CS accounting) : Paying with a check would avoid card fees, but MSU is unable to cut checks due to fiscal year end (6/17-7/15).
• 3/25 : to Ryan (CS) : Request of modifying the registration web site.
  • early registration : $400.00 (4/1 through 5/1)
  • regular registration : $450.00 (5/1 through 6/1)
  • late registration : $500.00 (6/1 through 6/20)
  • 3/25 : to Ryan : requests.
    • (a) request of accommodation link to Hyalite rooms.
    • (b) Remove Saturday excursion question from virtual attendee page.
    • (c) Confirmation of registration web site URL.
  • 3/26 : to Ryan : requests
    • (d) Remove mobile number field from virtual only attendee page.
    • (e) Top page: "Attendig virtually"-->"Attending virtually (onlie only)".
  • 3/26 : to Ryan : requests
    • (1) Remove mobile number field from virtual only attendee page.
    • (2) Hyalite Hall wifi system.
    • (3) Hyalite Hall built-in hair dryer.
    • (4) Parking information for general attendee.
    • (5) Saturday excursion question should be left for in-person attendees.
    • (6) Footer typo : "contat" --> "contact"
    • (7) Top page category : modification is not what I requested. It should be "attending virtually (online only)"
    • (8) Record for registerer, Sub Category : "Standard" should be "Early-bird".
  • 3/27 : to Ryan : minimum requests today.
    • (I) remove mobile phone input area from virtual attendee page.
    • (II) Hyalite Hall reservation link.
    • (III) conformation to open the regietration site on 3/29 to check payment process.
  • 3/27 : from Ryan : responded in red characters but can't read with pine. ---> Request to resend to aki.takeda@montana.edu.
  • 3/27 : from Ryan : resent. ---> can read this time. confirmation of the request to open registration site on 3/29 morning.
  • 3/29 : from Ryan (7:53 MDT) : Registration site opened!
• 3/25 : to Gina (CS accounting) : inquiry of money tranfer status from SAO($3k), ESA($5k) and MSU-solar group($8k).
  • 3/25 : from Gina : haven't heard from SAO since 2/1. ESA and MSU are onthe way but not received yet.
  • 3/25 : to Jason Conry and Ed DeLuca (SAO) : inquiring the status of money transfer. Can we cancel the request?
  • 3/26 : from Ed DeLuca (SAO) : told Jason to respond.
  • 3/27 : from Jason Conry (SAO) : Apologies for the delay. SAO Financial Management Department would not move our case forward.
  • 3/27 : from Gina (CS acct.) : Suggest to cancel requisition. No problem happens at our end.
  • 3/27 : to Jason Conry (SAO) : Request withdrawn. Since the registration site will open soon, it makes more sense that SAO folks register via web site not using transferred money.
• 3/25 : to Tina Radovich (Emerson) : cancelling the reservation of Ballroom on 7/25.
  • 3/28 : to Tina Radovich (Emerson) : resent letter from MSU official acct.
  • 3/29 : from Tina Radovich (Emerson) : Cancellation accepted. Asked about preferable method of paying back?
  • 3/29 : to Tina Radovich and Gina (CS acct): passed Tina's inquiry to Gina.
  • 3/29 : from Gina (CS acct.) to Tina : A refund back to my card is the best way.
• 3/25 : to Crystal Brubaker (LARK) : booking link will be activated on 4/1. Question if the guests need to pay at the time of reservation.
  • 3/26 : to Crystal Brubaker : resend the mail from MSU official account.
  • 3/27 : call to Crystal Brubaker (1-559.906.1716) : request of response via email.
  • 3/28 : from Crystal Brubaker : confirmed that guests need to pay at the time of reservation. --> responded (thank you for the info) on 3/28.
• 3/25 : to Keiji : modification of the conference web site. Add registration URL and LARK booking link.
• 3/26 : from Kathy (SAO) : inquiry about travel support for Dr. Kariyappa.
  • 3/26 : to Kathy : explained that he first contacted me and I suggest to apply for travel support in the abstract submittion form. It's hard to full support a guest from India, will take over $4k.
• 3/26 : to LOC : sent update. Banquet venue changed. Registration site open on 4/1. Special registration site for MSU+SAO students requires e-mail list.
  • 3/26 : from Kathy : email list for SAO student helpers (Joy, Crisel and Lucas).
• 3/27 : from Gina (CS acct) : ESA money (5k-euro) arrived!
  • 3/30 : from David Williams(ESA) to Gina : confirmation of confirmation.
• 3/28 : to Ryan (CS) : Request of information for university parking. Confirmation of opening registration site on 3/29.
  • 3/28 : from Ryan : parking fee paid on their own or by conference? --> on their own.
  • 3/28 : from Ryan : link to parking instruction for participants. CS would encourage the participants to park at the garage. They can pay with cell phone application or at the kiosk (pay by credit card, needs license number).
  • 3/28 : to Ryan : how about Hyalite Hall residents? --> They will get information at the time of their check-in.
• 3/27 : from Gina (CS acct) : ESA money (5k-euro) arrived!
• 3/28 : from Ryan(CS) to Cindy(BYB) : Modified contract PDF sent. If this is OK move on to signing.
• 3/28 : from Ryan(CS) to Brena(MSU Insurance) : request of proof of insurance.
• 3/28 : Meeting with Adam (1:30pm via TEAM) :
  • Invitation letter to Ying Li (for visa application): request to include institude name and address
  • Registration site will open tomorrow. Registration site needs to be checked for payment process (OK by Adam).
  • Banquet site changed. No entertainment planned (dance?)
  • Number of abstract application currently none. (not surprising.)
  • Natasha Jeffrey (invited speaker) officially declined. (confirmed.)
  • Tomoko Kawate is newly contacted to give an invited talk and accepted.
• 3/28 : to Jiong : request to summarize Ying's work for reason of invitation.
  • 3/28: from Jiong : input of Ying's work description.
  • 3/28: to Ying (invited speaker) : invitation letter sent.
  • 3/29: from Ying : invitation letter received. No need to modify.
• 3/28 : to Tomoko Kawate (invited speaker) : sent info on housing info.
  • 3/29: from T. Kawate : Thanks. MSU housing will be the 1st choice.
• 3/29 : to LOC : Registration site opened internally for checking payment process. Encouraged to test by LOC members. ---> No test done by anyone exept Chunming! It seems that the site worked. Takeda also tried registration with no problem.

week of 4/1

• 4/1 : to R. Ishikawa (SOC): inquiry on the accommodation of NAOJ folks.
  • 4/1: from R. Ishikawa : she will not attend in-person, due to the COSPAR in the previous week and high travel cost.
• 4/1 : to LOC and SOC: made an announcement that Hinode registration site opened.
• 4/1 : to Ryan (CS) : confirmation of Hyalite Hall rate/nt. minor corrections of registration site.
  • 4/1: from Ryan : Hyalite rate is $50, no tax and other fee applied. modification of registration page : typo is corrected, but changing "Standard", "Early" and "Late" depending on date is not easy.
  • 4/1: to Ryan : it is OK to keep the registration type as it is, as it is just a minor correction.
  • 4/1: from Ryan : requested to contact Yves Idzerda to approve the contract with the Big Yellow Barn (his signiture required).
  • 4/3: to Dean Idzerda : requested to sign the BYB contract.
• 4/1 : from Tina (Emerson) : deposit return ($725) initiated.
• 4/1 : to Sadie (Catering) : request of changing the banquet venue.
  • 4/1: from Danielle (Cataring) : venue change accepted.
  • 4/1: to Danielle (Cataring) : serving dessert. is it OK to serve local icecream tubs. modification of linen order.
  • 4/3: from Sadie : serving dessert by guests is messy. serving by a staff is highly recommended ($200). Table linen change to black & ivory is OK.
  • 4/3 : to Sadie : agree to serve by staff. asked recommendation of the local retailer.
  • 4/4 : from Sadie : Genuine is recommended. Another option is to request Genuine to open a stand at BYB.
  • 4/4 : to Sadie : request quote to Genuine to open a stand at BYB.
  • 4/4 : from Sadie : will contact Genuine. The latest proposal received.
• 4/2 : from Kathy Reeves (SAO) : registration trouble. unable to proceed to payment step.
  • 4/2: to Kathy : thanks for the report, will contact Conference Services.
  • 4/2: to Ryan (CS) : report Kathy's case.
  • 4/2: from Ryan : asked who troubled registeration --> Kathy Reeves at SAO.
  • 4/2: from Kathy : tried again but failed again (responding to the automatic message from system).
  • 4/2: to Kathy : thanks for trying again, but wait next action until hearing update from Ryan.
  • 4/2: from Kathy : asking if the special student site is available.
  • 4/2: to Kathy : providing the URL of the student site. ask a SAO studentto check the site running properly.
  • 4/2: from Kathy : Lucas's student site registration was successful.
  • 4/3: from Ryan : Kathy's case is due to University IT's glitch. They are looking into it. Payment by Telephone is available.
  • 4/3: from Kathy to Ryan : Kathy will wait for the site is fixed
  • 4/4: from Ryan : University IT couldn't figure out the cause of the problem. Please pay with a card. --> Gina followed up the phone number, etc.
  • 4/4: from Kathy : purpose is to test the site, rather than make payment.
  • 4/4: to Ryan and Gina : Kathy is one of organizers, so let her wait until the site is fixed.
  • 4/4: from Gina : Kathy's trouble is a one-off problem with the screen, not our payment system. Ryan is contacting Aventri (site management) now.
  • 4/4: to Gina : Successful registration is only from MSU.
  • 4/4: from Gina : There is a successful registration from Colorado Univ.
  • 4/4: from Ryan to Kathy : got to the bottom of this, please try again?
  • 4/5: to Kathy : request of try the site today.
  • 4/5: from Kathy : will do today --> successful!
  • 4/5: from Ryan : wonderful!, from Aki: thank you!
  • 4/5: to LOC and SOC : Kathy's case was solved! Your registration is encouraged to find other problem or feed the conference account.
• 4/3: from Gina : Solar Physics money (8k) arrived the conference account. --> Thanks! (sent 4/3).
• 4/4: from Piyali Chatterjee (inv. speaker) : LARK reservation was made! -->Thanks for a note (sent 4/4).
• 4/3: from Akie Moritsuka (NAOJ student) : inquiry about travel support.
  • 4/4: to Moritsuka : amount of travel support is limited. will prepare $5k to 6k for the support for the whole J-side. MSU resident hall should be reserved by registrers with or without travel support.
• 4/4: from Chunming : local site information site is ready.
  • 4/4: to Chuning : wonderful! request to list MSU nearby site at the top.
  • 4/4: from Chuning to HJC : request review of the local page.

week of 4/8

• 4/7 : to Y. Hanaoka (JSPC): request to change e-mail address in JSPC list (to send announcement to the JSPC mailing list).
  • 4/8 : from Y. Hanaoka : update done. ---> Thank you (sent 4/8)
• 4/8 : to Yves Idzerda (L&S Dean): resend request to sign the BYB contract.
  • 4/8 : from Yves : Will support and give signature.
  • 4/8 : to Yves : Thank you. The contract document will be sent shortly.
  • 4/8 : from Ryan : Docusign sent to Yves.
  • 4/8 : from Yves : Signed!
  • 4/10 : from Ryan : Scan of signed document arrived.
• 4/8 : to Loren Acton : sent out by snail mail Hinode17 flyer and my recent ApJ paper. Ask if he is planning to come for H17 this summer.
• 4/10 : from Sadie (catering) : Genuine Ice Cream Co. is not available on 7/25 to make a stand. Sadie's staff will serve.
  • 4/10 : from Sadie : Genuine available flavors list arrived.
  • 4/10 : to Sadie : Coffee, Huckleberry, Strawberry. Non-dairy vanilla available?
  • 4/12 : from Danielle : Ice cream tubs fit to BYB freezer. Will inquire non-dairy vanilla.
• 4/10 : to Adam (SOC) : request of change time of regular meeting.
  • 4/11 : from Adam : Available until 3:30 MDT.
  • 4/11 : SOC/LOC meeting with Adam (4pmCDT/3pmMDT)
    • as of 4/11, # of Abst submission : 1, registration : 7.
    • request Adam to send all invited speakers to submit their Abst by 5/1.
    • will recruit student helpers from Japan. (as Charles students will be unable to help).
    • (from Adam) # of talks will be 70 (15+5 for inv. 12+3 for cntr.)
    • (from Adam) Gianna Cauzzi was finally confirmed as the invited speaker from DIKST.
    • (from Adam) Hope next meeting to be on Friday 26th 13:30 MDT.
• 4/10 : to JSPC mailing list : recruit student helpers from Japan.
  • 4/10 : from Minami Yoshida (ISAS) : apply for a student helper. --> OK will send student URL in May. Submit abstract in time. (sent 4/11)
  • 4/12 : from Akie Moritsuka (NAOJ) : apply for a student helper. --> OK will send student URL in May. Submit abstract in time. (sent 4/14)
  • 4/13 : from Akie Moritsuka : concern on shift. can't do hard work on the first day. ---> No worries (sent on 4/14).
• 4/11 : from Ryan (CS) : At Banquet, unable to use Plonk without University Catering. Ryan will reach out BYB to have a alchool provider they recommend.
  • 4/11 : to Ryan : thanks for a note, thanks for reaching out to BYB.
• 4/11 : to Ryan (CS) : asked Hyalite Hall reservation status.
  • 4/12 : from Ryan : 2 people as of now.
• 4/12 : from Brenda Baker (MSU Insurance) : About BYB contract, Certificate of Insurance Request is needed to be submitted by Physics(LOC, me!).

week of 4/15

• 4/14 : from Kathy (SAO) : one more student helper from SAO: Alan Hsu (alan.hsu@cfa.harvard.edu) --> OK (sent on 4/15)
• 4/14 : from Adam to SOC : May schedlue of SOC work (Abstract review)
• 4/14 : to Akie Moritsuka (NAOJ) : inquire about H16 experience as a student helper.
  • 4/15 : from A. Moritsuka (NAOJ) : Akie only set-up table on the first day. Her follow student says she worked for 3-5 hours everyday for the following work:
    • setup conference room on the day before
    • receptionist at the check-in table
    • help speaker's PC setup
    • microphone carrier at sessions
    • receptionist of the reception (on the day before)
    • tear down of the conference room
  • 4/16 : to A. Moritsuka : Thanks for the helpful info.
• 4/14 : from Cindy Wright (BYB) : invitation to the BYB resource web site. ---> set up account at the resource site (4/18).
• 4/15 : from Ellie Southworth (Genuine Icecream) to Danielle (Sadie's catering) : Non dairy vanilla is not available (strawberry, toasted coconut or salted caramel). Dairy free tubs are $86.
  • 4/15 : to Ellie (Genuine) : dairy-free toasted coconuts as the 4th tub.
  • 4/15 : from Danielle (Sadie's) : invoice to Sadie's or us(MSU)?
  • 4/15 : to Danielle (Sadie's) : to Sadie's so that we can pay altogether.
  • 4/17 : from Danielle to Ellie : is napkin, spoons, etc. provided?
  • 4/17 : from Ellie to Danielle : only provide icecream.
  • 4/18 : from Sadie : icecream added to the invoice and sent.
  • 4/18 : to Sadie : thanks. confirmation of 2nd deposit payment amount.
  • 4/18 : from Sadie : $1661.60. Invoice of 2nd deposit sent.
• 4/15 : to Brenda Baker (Insurance) : filled, signed and scanned form of Certificate of Insurance Requests turned in.
• 4/15 : from Lucia Kleint (SOC) to Adam : Abstract max word limit is too large for SOCs to review and make decision quickly.
  • 4/16 : from Durgesh Tripathi (SOC) : agree to make it shorter.
  • 4/16 : to Keiji : suggestion to add a note to the abstract form.
  • 4/16 : to Lucia and Durgesh (SOC) : added a note rather than silently change (400 to 300 words).
  • 4/16 : from Lucia (SOC) : suggestion of wording. question : have you received any longer abstracts ? --> Yes (replied on 4/16).
• 4/15 : from Adam : IRIS(Bart De Pontieu) requests to change numbering of IRIS meeting (IRIS-14 to IRIS-15). LoCS/MUSE/IRIS workshop in Feb 2023 in Svalbard, Norway should be IRIS-14.
  • 4/16 : to Kathy Reeves : is Bart's request relevant? --> Yes (Kathy on 4/16).
  • 4/16 : to Keiji : suggestion to add a note to the abstract form.
  • 4/17 : web site description changed, while modifying the banner and poster takes time (as Rhiannon is busy this week).
  • 4/17 : to Keiji : request fo add a note to "UPDATE". Explanation words suggested. --> done (4/17)
• 4/16 : to HJC students : inquiring if they are available as helpers.
  • 4/16 : to Shane Atwood : Found Shane on a participants list. But if you help the conference, registration fee will be waived. ---> will help. will cancel early-bird registration.
  • 4/16 : from Michael Prazak : will check the schedule --> will help (4/17).
  • 4/16 : from Drake Osaben and Spencer Riley : they can help.
  • 4/16 : from Jiong : Dillon Anderson (Rachael's student) showed interest.
  • 4/17 : to Jiong : request email address of her students.
  • 4/17 : from Jiong : email address of Drake and Spencer, Dillon not responded.
• 4/16 : from Takato Otsu (Kyoto Univ): would like to help running conference. A few questions: (1) End time of Saturday excursion. (2) Check-out residence hall on 7/28 OK?
  • 4/16 : to Ryan (CS) : inquiry of Hyalite check-out on 7/28.
  • 4/16 : from Ryan : 7/23-28 is the period for Hinode17.
  • 4/16 : to Ryan : we need 7/22, as most participants arrive.
  • 4/16 : from Ryan : need confirm the person in charge.
  • 4/16 : from Ryan : Hyalite check-in/check-out during the period 7/20-29 is allowed for our group. ---> Thanks!(4/16)
  • 4/16 : to T. Otsu (Kyoto) : response to his questions:
    • Saturday excursion is not fixed yet. If we do whitewater rafting, the end time would be 2-3pm.
    • Residence Hall check-out on 7/28 is OK.
  • 4/17 : from T. Otsu (Kyoto) : Thanks for the detailed info.
• 4/17 : to LOC: recent updates
  • Conference name changed (Hinode17/IRIS14/SPHERE3 --> Hinode17/IRIS15/SPHERE3).
  • Abstract word limitation changed from 400 to 300 words.
  • Student helper recruited from Japan. So far 3 students responded.
• 4/17 : to SOC: updates : abstract word limit & conference name change.
• 4/17 : from Maria Kazachenko (Metcalf Travel Award) to Adam : MTA will fund $3.5k x 2 to Hinoce17.
• 4/17 : from Christy Mikulich (Big Sky Resort) : summer lift availability. (1) Lone Peak Expedition (with unlimited scenic lift): $80, (2) Guided Scenic Lift(1 hour)per person : $40. --> Thanks for the info, but our excursion was cancelled. (4/17 replied).
• 4/18 : from Minami Yoshida (ISAS): Hyalite Hall room should be shared? Can specify the partner of sharing room?
  • 4/18: to M. Yoshida : Recommend to use the room alone. Room is too small.
  • 4/18: from M. Yoshida : Will do, thanks.
• 4/18 : to J-side participants : Recommend to apply travel support. Will send $5k to $6k as the support for the whole J-side. SOC(Katsukawa-san & Ishikara-san will decide distribution.
• 4/18 : to Y. Katsukawa and R. Ishikawa (SOC) : Metcalf Travel Award for 2 students was promised for Hinode17. Why don't you recommend one of J-students?
• 4/18 : to MSU+SAO student helpers : make registration from the special site.
  • 4/18: from Charles Kankelborg : Enough number of helpers? There are undergraduate students preparing the poster for Hinode17.
  • 4/18: to Charles : Yes, we have enough helpers now. But those undergraduates should be supported. How many of them?
  • 4/18: from Charles : there are 3.
  • 4/19: to Charles : ask them to help the conference then their registration fee would be waivered.
• 4/18 : from Sadie (Catering) : ice cream station added to the estimate: 4 ice creams, all disposables, equiment for service, 4 staff members. (Figured out to be $2.5/guest).
  • 4/18 : to Sadie : comfirm the amount of 2nd deposit due in early May.
  • 4/18 : from Sadie : $1661.60 confirmed.
• 4/18 : to Y. Katsukawa and R. Ishikawa (SOC) : Suggest recommendation of a Japanese student for Tom Metcalf Award.
  • 4/18 : from Katsukawa : Metcalf Award from J-side students who applied for travel support? ---> (yes. replied on 4/18)
• 4/18 : to Ryan (CS) : update of bar service provider recommended by BYB.
  • 4/18 : Big Yellow Barn : applying for client resource page (account created) to get information of bartenders. ---> (account confirmed on 4/19 by BYB)
  • 4/18 : to Sadie (catering) : refer the bar service provider you usually work with.
  • 4/19 : from Danielle (Sadie's) : Jordan Collins (214 770-4832).
• 4/19 : from Ryan (CS) : help needed from a participant (Alan Hsu at SAO) on registration.
  • 4/19 : to Alan Hsu : get information from the conference web site.
  • 4/19 : from Alan Hsu : thanks for the info.
• 4/19 : from Chunming (LOC) : IRIS web site info is wrong. He can request correction.
  • 4/19 : to Chunming : request to contact IRIS to ask for correction.
  • 4/19 : from Chunming to Ryan Timmons (Lockheed) : ask contact point.
  • 4/19 : from Ryan Timmons to David Schiff : ask correction.
  • 4/19 : from Bart : Vanessa Polito is the right person.
  • 4/19 : IRIS website corrected.
• 4/19 : to Y. Katsukawa (SOC) : question: are you interested in LARK Double-Double room to accommodate 4 guests?
  • 4/20 : from Katsukawa : hard to share a king bed with someone. Staff-class participants need privacy for telecon after hours, etc.
  • 4/20 : to Katsukawa : I see. Where do you stray?
  • 4/21 : from Katsukawa : Hard to come right after the COSPAR in Korea in the previous week.
  • 4/21 : to Katsukawa : Situation understood. Please work hard as a SOC.
• 4/20 : from Loren Acton : considering to attend. could you waive registration fee?
  • 4/20 : to Loren : happy to waive the registration fee. special URL informed.
• 4/20 : to Todd Wilson (Stream Line) : request of time table 250 books.
  • 4/23 : from Todd Wilson : Time table delivered to Physics Office. --> (Thanks! sent on 4/23)

week of 4/22

• 4/20 : to Dick Canfield : offer of registration fee.
  • 4/26: resent from my MSU official address.
• 4/21 : Mousepad re-designed (IRIS14-->IRIS15).
• 4/21 : from Jiong : How many abstracts submitted so far? Shall we advertize through MM science email list?
  • 4/21 : to Jiong : 6 abstracts so far. Please advertize from MM science.
  • 4/21 : from Jiong to MM science : advertizement sent.
• 4/21 : from Keiji to SOC : inquiry from Kayakawa-san. What to prepare for his invitation talk.
  • 4/23 : to Katsukawa (SOC) : request to contact Hayakawa-san and discuss topics to present.
  • 4/24 : from Katsukawa (SOC) : OK will contact Hayakawa-san.
  • 4/24 : from Katsukawa to Hayakawa-san : a few topics suggested.
  • 4/23 : from Adam : confirmed.
  • 4/29 : from H. Hayakawa (Invited speaker) : Thank you to Katsukawa-san. Abstract draft attached.
  • 4/29 : from Katsukawa : Interesting! Thank you.
  • 4/29 : from Hayakawa : Thanks, will submit soon.
• 4/22 : from Rhiannon : Banner and poster re-designed (IRIS14-->IRIS15).
  • 4/22 : from Keiji to Rhiannon : Banner: OK, Poster: URL and QR code should be updated.
  • 4/23 : from Rhiannon : Poster: updated.
• 4/23 : to Jiong : is it OK to send a guide of invitation talk to Ryan Milligan? ---> (OK from Jiong 4/23)
  • 4/23 : to Ryan Milligan (MMCO) : reminder of abstract deadline and SOC's suggested topics of invited talk.
  • 4/24 : to Shane Maloney (SolarMonitor) : may I expect your SM2 talk atstract?
  • 4/24 : from Ryan : thanks, will consider.
  • 4/25 : to Shane Maloney and the SM2 team : 2nd reminder/inquiry sent.
• 4/23 : to Jordan Collins (Bartendar) : text message sent to her cell phone,to inquire availability on 7/25.
  • 4/23 : from Jordan (text message to my cellphone) : OK. 4 bartenders suggested. option of alcohol purchase.
  • 4/23 : to Jordan : request fo switch to email. --> (OK. makeitadoublemontana@gmail.com)
  • 4/23 : to Jordan (e-mail): event description and request of estimate.
  • 4/29 : to Jordan (e-mail): resent from my official address.
• 4/24 : from JaNaie Finn (CLS) : send invoice for support.
  • 4/24 : to JaNaie : Thanks. Number of student will be confirmed on 4/30. Will send invoice in early-May.
• 4/24 : to David McKenzie (LOC) : offer of registration fee waiver, request of conference support to Wendy.
  • 4/25 : from David : No problem with NASA to accept the offer, thanks!
  • 4/26 : to David : special URL without a pay sent.
• 4/25 : from Vanessa Polito (SOC) : suggestion of childcare support adding to the Abstract submittion form.
  • 4/25 : to Vanessa : Childcare support request section added. Let me know if you'd like to change the wording.
  • 4/25 : from Vanessa : Wording suggestion. (--> Thanks on 4/26)
  • 4/25 : to SOC and LOC : report of addition of childcare support request section.
  • 4/25 : from Kathy Reeves (SOC) : support the idea.
  • 4/25 : added a note in the top page of our conference site.
  • 4/25 : from Keiji : list of participants submitted abstract before 4/25.
  • 4/25 : to participants submitted abstract before 4/25 : change informed. if you need childcare support, contact LOC directly.
  • 4/25 : mail returned from "jacobdparker@nasa.gov", should be "jacob.d.parker@nasa.gov"
  • 4/25 : a note of childcare support resent to Jacob Parker.
• 4/25 : to Ryan Richer (CS) : University Catering says we can work with Plonk even if we do not use university catering. Where did you get the info they are UNABLE to come.
• 4/29 : from Ryan Richer (CS) : I am confused as well. What catering company do you use?
• 4/25 : from Charles : mail address of 3 undergrad helpers: Chris, Sarah and Mila. (---> added to the student helper list 4/25)
• 4/25 : to Bob Zimmer (CS) : inquire Hyalite Hall reservation status.
  • 4/26 : from Bob Zimmer : will report on next Monday. ( --> OK 4/26)
  • 4/29 : from Ryan Richer : currently 10 guests applied fo Hyalite. (thanks. sent 4/29)
• 4/26 : to Becky McMillan (Auxillery Service) : necessary process to serve alcohol at off-campus event. Can we use Plonk?
  • 4/26 : from Becky MicMillan : we can use Plonk if they are available on that day. we don't need to submit any form (because we do not use university money).
  • 4/26 : to Becky MicMillan : could you provide contact info of Plonk?
• 4/26 : from Keiji : abstract review page created at "https://solar.physics.montana.edu/h17_i15_s3/abst/" with username:h17i15s3 password:????? (bison's nick name).
• 4/26 : chat with Jiong : Juliana Vievering (JHUAPL, FOXY team) agreed to give a talk at the MM session.
• 4/26 : to Amir Caspi (SOC) : can you come on 7/22 to prepare for a zoom session?
  • 4/26 : from Amir : Not sure. Busy in July due to family trip. conficent with that zoom works without problem.
  • 4/27 : to Amir : No pressure. We can test the connection in advance, but zoom management needs instruction to assistants.
  • 4/27 : from Amir : Amir will manage zoom for the first day and give instruction to assistants.
• 4/26 : zoom meeting with Adam (13:30 MDT) :
  • abstract submission deadline should be extended?
    • next meeting on 5/1 2pm to decide deadline extension.
  • abstract review page created by Keiji.
    • All-in-one list and list for each session requested.

week of 4/29

• 4/28 : to T. Sakao : asked approval to be a co-author of my poster presentation. Do you attend the conference in-person or virtual-only?
  • 4/29 : from T. Sakao : OK. Planning to attend in-person.
  • 4/29 : to T. Sakao : Thanks! Abstract draft attached.
  • 4/29 : Takeda's abstract submitted. confirmation mail received.
• 4/29 : from Becky McMillan (Auxillery Service) : Plonk be contacted at Provider: Melissa Evje plonkcatering@gmail.com (Thanks! sent 4/29).
  • 4/29 : to Melissa Evje (Plonk) : 7/25 available?
  • 4/29 : from Melissa Evje (Plonk) : No. If off-campus only with University Catering.
  • 4/29 : from Becky (Auxillery Service) : Sorry for the wrong info.
  • 4/29 : to Becky and Ryan : No worries. We will contact a bartender refered by Sadie's Catering.
• 4/29 : from Ryan (CS) : Currently have 10 guests staying at Hyalite. (thanks. sent 4/29)
• 4/29 : from Keiji : So far, we received 31 abstracts from 28 participants.
• 4/29 : from Adam Kobelski (SOC) : request from Sijie Yu to correct Abstractshe submitted the day before. (---> correction done by Keiji 4/29)
• 4/29 : to SOC and LOC : So far 31 abstracts from 28 participants, # of registration 28. Should we extend the abstract deadline?
  • 4/29 : from Adam : Will wait until 5/1. Extending now may only serve to push the deadline down the road, and not solve the problem.
  • 4/29 : to Adam : you are right. If other SOC say otherwise, let's talk on 5/1 3pmEDT/2pmMDT.
  • 4/29 : from Dana : Would wait until 5/1, introduing ULP paper for estimate. Current pace shows we will receive 99 abstracts in total.
  • 4/29 : from Jiong : Can corroborate Figure1 with REU applicants.
  • 4/30 : to SOC and LOC : Update: abstract submission is 53 from 47 participants. # of registration is 46.
  • 4/30 : from Dana : ULP estimate is now 109 abstracts by COB tomorrow.
  • 5/1 : to SOC and LOC : Update: abstract submission is 102 from 89 participants. # of registration is 70.
  • 5/2 : to SOC and LOC : Update: abstract submission is 146 from 128 participants. # of registration is 90.
  • 5/4 : internal update: abstract submission is 161 from 139 participants. # of registration is 92.
  • 5/9 : internal update: abstract submission is 164 from 141 participants. # of registration is 98.
  • 5/15 : internal update: abstract submission is 166 from 141 participants. # of registration is 100.
• 4/30 : to 2nd batch of student assistants : special URL notified to Japanese students and Charles's undergrad.
• 4/30 : from Charles (in person chat) : Shane Atwood's abstract might be delayed due to his sickness. (--> OK, we can handle.)
• 4/30 : from Insurance : pass "Certificate of Insurance" from Montana Dept. of Admin, Risk Management & Tort Defence Division to the Big Yellow Barn.
  • 5/1 : to Cindy Wright (BYB): Cert. of Insurance passed.
  • 5/1 : to Brenda Baker(Insurance): report it's done.
  • 5/1 : from Cindy Wright (BYB): received. Thank you.
• 5/1 : zoom meeting with Adam (13:30 MDT) : desicion of abstrace deadline extension.
  • For oral, extend 2 days until the end of 5/3 (MDT).
  • For poster, extend further until the space is filled.
  • a note on Web page suggested by Adam.
  • Adam will announce the decision to SOC+LOC tomorrow AM.
• 5/1 : to JSPC : announcement of abstract submittsion extension.
  • response from H. Hara (NOAJ) : travel expense is too high .... considering to stay at the dorm.
  • to H. Hara (NOAJ) : Other than staying at the dorm, next lowest option is to share the LARK double twin room?
• 5/2 : from Lucia Kleint (SOC) : confirmation from MSU housing is strange. It does not show the dates of check-in/check-out.
  • to Lucia Kleint : will foward your mail to Conference Services. Are you staying at the dorm?
  • to Ryan Richer (CS) : cofirmation not showing reserved dates is a glitch?
  • from Lucia Kleint : to save research group's travel fund I am going to stay at the dorm with my students.
  • from Ryan Richer : not a glitch. housing system is not able to send confirmations lika a hotel. I can look things up if participants need.
  • to Lucia Kleint : passsed the message from Ryan. (thanks from Lucia on 5/2).
• 5/2 : from Adam to SOC : abstract deadline extended. for oral: until end of 5/3(MDT), for poster: until we run out of space. Send next step instructions by Monday. You are welcome to check abstracts in advance from our web site.
  • to Adam to LOC : same info as to SOC, except the abstract access.
  • to Adam to LOC : same info as to SOC, except the abstract access.
  • from Chunming to Adam : how about extending 2 week or so? Only 2 day extension makes little difference.
  • from Adam to Chunming : for effective evaluation of abstract, and make response to the participants before registration deadline, we need to start sooner. Late folks can still attend to present posters.
  • from Sabrina Savage : extension appreciated, works for her.
  • from Dana : how much time you need to spend for sort & organize? (Guess not much because the number of oral is underscribed.)
  • from Adam to Dana : We have enough number of oral abstract, some oral presentations will need to be poster presentations. Need time to review and make decision.
• 5/2 : from Roy Smart : forgot to submit abstract on 5/1. any way to sneak in?
  • 5/2 : to Roy : deadline was extended. You can still make it.
  • 5/6 : from Roy : Thanks for theinfo. Just submitted the abstract. (Great! sent 5/6)
• 5/2 : to Jiong : not abstract submission from SolMon2 team. Could you contact them one last time?
• 5/2 : to Crystal Brubaker (LARK) : request : how many rooms were reserved so far?
  • from Crystal Brubaker : 10 out of 30 were booked as of 5/2. (thanks, sent 5/2.)
• 5/2 : to K. Katsukawa and R. Ishikawa (J-side SOC) : sent list of J-side participants and travel support status. suggest a draft plan and requested to make a final distribution.
• 5/3 : from Shane Atwood : tell me how to cancel early-registration.
  • to Shane Atwood : write mail to Ryan Richer to cancel your registration, then register from the special site for student helpers.
  • from Ryan Richer (CS) : Would you like me to add a secret student category with no charge?
  • to Ryan Richer : The point of Shane's mail is to cancel the early registration and return the money to his supervior. Please confirm the cancelation. Once confirmed Shane will re-registar by himself.
  • from Ryan Richer : I will cancel Shane's registration.
  • Shane re-registared from the student helpers' site confirmed.
• 5/3 : from Pranjali Sharma (student participant) : request of invitation letter for VISA application.
  • 5/3 : from Charles Kankelborg (LOC) : offer of drafting the invitation letter.
  • 5/3 : to Charles Kankelborg : 2 invitation letter have been sent out so far. I can take care of this one either. (thank, from Charles on 5/3.)
  • 5/3 : to Pranjali Shamra : invitation letter sent.
  • 5/6 : from Pranjali Shamra : Letter received. Contact info while staying in US is needed.
  • 5/6 : to Pranjali Shamra : Use my name and phone number : 1-406-994-3614. This info should be on the invitation letter?
  • 5/7 : from Pranjali Shamra : Number on its own should be sufficient, thanks.
• 5/3 : from Jiong (in-person) : Please add Dillon Anderson to student assistants.
  • to Dillon Anderson (student): sent info of student assistant's registration site.
• 5/3 : from Ryan Richer (CS) : 15 people registered for MSU housing.
• 5/3 : from Amir Caspi (SOC) : registration site quote $450 though it is still 5/1.
  • 5/3 : to Amir Caspi : registration site automatically switch the fee from $400 to $450 at 5/2 00:15 MDT. When did you registarted yourself?
  • 5/3 : from Amir Caspi : Sorry I though it is 5/1 for some reason... (No prob! sent on 5/4.)

week of 5/6

• 5/5 : to Ryan (CS) : inquire to extract information from registration records (to identify students, dietary restrictions).
  • 5/6 : from Ryan (CS) : how to extract info.
    • Go to the Registrant list
    • on the right, you will see a "view" section
    • use the drop-down box and select "Aki report"
    • you will then want to export data in Excel to see all the information.
  • 5/6 : to Ryan (CS) : Thank you! Aki report is very helpful!
• 5/6 : from Y. Katsukawa (SOC) : Distribution of travel support ($6k). Draft plan acceptable ($1000 for invited speakers, $500 for students). inquiring how to apply for Metcalf Travel Award.
  • 5/6 : to Katsukawa (SOC) : Let Adam Kobelski know J-side has candidates.
  • 5/6 : from Katsukawa to Adam : Intention to nominate one of two from J-side to MTA.
  • 5/6 : from R. Ishikawa(SOC) : What is the policy of the whole SOC? Personally prefer to give more money to students. Hayakawa-san is berely eligible for MTA.
  • 5/7 : from Katsukawa : would take time to discuss policy with the whole SOC. Could you(Ishikawa-san) ask the participants they can come even with a partial support?
  • 5/7 : from R. Ishikawa : Will contact students and early-careers. Could you provide e-mail address?
  • 5/7 : from Katsukawa to Adam : if needed, write support letters for Jananese nominee.
  • 5/7 : from Adam to Katsukawa : email discussion is welcome.
  • 5/7 : to R. Ishikawa : email addresses for 5 Japanese students and 3 early-careers were provided.
  • 5/8 : from R. Ishikawa : share response from Hayakawa-san.
  • 5/9 : from R. Ishikawa : share response from other participants.
  • 5/9 : to Ishikawa and Katsukawa : thanks for contacting J-side young travelers and preparing for Metcalf application.
• 5/6 : from Adam to SOCs : Call of abstract sorting. 96 abstracts for oral for 70 slots. Lots of instructions and links provided.
  • 5/7 : from Paola Testa (SOC): 5 participants submit 2 abstracts for both oral. Too much New and Upcoming Observatories section.
  • 5/9 : from Vanessa Polito (SOC): agree with Paola.
  • 5/10 : from Adam to SOC: essentially agree with Paola (one talk/person, not extending New Observatory session more than 2 sessions).
  • 5/10 : from Adam to SOC: suggestion of next meeting time. 5/13 or 5/14.
  • 5/10 : from Jiong to Adam: how long the meeting would last (1- or 2-hours)?
  • 5/10 : from Adam to Jiong: 1-hour. We will talk about which become posters, Which goes in which section, and Thoughts on travel support.
  • 5/11 : from Vanessa to Adam: Half-day is enough for New Observatory.
• 5/6 : to Sadie's Catering : The number of guests reduced to 150. Could you modify the invoice?
  • 5/7 : from Danielle (Sadie's Catering): # of participants will keep changing. Will reach out Genuine Ice cream. Which tub would you like to cancel? Sadie will work on re-calculation of payment.
  • 5/7 : from Sadie : proposal was updated for 150 guests. No need to send additional deposit because of reduced cost.
  • 5/7 : to Sadie and Danielle : Thanks for updating the proposal. We would like to canel Strawbrry flavor. (Sounds good from Sadie 5/7.)
• 5/7 : from Shane Maloney (SM2) to Keiji : submitted 2 abstracts but only one confirmation returned. Although deadline has passed, is it possible to make it for oral?
  • 5/7 : from Keiji to Jiong : Can you accept SM2 abstract for oral?
• 5/7 : from Loren Acton : Finally registared.
• 5/8 : to Dana (LOC) : Take a look at the draft letter to CLS for financial support.
  • 5/9 : from Dana : a few tweaks made to the draft.
  • 5/9 : to Dean Idzerda (CLS) : financial support request letter sent with a name list of recipients.
  • 5/9 : from Dean Idzerda : $7,400 support approved from the Dean's Excellence fund.
  • 5/9 : to Dean Idzerda : Appreciate it so much!
  • 5/9 : to Gina Reynolds (CS) : Send $7,400 request to JaNaie Finn at CLS.
  • 5/9 : from Gina to JaNaie Finn(CLS) : invoice sent.
• 5/8 : to Ryan Richer (CS) : report of number of participants (250-->150).
  • 5/9 : from Ryan : no need to redo the contract with CS. Actions needed are:
    • Submit Ryan the updated floor plan of SUB ballrooms.
    • Let Karst Stage know the reduced number of bus, if needed.
• 5/8 : to Gina Reynolds (CS accounting) : Swag bag preparation. Would like to use amazon.com. What is your preferable payment method?
  • 5/9 : from Gina : CS can purchase for us. Send a link (color quantitiy) and shipping address.
  • 5/9 : to Gina : send amazon page link: clear tote bag (Gold 10x10x4, 150 count) $39.00/30bags * 5 = $199.95
  • 5/9 : from Gina : items are ordered. (Thanks for you swift work, sent on 5/9)
• 5/9 : to Crystal Brubaker (LARK) : status of room reservation?
  • 5/10 : from Crystal : 11 from 30 rooms were reserved.
• 5/9 : to Ryan Richer (CS) : question about Hyalite amenities. Towel provided?
  • 5/9 : from Ryan : 19 dorm rooms were registered. Amenitie info:
    • Rooms include linens (two sheets, mattress pad, pillow case, pillow and blanket), towels and bath soap. Linens and towels can be changed by guests bringing used linens to the front desk in exchange for clean ones.
  • 5/9 : to Ryan : Thanks for the info.
  • 5/9 : Dorm room info added to the conference web site.
• 5/9 : from Adam(SOC) : forgot about our meeting on 5/9.
  • 5/9 : to Adam : no worries. I also forgot about the meeting.
  • 5/11 : to Adam : request to submit a note to SolarNews. Still accepting abstracts for poster. Late registration starts 6/2-20 with increased fee of $500.
  • 5/13 : from Adam : I can handle that.
  • 5/15 : Adam's article published from the 5/15 edition of SolarNews.
• 5/10 : to Mary MacLean (Color World) : request of the latest estimate of creating mousepad and sticker.
  • 5/10 : from Mary (ColorWorld) : estimate updated. Instruction about mousepad design.
• 5/11 : from Becky Stanton (zumba) : Texas Hold em choreo ready.
  • 5/11 : to Becky : thanks! but found the sound slightly delaying from video.

week of 5/13

• 5/13 : to Mary MacLean (Color World) : Regarding the updated estimate. Mousepad part is OK, but sticker part needs to reduce the count 250 to 160. Question about the bleeding area. Can I call/zoom-meeting you this week?
  • 5/13 : from Mary (ColorWorld) : templete for mousepad sent.
  • 5/13 : to Mary (ColorWorld) : Revised estimate approved. Thanks for the instruction about mousepad creation.
• 5/13 : from Adam to SOC : Reminder of TEAM meeting this week. Input your schedule.
  • 5/13 : from Y. Katsukawa (SOC) : recomendation of Metcalf Travel Award. Support letter for Dr. Hayakawa and Mr. Kuniyoshi were submitted to SOC.
  • 5/13 : from L. Green (SOC) : Can't attend today's meeting. Will attend the 2nd meeting.
  • 5/13 : from Adam to SOC : 2nd meeting if 5/14 from 22UT. 95 abstracts for oral while 69 slots. 26 should go to posters.
  • 5/14 : from Paola to SOC : quick selection was made, can only attend the 2nd meeting for the first 30 min or so.
  • 5/14 : from Jiong (SOC) : need rough estimate of available travel support.
  • 5/14 : to SOC : travel budget information. (Thnaks from Jiong on 5/14.)
    • - ESA $8k for participants from EU countries.
    • - $3k for US participants.
    • - $2k for non-US & non-J participants.
    • - $1k + $5k(from Takeda's travel budget) for participants from Japan.
  • 5/14 at 22UTC/13MDT: SOC on-line meeting
  • 5/14 : from Adam to SOC : summary of the meeting & to do list.
  • 5/14 : from Vanessa Polito (SOC) : comments about travel funding.
    • ESA $8k will be discussed with IRIS science management with David Williams. SOC comments are requested.
    • ESA $5k general contribution is not included in non-ESA travel funding plan?
  • 5/14 : to Vanessa Polito : comments about travel funding.
    • Requested E-side SOCs(Lucie, Lucia & Reetika) to make reasonable plan of distributing support. Remided IRIS(Vanessa) to make final decision by 5/22, the day Adam send out response to all the participants.
    • ESA $5k general contribution is included in the current plan. $2.5k(from registration fee)+$3.5k(from ESA fund) to make $6k. $1k is set aside for childcare support. That way ESA's $5k is almost used up.
  • 5/14 : from Vanessa Polito : comments about travel funding.
    • will wait for E-side SOC's input.
    • usage of ESA $5k understood.
    • proposal of early career mixer and student best poster contest. (from Jiong : will support poster contest on 5/14).
  • 5/14 : from R. Ishikawa (SOC) : Appreciate H. Hayakawa's nomination to MTA. Would like to know detailed procedure for Hayakawa to be awarded. We should allocate J-side travel fund to Kuniyoshi-san?
  • 5/16 : from Vanessa Polito : inquiry for ESA support PDF. (Luke Mcmullan A018) that is listed but no amount requested. Is this typo?
  • 5/16 : from Adam to Vanessa Polito : typo. confirmed from conference web site.
  • 5/16 : from Vanessa Polito to Adam: Do I have to check all with web site?
  • 5/16 : from Adam to Vanessa Polito : Sorry for the inconvenience but it's a human task.
  • 5/16 : from Jiong to SOC : US side travel support estimate: full support for invited speakers($800). (3000-800 + 200*8)/16 = 237.5, may round off for $250 each?
  • 5/16 : to Jiong and SOC : Select Metcalf Travel Award from US students applying for travel support. Student support from MSU($200) should not be dilated by early-careers, so can be modifed as
    • students: (3000-800)/15 + 200 rounded up to $350
    • early-careers: (3000-800)/15 rounded up to $150
    • Also point out $3k is still fluid, may change subject to # of registration.
  • 5/17 : from Adam to Jiong : Agreed to full support for invited speakers. Talk should go to early-careers rather than students who do not get support. Their motivation will be kept by other activities like poster contest, etc.
  • 5/17 : to R. Ishikawa and Y. Katsukawa : Dr. H. Hayakawa is going to be a MTA recipant. J-side should provide Kuniyoshi-san's support.
  • 5/17 : from R. Ishikawa : Can have someone to answer to the questions from Hayakawa-san? Is the total amount of J-side fund $6,000 + $200 x (# of students)?
  • 5/17 : to R. Ishikawa : Will ask Masha Kazachenko about questions from Hayakawa-san. Student support($200) is not provided for Student Assistants (Yoshida, Moritsuka & Otsu) since they already have registration fee waiver.
  • 5/17 : from Adam to SOC : Metcalf Award nomination : how about Hisashi Hayakawa and Souvik Bose?
  • 5/17 : from Lucia Kleint to SOC : suggestions of E-side travel support distribution.
  • 5/17 : from Vanessa Polito to Lucia : Final decision of E-side travel support will be made by IRIS+ESA. Your input is helpful, but IRIS-related work will be priotized.
  • 5/17 : from Vanessa to SOC : Teia can be supported from ESA fund.
  • 5/17 : from Vanessa to Adam : E-side support will be submitted soon.
  • 5/17 : from Vanessa to Lucia : Serey's employment status?
  • 5/17 : from Lucia to Vanessa : She explicitly mentioned in her application. She is no longer living in the UK.
  • 5/17 : from Adam to Vanessa : Thanks for your note and updates. Apologies for missing the IRIS specific detail and therefore potentially promoting that misconception.
  • 5/17 : from Amir to SOC : Support the idea of student mixer.
  • 5/17 : to Adam : Do not add $200 to Alan Hsu, as he already has registration fee waiver. The same is true for J-side student assistants, but I already reminded J-side SOCs.
• 5/13 : from S. Savage (SWG) : Solar-C Working Group (SWG) meeting scheduled on 7/22?
  • 5/13 : to Savage : reserved a room at the SUB on 7/22 10am-4pm, but we can change it if you need.
  • 5/13 : from Katsukawa : SWG is scheduled 7/22 1-4pm.
  • 5/14 : from S. Imada : will circulate agenda soon.
• 5/13 : from Dick Canfield : just done registration. will attend banquet with Deb.
  • 5/15 : to Dick Canfield : Thanks for your registration. Looking forward to meeting you this summer.
• 5/14 : from Becky Stanton (zumba) : Texas Hole Em choreo: Download the file before playing might solve the off-timing.
  • 5/14 : to Becky : got it! Do not re-do the video until I report the result.
  • 5/19 : to Becky : downloaded the Texas Hole Em video file then play. The delay has gone!
• 5/14 : from Stephanie McLaren (Phys office) : Package (150 clear tote bags) arrived! (picked up immediately and placed in the Solarium on 5/14.)
• 5/14 : from Chunming (LOC) : local info google maps are ready.
  • 5/14 : URL of local info added to the conference web site.
• 5/14 : to Rhiannon (XRT group meeting): request to provide sticker design with Monty with color and estimate of 30 bandanna.
  • 5/14 : from Rhiannon : Monty design attached. For 30 bandannas, $212.50 at MSU ($4.25/ct).
  • 5/14 : to Rhiannon : Monty design : more space in the sky. Bandanna estimate is grest!
  • 5/15 : from Rhiannon : Monty design updated (1200x900 pix).
  • 5/15 : to Rhiannon : Will ask Color World about preferable size and format.
  • 5/15 : to Mary MacLean (ColorWorld) : preferable size, format and bleeding area information.
  • 5/15 : from Mary MacLean (CW) : Make it 1/8" larger all sides so the background color is pulled further out that your intended size? PDF is the best format for us. (Thank you. sent on 5/15)
  • 5/15 : to Rhiannon : Mary's mail forwarded.
  • 5/15 : from Rhiannon : Updated. please check if it is right.
  • 5/15 : to Rhiannon : PDF file looks too big.
  • 5/15 : from Rhiannon : Updated. (This time looks good, thanks. sent on 5/16)
• 5/15 : from Lucas Guliano (SAO): inquiry of supporting IRIS planning during the conference.
  • 5/15 : to Lucas Guliano : If you are needed by IRIS team, then I will consider it as the assisting work for the conference.
• 5/16 : to LOC : recent update: most latest estimate of # of abstract submission and registration, Late-registration ($500) announced in SolarNews, $7,400 invoice for student support sent to CLS.
  • 5/16 : from Dana (LOC) : great progress.
• 5/16 : TEAM meeting with Adam 13:30 MDT : recent update: most latest estimate of # of abstract submission and registration, Late-registration ($500) announced in SolarNews, $7,400 invoice for student support sent to CLS.
• 5/17 : to Masha Kazachenko : can you answer Dr. Hayakawa's questions?
• 5/17 : from Amir Caspi : by providing zoom system for virtual session, can I also get registration fee waiver?
  • 5/17 : to Amir : If you ask because it doesn't hurt to ask, then my answer is No. If you really in need of financial support then I will itemize the converence budget to pay you separately. Which is the case?
  • 5/17 : from Amir : Indeed the former is the case, sorry!.

week of 5/20

• 5/20 : to Crystal Brubaker (LARK) and Ryan Richer (CS): How many rooms are reserved?
  • 5/20 : from Crystal Brubaker : 12 out of 30 rooms are reserved.
  • 5/20 : from Ryan Richer : 21 out of 50 rooms are reserved.
• 5/20 : to Mary MacLean (ColorWorld): Mousepad design is not ready. Could you wait 2 more weeks?
  • 5/20 : from Mary MacLean : When do you need your items ready?
  • 5/20 : to Mary MacLean : by 7/12 in order to prepare swag bag in the week of 7/15.
  • 5/20 : from Mary MacLean : Stay tuned.
• 5/20 : to LOC (SOC): inquire about US-travel support and applicants do not get supported.
  • 5/20 : from Vanessa Polito (SOC) : Travel support distributin from ESA fund has not been submitted yet. Please hold to start communicatin with E-side applicants. Seray should be supported by ESA/IRIS. Teia may be partially supported by ESA money.
  • 5/20 : to Vanessa Polito : We will wait ESA/IRIS list, but we should start discuss distribution for other region now. Please understand.
  • 5/20 : from Vanessa Polito : Understood.
• 5/20 : talk with Jiong (SOC) : ask about travel support for DeChao Song from China.
  • 5/20 : from Jiong : wrote to Ying Lee (DeChao's supervior) if she can fully support DeChao.
  • 5/20 : to Jiong : good news! Thanks for asking to Ying.
• 5/20 : from Sandra Daly (SAO) via Ryan Richer (CS) : inquiry if the fee for excursion will be collected separately?
  • 5/20 : to Sandra : Yes, the fee will be collected later. (Thanks from Sandra on 5/20)
  • 5/21 : from Ryan (CS) : How are you gathering the payment?
  • 5/21 : to Ryan (CS) : No decisive idea yet. How about Venmo?
  • 5/21 : from Ryan : No idea. Venmo sounds great or cash.
• 5/20 : to Katsukawa & Ishikawa-sans (SOC): have you submitted the list of J-side travel support to Adam?
  • 5/20 : from Katsukawa : Sorry to be late, Ishikawa-san please submit.
  • 5/20 : from Ishikawa : .xlsx file attached to Adam, cc-ed to Takeda.
  • 5/20 : to Ishikawa : confirm with the support amount to be paid after the conference.
• 5/21 : from Teia Mihailescu (student participant) : when travel support result comes out?
  • 5/21 : from Adam to Teia : The goal is tomorrow. (thanks from Teia on 5/21).
• 5/21 : from Lindsay Glesener (participant) : Request of correction of the submitted abstract. Add Sabrina Savage to the co-author.
  • 5/21 : to Lindsay : Will do.
  • 5/21 : from Keiji to Lindsay : change has done. (thanks, from Lindsey on 5/21)
• 5/21 : to Adam : Have you received the ESA list ?
  • 5/21 : from Adam : Not yet but will foward it ASAP upon receipt. Should be able to finish the talk sessions later today.
  • 5/21 : from Vanessa Polito (SOC) : ESA-IRIS list ready.
  • 5/21 : to Adam : Latest travel support info for all applicants ready. (Thanks, from Adam on 5/21)
  • 5/21 : to Vanessa (SOC) : request confirmation of ESA-IRIS support in the latest list.
  • 5/21 : from Adam : Who will send the travel support results to applicants?
    • 5/21 : to Adam : It is reasonable I will send the result to all applicants.
    • 5/22 : from Vanessa (SOC) : Aki can contact all participants.
    • 5/22 : to Vanessa : Please confirm if the list is consistent with ESA-IRIS decision.
    • 5/22 : from Vanessa : Confirmed.
  • 5/21 : to Adam : MTA goes to Hayakawa and Bose has already been agreed? How I write to these two applicants? Just suggest $3,500?
    • 5/21 : from Adam : No dissent heard about awarding the two. Let's move forward.
  • 5/21 : to Piyali : Mistakenly sent reminder of abstract submission.
    • 5/21 : from Piyali : Strange! Submitted it in April with travel support!
    • 5/21 : to Piyali : Sorry my mistake! I was looking at a different list! (No problem. from Piyali on 5/22)
  • 5/21 : to Dana : Request to check the wording of official letter of travel support notice.
  • 5/22 : from Dana : Made a few tweaks.
  • 5/22 : to Dana : Thanks. Could you check another one for full support case?
  • 5/22 : from Dana : OK, as it is. (Thanks again!, sent on 5/22)
• 5/21 : from Adam to SOC : Science program draft ready. Comment welcome.
  • 5/21 : from Amir : Will ping Dan Ryan to submit the abstract of his invited talk.
  • 5/21 : to Jiong : Good opportunity to declare MM session and raise SM2 from poster to talk.
    • 5/21 : from Jiong to Adam : MM session proposal (Ryan Milligan, Shane Maloney, Yang Xu + a few).
    • 5/21 : to Adam and Jiong : explanation of delayed SM2 abstract(A163) submittion. Support Jiong's MM session idea.
    • 5/21 : from Adam to Jiong : Agree with your idea of MM-session.
    • 5/21 : from Adam : Bail out SM2 to talk is OK.
    • 5/22 : from Adam : Final notes before sending out the notification to the participants.
  • 5/22 : Adam to SOC : Good opportunity to declare MM session and raise SM2 from poster to talk.
  • 5/22 : from Vanessa Polito(SOC) to Adam : suggest Samuel Evans to talk. How long is a new observation session in the end?
  • 5/23 : from Adam to Vanessa : Evans's talk OK. New session would be 2 sessions (a half day).
• 5/22 : to Masha Kazachenko (SPD MTA): Reminder of our 5/17 inquity about H. Hayakawa's questions.
  • 5/22 : from Masha : H. Hayakawa is not eligible for MTA, not satisfying: "Have been awarded their PhD within 4 years of the meeting date or be a student within one year of completing their degree."
  • 5/22 : to Masha : Thank you for pointing this out! (Sure. from Masha on 5/22)
  • 5/22 : from Adam : Unfortunate! Can we award MTA to H. Kuniyoshi?
  • 5/22 : to Adam : I was thinking the same. Modified the J-side allocation. Is Souvik eligible for MTA?
  • 5/22 : from Adam : As far as I checked his Linkedin, Souvik is eligible.
  • 5/22 : to R. Ishikawa (SOC) : Could you let Hayakawa-san know about this?
  • 5/22 : from Y. Katsukawa (SOC) : SPD/MTA web site top page says "Metcalf Lecturers for 2024 must have received their Ph.D. no earlier than January 2020 or be a student within one year of completing their Ph.D.", which is different from the one mentioned by Masha.
  • 5/22 : from Masha : Let me consult with my committee members and get back to you.
  • 5/22 : to Katsukawa & Ishikawa : travel support results for J-applicants were sent only Moritsuka-san, Yoshida-san, Otsu-san and Teraoka-san. To those who affected by Hayakawa-san's eligibility will be sent tomorrow.
  • 5/23 : from Masha : Due to a conflict on the website, MTA would gladly support H. Hayakawa. Should be an SPD member by the time of meeting. MTA cover his expences up to a comparison fare for his trip from his home institution to the conference venue.
  • 5/23 : from Adam to Masha : Thank you!
  • 5/23 : to Katsukawa and Ishikawa : Thank you, Katsukawa-san for your good call to Masha! I will send out the travel support result to the rest of J-applicants based on the initial plan. Ishikawa-san, please pass the info from Masha to Hayakawa-san.
  • 5/23 : from Katsukawa : Glad to know that Hayakawa-san was accepted for MTA. MTA will support airfare for Nagoya-Bozeman, when the actual route is complicated.
  • 5/23 : from Ishikawa : Also got released. confirmation of travel support calculation.
• 5/22 : from Adam : Should we include VISA information in the talk/poster notification?
  • 5/22 : to Adam : I don't think our notification needs visa info. Visa is required for participants from China and India. This year we have only a few from there and some of them have already started the visa preparation. They will contact LOC if they need.
  • 5/22 : from Adam : Agreed. I will start sending out the notification a few hours later.
  • 5/22 : from Adam : Did you want to be cc-ed on the emails to presenters?
  • 5/22 : to Adam : Yes, then do you want to be cc-ed the nearly 40 travel support result mail? (Yes, from Adam on 5/22)
• 5/22 : from Adam to abstract submitters: for oral, invited and poster presentation. (except pending cases).
  • 5/23: from Adam : 2nd batch of letters (for pending cases) were sent out (oral and poster).
• 5/22 : to 33 travel support applicants : result of travel support request. except 5 pending cases (Sahin, Hayakawa, Kawate, Iijima, Kuniyoshi). The letter to Dechao Song (no support) was sent with special comment.
  • 5/22 : from Harsh Mathur : Is registration waiver possible? How about talk/poster decision?
    • 5/22 : to Harsh : If you agree to be a student assistant, we can provide registration fee waiver. Do you agree?
    • 5/23 : from Adam : official note will take more time, but probably we can give you a talk.
    • 5/23 : from Harsh : Need official invitation letter by tomorrow to apply travel support to the institution. To get visa as quickly as possible, is it possible to prepare J1 visa?
    • 5/23 : to LOC : Asked about J1 preparation is appropriate?
    • 5/23 : from Jiong : Office of International Program should have detailed info.
    • 5/23 : from Adam to Harsh : Letter to accept oral presentation sent.
    • 5/23 : to Jiong : Thanks for the info, how about your view? If any cost requied?
    • 5/23 : from Jiong : The J1 paperwork does not cost us money - it costs time for the sponsor (MSU physics) and international office to prepare documents.
    • 5/23 : to Dana : What is your view?
    • 5/23 : from Dana : Never heard J1 for a conference attendee, not a future MSU student.
    • 5/24 : from Harsh : Request of official invitation letter. How about J1?
    • 5/24 : to Holly Jeide (OIP) : inquire if J1 preparation possible for a conference attendee?
    • 5/24 : to Harsh : Official invitation letter sent, and re-sent with attachement. (Thanks, from Harsh on 5/24).
    • 5/24 : from Harsh : Official invitation letter received. Waiting for your response about J1 visa possibility.
    • 5/24 : to Holly Jeide (OIP) : reminder of the inquiry. would like to get your response before the weekend.
  • 5/22 : from Minami Yoshida : Thanks for the partial support.
  • 5/22 : from Souvik Bose: Thanks for the $3,500 support. Proof of meal (receipt) necessary or per Diem?
    • 5/23 : from Adam to Souvik : Your support comes from MTA. Stay LARK hotel if possible. Will ask MTA about the meal support and get back to you.
    • 5/23 : from Adam to Masha : Meal support rule.
  • 5/22 : from Kouhei TERAOKA : Thanks for a note. Partial support is OK.
  • 5/22 : from Salvo Guglielmino: What kind of proof needed?
    • 5/23 : to Salvo : receipt of air tickets or hotel reservation should work to proove you spent more than supported. (Thanks for the info, from Salvo on 5/24).
  • 5/22 : from Dechao Song: Situation understood. Request of invitation letter for him and so for Qiao Li.
    • 5/23 : to Dechao : Thanks for understanding. Invitation letter will be sent separately to you and Qiao.
    • 5/23 : to Dechao : Invitation letter sent. (Thank you, from Dechao on 5/24)
    • 5/23 : to Qiao : Invitation letter sent. (Thank you, from Qiao on 5/24)
  • 5/22 : from Teia Mihailescu : Thanks for your support!
  • 5/23 : from Seray Sahin : any update for travel support?
    • 5/23 : to Vanessa Polito (SOC) : Any update about Seray's support from ESA?
    • 5/23 : from Vanessa : Nothing heard. How about David(Williams)?
    • 5/23 : to Seray Sahin : We are waiting for a response from ESA about your support. Will get back to you ASAP when we got response.
    • 5/24 : from David Williams(ESA): No response from ESA yet.
  • 5/23 : to 4 J-side travel support applicants : Result of travel support request, Only Sahin is on hold.
  • 5/23 : from Adam : quick thank you for sending travel support request.
  • 5/23 : from Peijin Zhang (US early-career) : registration fee waiver possible?
    • 5/24 : to Peijin : offer $200 same support as students. Let me know if you would like.
  • 5/23 : from Natalia Bajnokova : Can $200 student support be used to discount the registration fee at the time of registration?
    • 5/23 : to Natalia : Unable to change the setting of registration site. Let us pay to after the trip. (Makes sense, understood. from Natalia on 5/23)
  • 5/23 : from Hisashi Hayakawa : airfare calculation, extra days at MSU, Passcord for reservation?
    • 5/23 : from Hayakawa : Passcord figured out from the web page.
    • 5/24 : to Hayakawa : How to calculate air fare support. MSU staff is busy in the next week of conference for REU program wrap up.
    • 5/24 : from Hayakawa : Confirmation of airfare support calculation. (Your understanding is right, sent on 5/24).
  • 5/23 : from Tomoko Kawate : Thank you! Even partial support helps.
• 5/23 : from Abigail High (MSU student): where is registration fee waiver site?
  • 5/23 : to Dana : Is Abigail a right student to support by registration fee waiver?
  • 5/23 : from Dana : Abby is Rachael Filwett's student, working on PSP. She should have submitted the abstract.
  • 5/23 : to Dana : Got it. I will send her the special site for fee waiver.
  • 5/23 : to Abrigail High : Explain student assistant can get fee waiver. If you agree to assist the conference then registration from the special site.
• 5/23 : from Adam to Keiji : Kathy Reeves's 3rd poster abstract, why not online yet?
  • 5/23 : from Keiji to Kathy : There is a rule to limit up to 2 abstracts per person. Can you change the 1st author to someone?
  • 5/23 : from Kathy to Keiji : Make the 1st author Sabrina Savage.
  • 5/23 : from Keiji to Sabrina : Are you OK to be the 1st author of Kathy's poster?
  • 5/24 : from Sabrina to Keiji : OK with me.
• 5/23 : from Adam to SOC : draft schedule for the meeting found in a google spreadsheet.
  • 5/23 : from Amir to Adam : Not to promote Lindsay's rocket campaign to a talk after all? (Correct, from Adam on 5/23).
  • 5/23 : from Jiong to Adam : A074 and A070 (flare non-thermal electrons)could be swapped? (Great idea!, from Adam on 5/23).
  • 5/24 : to Adam : Request to modify Thursday (7/25) schedule to prepare for the banquet.
• 5/23 : SOC-LOC meeting with Adam (14:30 telecon this time): Souvik question and
  • Souvik's question (meal support) and notification of MTA : contacted by Adam.
  • Adam asked Masha about MTA rule about meal support.
  • Harsh case: no strong preference to invite him to the conference. Do not have to spend extra effort(J1).
  • Peijin Zhang's request of registration fee waiver: no strong preference.
• 5/23 : from Keiji : preparation of group mailing list for announce to all the participants.
  • 5/23 : from Keiji to Adam and Aki : explanation about mailing list. Only owner can post.
• 5/23 : Visited Bozeman Chamber of Commerce at 4pm with Keiji : talk with a staff and get some info. request a mass of guide book by contact Emma Field (efield@bozemanchamber.com) in advance of pick-up.
• 5/25 : Visited ERA downtown visitor center 1pm with Keiji: get info of donation of Downtown Dollars. Talked with Jim Woodley, referring Becca Quackenbush (becca@eralandmark.com) to ask for donation.

week of 5/27

• 5/27 : internal memo:
  • As of 5/27, number of registration is 115. Out of this number,
  • # of virtual-only participants is 8.
  • 1 cancellation by Shane Atwood (and re-registared fom the student assistant site).
  • Number of in-person participants turns out to be 106.
  • 14 are from student assistants (5 are not registared yet).
  • 4 REU studnts are to register soon from the student assistant site. Since they are not assistants, $200*4 will be compensated from REU grant.
  • 3 MSU guests (Loren, Dick and David) registered from student assistant site. Their registration fee + 1 guest banquet ($480) will be paid from Solar Group grant.
• 5/28 : to Crystal Brubaker (LARK) and Ryan Richer (CS): How many rooms are reserved?
  • 5/28 : from Crystal Brubaker : 14 out of 30 rooms are reserved.
  • 5/28 : from Ryan Richer : 24 out of 50 rooms are reserved.
• 5/28 : to Wendy and David (SOC): Ask if you can stay at the LARK during the conference. Offered travel support (airfare + hotel stay). Request consultation about banquet.
  • 5/28 : from Wendy : Wendy & David (with Kona) will drive with camper van to Bozeman. Will arrive at Bozeman on 7/18 and stay at Bozeman Hot Spring ($150/nt). Inquiry about Parking at MSU.
  • 5/28 : to Wendy : We will of course pay for gas (up to airfare to/from Bozeman). Let's have a telecon 5/30 (Thurs) at 3pm MDT/ 4pm CDT (I'll call from 406-994-6194). Ask Ryan about parking lot.
  • 5/28 : to Wendy : Ryan pointed the MSU parking service web page. Let's talk on Thursday (406-599-0399).
• 5/28 : to Holly Jeide and Emily Richardson (OIP): reminder of J1-visa inquiry.
  • 5/28 : Phone call Holly Jeide, not available message.
  • 5/28 : Phone call Emily Richardson: responded. Inquiry received. Now asking the director (Brennan Reeves) for confirmation.
  • 5/28 : from Holly (OIP) : Sorry for the delay in responding. In theory, a J-1 visa could be potentially utilized for this purpose. See the DS-2019 form attached.
• 5/28 : to Harsh Mathur (student participant): J1-visa will work in theory for this purpose, but MSU department is very crowded and unable to prepare the sensitive documentation within a limited amount of time. Suggest applying for B1-visa. If not issued in time, we will give on-line talk.
• 5/28 : from Ryan (CS): help requested how to respond to a registration question from Akie Moritsuka.
  • 5/28 : to Ryan : Don't get what is the problem with Akie, but please send her back the her registration is completed. (OK, from Ryan 5/28)
• 5/29 : Samuel Evans (student participant) to Adam : travel support notice not received.
  • 5/29 : to Samuel : Sorry you are dropped from our list. The support is only $350 for US students. Sent out a notice for Samuel.
  • 5/29 : from Adam : Thanks for handling this. (Sorry, it was my fault. sent on 5/29)
• 5/29 : from Mary MacLean (ColorWorld) : Any progress in your products?
  • 5/29 : to Mary : ask for a check of re-designed PDF files. Request of reducing the number of printing (160-->150).
  • 5/29 : from Mary : I will check the PDFs.
  • 5/31 : to Mary : Did you have time to check our PDFs? Make sure to reduce the number of order (160-->150).
  • 5/31 : from Mary : Proof will be sent. We've been just busy.
  • 5/31 : from Andrea Heilig (CW) : Proof of mousepad arrived.
  • 5/31 : to Andrea Heilig : Regarding the Proof, size is OK, color should be a little brighter so that silhouette of satellites can be seen better.
• 5/29 : to Abigail High (MSU student) : reminder of last week mail. Please decide to be a student assistant to get registration fee waiver or get usual support for students ($200) without assisting.
  • 5/29 : from Abigail : will assist the conference (except the 1st day). Registration done. (Thanks for your quick response, sent on 5/29)
• 5/29 : from Peijin Zhang (participant) : Unable to attend the conference in-person. Have to switch my talk to online.
  • 5/29 : to Adam : What do you think about Peijin's request?
  • 5/29 : from Adam : For consistency with our initial policy, we should not accept his talk switching to on-line.
  • 5/29 : to Adam : Please contact Peijin as the SOC chair to explain our policy.
• 5/30 : Sarah Pawlowski, Mila Kissinger & Dillon Anderson (MSU student): reminder of student registration mail.
  • 5/30 : from Sarah Pawlowski : happy to assist the conference, but only work for the first 2 days. Tried to register, but payment page appeared.
  • 5/30 : to Sarah : OK to work only first 2 days. Make sure to register from the student assistants' site. (It worked! from Sarah on 5/30).
  • 5/31 : No response from Dillon, but registration confirmed from the web page.
  • 6/2 : from Mila Kissinger : Unable to participate the conference. Out of town in July. (Thanks for letting me know, sent on 6/2)
• 5/30 : from Zhentong Li (participant): request fo invitation letter.
  • 5/30 : to Zhenton : happy to prepare. Are you co-author of a conference presentation?
  • 5/30 : from Zhenton : simple desctiption (thanks for your interest ...) is OK.
  • 5/30 : to Zhenton : invitation letter sent.
• 5/30 : from Harsh Mathur (participant): B1 visa takes more than 4 months. Woud like to
  • 5/31 : from Adam to Harsh : Oral presentations are priotized for in-person attendees.Apologies for the difficulties.
  • 6/1 : from Harsh to Adam : Will apply for the expedited appointment for getting visa.
  request a virtual presentation.
• 5/30 : from Jiong to SOC : comments on the current science program.
  • 5/30 : from Lucie Green to SOC : comments on the current science program.
  • 5/30 : from Adam : confirmation of virtual talk policy, etc.
  • 5/30 : from Jiong to SOC : if the speakers trying to attend virtual-only, they should let us know right away. There was a significant rate of cancellation at the TESS in April.
  • 5/31 : from Lucie to SOC : if anyone cannot attend in person, we could replace them with suitable speaker allocated a poster. We should check if they can come.
  • 5/31 : from Amir to SOC : Oral presentation in-person should be a strongly-encouraged guideline rather than a strict requirement.
  • 5/31 : from Adam to SOC : Thanks for your input. Time schedule presented (not have to be the final).
  • 5/31 : from Vanessa to SOC : Schedule looks great!
• 5/30 : LOC-SOC meeting with Adam 12:30 MDT/1:30 CDT :
  • virtual talk request from Peijin (do not accept).
  • virtual talk request from Harsh (also do not accept).
  • Adam notifies this to Peijin and Harsh on Friday.
  • 5/31: Adam sent a note (no virtual talk) to Harsh and Peijin.
• 5/30 : from Changxue Chen (participant): request fo invitation letter.
  • 5/30 : to Changxue : You registrated as virtual attendance, and unable to give a talk. Please clarify your intention (switching to in-person?).
  • 5/31 : from Changxue : Didn't notice virtual talk is not allowed. Will withdraw abstract.
  • 5/31 : to Changxue : Thanks for understanding. Will send separately an invitation letter for virtual-only attendance. (invitation sent on 5/31).
• 5/30 : telecon with Wendy Chou (LOC) 4pmCDT/3pmMDT: Banquet arrangement.
  • Latest proposal from Sadie's catering, how to access BYB resouce site sent in advance.
  • talked about the table arrangement. Latest estimate of # of guests is 130. Space for entertainment?
  • BYB contract paper sent after the telecon.
  • In the contract with BYB, "liability insurance" has already been done? (Yes, done in April, answered on 5/30).
• 5/30 : from Cole Tamburri (participant) : Due to schedule conflict, withdraw the abstract.
• 5/30 : to David Williams (ESA) : Any response from ESA about Seray's travel support?
  • 5/31 : from David Williams: Asked Daniel Mueller about it and was told it's OK to support Seray.
  • 5/31 : to David and Vanessa Polito(SOC): can we provide full support ($2,600) to Seray?
  • 5/31 : from Bart De Pontieu(IRIS) to David(ESA): can't ESA directly support un-employed person? Should we support her via LOC?
  • 5/31 : from Vanessa(IRIS): It's OK to support Seray fully.
  • 5/31 : to Vanessa and Bart: Regardless of source fund, LOC sent out the travel support notice to all the applicants, so I will send to Seray for consistency.
• 5/31 : to Seray Sahiin (participant): We will support $2,600 for your tvavel to attend the conference.
  • 5/31 : from Seray: Does this support include registration fee?
  • 5/31 : to Seray: $2,600 is what you wrote in the travel support request, registration fee not included. Reg-fee waiver is not easy for LOC. What we can offer is to be a student assistant for full fee-waiver, or to get $200 (no work) as student support from MSU.
  • 5/31 : from Seray: $2,600 is as a total or itemized for each purpose (airfare, lodging, meal, etc).
  • 5/31 : to Seray: supported up to $2,600 as the total.
  • 5/31 : from Seray: Add my name to student support list($200). Will check the flight and finish registration tomorrow. (Sounds good! replied on 5/31).
• 5/31 : talk with Jiong at the Solarium : 4 REU students will register to the conference from the student assissistants' site (to get fee waiver). But they do not assist the conference, so $200*4=$800 will be paid from REU grant to make their support is $200 each from MSU.
  • Jiong : OK to pay $250*4=$1,000 then take the rest 3 REU students to the conference banquet.
• 5/31 : to those who have not done registration while abstract has been accepted (33 people in no_reg_list.txt): Deadline of standard registration is 6/1, from 6/2 Late registration with increased fee starts.

week of 6/3

• 6/2 : from David Williams (ESA): Sorry for the confusion created, but clear answer for Seray's case was not obtained.
  • from Bart (SOC) to David Williams: Thanks for the clarification.
• 6/2 : to Mary MacLean (CW): Request of number of printing 150 to 170.
  • 6/3: from Mary (CW): Latest estimate sent. Please reply back ASAP if this new price is approved.
  • 6/3: to Mary : Latest estimate approved. Havn't heard from Andrea on the mousepad Proof.
  • 6/3: from Andrea Heilig (CW): Unable to lighten the shadows in PDF. Can you send original photo file?
  • 6/3: to Andrea : Do you accept a gimp file? (Yes, from Andrea on 6/3)
  • 6/3: to Andrea : The gimp file placed in my web site. (Unable to open , from Andrea on 6/3).
  • 6/3: to Andrea : Is it OK to send with as a e-mail attachement? (Yes, from Anerea 6/3).
  • 6/4: from Andrea : Unfortunately the attached is the best I could do with the file you sent me.
  • 6/4: to Andrea : The satellite silhouette much improved. Would like to place an order with this image.
  • 6/4: from Andrea : Will place your order today and will notify you when it is complete.
  • 6/4: to Andrea : Please make sure the requested number is 170. Proof for the sticker? (170 confirmed. Sticker Proof will be sent shortly, from Andrea on 6/4).
  • 6/4: from Kalli Lawrence (CW): Proof for Stickers.
  • 6/4: to Kalli : Proof for Stickers approved. Please proceed. How can we make a payment? Can we pay with grant number?
  • 6/4: from Kalli : Yes, we can bill to MSU with your index number. (Sounds great! will send our index, sent on 6/4).
  • 6/5: to Gina (CS) : request of index number to pass to the CW.
  • 6/5: from Gina : Index 484027, Account Code= 62280, Activity Code= 4CS080.
  • 6/6: to Mary (CW) : Both proofs and latest estimate were approved. Please place an order for creation. Index number passed.
  • 6/6: from Mary (CW) : We are all set. 170 on both parts. The price is $862. On track for around 3rd week of June to have these done. Index number noted. Will discuss later about when to pickup.
• 6/3 : from Harsh Mathur (participant) : evergency visa was approved. Reconsider me for contributed talk.
  • 6/3: to Harsh: Congratulation, but the program has already been too tight. Adam will confirm/correct about this when he comes back from his annual leave.
  • 6/4: Adam to Harsh: Congratulation, will try to find a place for your talk.
• 6/3 : from Seray Sahin (participant) : request of invitation letter for visa update.
  • to Seray : invitation letter sent. (That works, thanks, from Seray on 6/3).
• 6/3 : to Crystal Brubaker (LARK) and Ryan (CS) : regular inquiry about number of reservation.
  • 6/3: from Ryan: 29 in dorms.
  • 6/3: from Crystal: 15 for THE LARK.
  • 6/3: from Ryan: with the decreased numbers have you made any adjustments to the rooms at the Lark? (I don't think it's possible, sent on 6/3).
  • 6/3: from Gina (CS): the language about possible reduction of rooms/minimum (full contract paper attached).
  • 6/4: to Ryan and Gina (CS): still can't figure out the possible way of recuding minumum number.
  • 6/5: to Gina : can't figure out the word mentioning possible reduction of rooms/minimum. (screen shot of the paragraph sent from Gina, on 6/5).
• 6/3 : to Wendy Chou (LOC) : Update of number of conference participants. The latest estimate as of 6/3 (after closing standard registration) is increased to 162 from 130 we talked last week. (Thanks for the update, from Wendy on 6/3).
• 6/3 : to Sadie and Danielle (Catering) : Update of number of guests (145 to 165). Not far from the previous estimate, 150. Introduce Wendy Chou and request to include her in our future conversations.
  • 6/4: from Danielle (Catering): Welcome aboard, Wendy. We will aska final guest count 2.5 week prior to the event.
  • 6/5: from Wendy (LOC): Do we have someone taking care of the drinks?
  • 6/5: to Wendy : I believe Sadie's provide some, but need to be confirmed. As for alcohol, I am contacting a bartender refered by Sadie's but no response.
  • 6/5: from Wendy (LOC): How are guests arriving at BYB?
  • 6/5: to Wendy : As for transpotation, we have reservation of 3 Karst Stage buses, but some will use their own car.
  • 6/5: from Wendy : Talked with Sadies and getting another proposal including additional linen, drinks, etc.
  • 6/5: from Wendy : Talked with Sadies and confirmed they will have a buffet set up downstairs, as they did in the past.
  • 6/6: from Sadie's : New proposal with additional linen and soft drinks. Bisondropped from main dish, Cocktail hour menu updated.
  • 6/7: telecon with Wendy (~10am) : Bison should come back to main. Submit a request of quote from Emily's web site(www.406mobilebar.com) this morning, waiting for a response.
  • 6/7: to Wendy : send the list of dietary restriction of the banquet participants.
• 6/3 : to Dana (LOC) : send draft letter to O-RED for the reqeust of financial support.
  • 6/6: to Dana : re-sent the draft letter to Dr. Harmon at O-RED.
  • 6/6: from Dana : wording tweaks made.
  • 6/6: to Alison Harmon (O-RED) : Letter financial suport request sent.
  • 6/6: from Alison Harmon : Already approved. Work with Tawnya Morgan for processing, also include Anna Tuttle to be aware of student support activity by O-RED.
  • 6/6: to Alison Harmon : Thank you so much! Our invoice will be sent by Gina Reynolds. Will include Anna Tuttle in our future conversations.
  • 6/6: from Tawnya Morgan (O-RED) : send me one invoice.
  • 6/6: to Gina Reynolds (CS) : request to send an invoice($7,520) to Tawnya for the support from the O-VPRED for student support.
  • 6/6: from Anna Tuttle (O-RED) : Can you clarify how MSU undergraduate will be participating?
  • 6/6: from Gina (CS) to Tawnya (O-RED) : Invoice sent.
• 6/3 : to Cindy Wright (Big Yellow Barn) : Update of number of guests 160+, not 250 as told before. Considering to change table setting (more peple can sit). Time schedule pushing pack 30min to 1hr. Introducing Wendy Chou.
  • 6/5: from Cindy (BYB) : offer of another talk through with Wendy and Aki.
  • 6/5: from Wendy (LOC) : I'm not live in MT anymore, can we talk over the phone?
  • 6/6: to Wendy : Visiting to BYB by Keiji and me on 6/13 is still useful?
  • 6/6: from Wendy : Had a lovely conversation with Cindy and Brad. You don't need to visit BYB again. (a big thank you! sent on 6/6).
  • 6/6: from Wendy : Cindy recommended a bartender, Emily Barlow at 406 Mobile Bar.
• 6/3 : to SOC and LOC : Report of recent updates.
  • Number of registration is 135 (on-site: 125, virtual-only: 10).
  • 27 people who submitted their abstract, but have not completed the registration. 4 REU students at MSU will be added.
  • List of participants created and added to the web site. Draft science schedule prepared by Adam is also online.
  • LARK booking is low (15 out of 30). Request to SOC, change your stay to LARK to avoid paying penalty.
    • 6/4 : from Adam (SOC): Will prepare for travel next week (after vacation).
    • 6/4 : from Sabrina (LOC): Problem with LARK is Sunday night availability. SWG meeting attendees need to arrive on Sunday.
    • 6/4 : to Sabrina: I will ask Sunday night availability. Consider to change hotel to LARK from the second day to avoid penalty.
    • 6/4 : from Vanessa Polito (SOC): Sunday night availability is a problem with some participants. Payment at the reservation is also a problem with some.
    • 6/4 : from Sabrina: Up front payment is a problem with me, either.
    • 6/4 : to Vanessa: Thanks for staying at the LARK. I will also ask the LARK to hold charging on card until check-out.
    • 6/4 : from Paola Testa (SOC): I already booked at the LARK.
    • 6/4 : to Paola : Thanks! But you have family and probably with a car, is that OK? (OK. we are traveling without a car, on 6/4)
    • 6/4 : from Kathy Reeves (SOC): I have also booked at the LARK.
• 6/4 : from Akie Moritsuka (participant) : Thanks for a partial support. (Thanks for a note, sent on 6/4).
• 6/4 : from Gary R. Small CIV (NRL) : Inquiry of CAGE code for the conference. Is it through Stova (5YRQ2)?
  • 6/4 : to Ryan (CS) : inquiry fowarded.
  • 6/4 : from Ryan to Gary : there is not a billing code option.
  • 6/4 : from Gary to Ryan : more information needed to approve our researcher to use an institute credit card.
• 6/4 : to Chunming Zhu (LOC) : Could you help setting up an excusion on 7/27? Can we meet today? (Can meet today at 1pm, from Chunming on 6/4).
  • 6/4 : meeting with Chunming : OK to work on excursion.
  • 6/6 : from Chunming to MSU outdoor rec. : inquiry about bus transpotation.
  • 6/6 : from Chunming : prepared a spread sheet to track planning status .
• 6/4 : from Rhiannon : Update of T-shirt.
  • 6/4 : to Rhiannon : Can you add the mountains and ground?
  • 6/5 : from Rhiannon : Mountains and ground added, what do you think?
  • 6/5 : to Rhiannon : I love this version better. How much is the cost?
  • 6/5 : from Rhiannon : $40/shirt for the order of 6.
  • 6/6 : meet with Rhiannon in person(10am) : request of design modification. The cost of this T-shirts will be paid from Solar Physics grant, not conference account.
  • 6/7 : from Rhiannon : updated design.
  • 6/9 : to Rhiannon : Thanks for your work! I like the current design. Can you investiage the mass discount should work for the total number of shirts regardless of size?
  • 6/9 : from Rhiannon : For a variety of sizes. (Thanks for the info. sent on 6/9).
• 6/4 : to Nariaki Nitta (participant) : Please consider to stay at the LARK.
  • 6/4 : from Nitta : Cannot accommodate your request: problem is Sunday night availability and advanced payment. (Understood your situation, sent on 6/4)
• 6/4 : from Souvik Bose (participant) to Adam : Travel support inquiry, reminded.
  • 6/4 : to Maria Kazachenko (SPD/MTA) : passed Souvik's inquiry for Adam, Cc-ed to Souvik.
  • 6/10 : from Adam to Souvik Bose : You will need receipts for hotels and flights, but not for per diem related things. You will receive per diem, up to $3500 total charge (all expenses).
• 6/4 : to Taro Sakao (XRT participant) : Request to provide scattered light map for 2023 data. If possible, consider to stay at the LARK.
  • 6/4 : from Sakao : the scattered light work was done by Kashima, and I can't help immediately. Shall I ask Sota Kashima to do analysis? Will check travel budget situation at ISAS.
  • 6/5 : to Sakao : Got shocked you were also considering to stay a dorm room. We should not use Kashima-san who has left ISAS. Could you catch up with his work and provide a scattered light map?
• 6/4 : to Jordan Collins (bartender) : Request of new quote with 160 guests.
  • 6/11 : from Jordan : details of estimate ($1,575 + alcohol price for 3 bartenders + 2 setup/cleaning, 5 hours). Forwarded to Wendy.
  • 6/20 : to Jordan : We made a contract with a group refered by BYB. Thanks for perparing the detaild explanation.
  • 6/25 : from Jordan : No problem!
• 6/4 : to Crystal Brubaker (LARK) : Can you accept some Sunday night stay?
  • 6/5 : to Crystal Brubaker : Also request to hold charge on card until the time of check-out.
  • 6/6 : from Crystal Brubaker : Checking Sunday availability. Also OK to remove the need to prepay at the time of reservation.
  • 6/6 : from Ryan (CS) : Check with LARK and cancel some rooms, to avoid stucking with any unnesessary charges.
  • 6/7 : to Ryan and Gina (CS) : I am now contacting some participants to change their hotel reservation to LARK. Will contact Crystal(LARK) by the end of next week (6/14).
• 6/5 : to Alphonse Stering (participant) : Please consider to stay at the LARK.
  • 6/4 : from Alphonse : will consider, but sometimes NASA funny about where we can stay ...
  • 6/5 : to Alphonse : explain the current complains from other participants.
  • 6/9 : to Alphonse : update the recent change of LARK reservation.
• 6/5 : from Sandra Daly (SAO admin) : the banquest meal included in the registration fee?
  • 6/5 : Yes, for each particiapant. If there is an acompanied by a guest, $80 will be collected in addition to the registration fee. (Thanks, from Sandra on 6/5)
• 6/5 : from Gina (CS) : Karst Stage payment needs to be done soon. Any change?
  • 6/5 : to Gina : We have ~150 participants and thus may need 3 buses to transport to/from banquet. We should not cancel the 3rd bus.
  • 6/6 : from Ryan : Send me the updated contract with 3 buses.
  • 6/6 : to Ryan and Gina : latest contract sent. (Thanks from Ryan on 6/6)
  • 6/6 : from Gina : Thank you. I will make sure the payment is revised to the new amount.
• 6/5 : to N. Narukage (participant) : Please consider to stay at the LARK.
• 6/6 : from Piyali Chatterjee: found mis-desctiption with the draft science program. Please correct.
  • 6/6 : to Piyali : Will pass your message to Adam Kobelski to correct as soon as he comes back from his vacation.
  • 6/10 : from Adam to Piyali : Sorry about that, I will update the document and send to Aki.
• 6/6: from JaNaie Finn (CLS): You can send an invoice to me about the financial support from the CLS.
  • 6/6 : to JaNaie : The invoice was sent to you on 5/9. Apreciate it if you process asap.
  • 6/6 : from JaNaie : The invoice was received. Putting it through.
  • 6/10 : from Gina to JaNaie : The invoice processed?
  • 6/10 : from JaNaie to Gina : It has been submitted to our Fiscal Shared Services. In May I was on vacation those few days so I missed it.
• 6/6 : to Becky Stanton (zumba) : Thanks for agreeing to re-do the video. Described the details of the request., e.g., limit to 3 moves, etc.
• 6/7 : from Rhiannon : Update of Bandanna. Design finalized. Order placed. Estimate ($127.50 = $4.25/unit * 30cnt) attached.
  • 6/7 : to Gina (CS) : Please advice how to pay for the bandanna ordered at MSU Blank Canvas Creative. Estimate attached.
  • 6/7 : from Gina (CS) to Blank Canvas Creative : Is it possible to charge this to my agency index, 484027?
  • 6/7 : from Gina (CS) to Madeline (BCC) : Thank you, you can go ahead to process.
  • 6/8 : to Rhiannon : The invoice was processed by the Conference Services on Friday(6/7).
• 6/7 : from Crystal Brubaker (LARK) : Sunday night available at group rate!
  • 6/7 : to Crystal : How many rooms are available on Sunday night? Those who already made reservation at LARK would like to add Sunday night.
  • 6/7 : from Crystal : Up to 10 rooms. If those attendees want to extend their current reservation with us to check-in Sunday. All they need to do is call our front desk to make that switch. (Thanks for this treatment!, sent on 6/7).
  • 6/7 : to SOC + Sabrina Savage (LOC) : LARK room on Sunday night is available! Also they will remove the pre-payment. Hope this make your stay easier.
• 6/7 : to Amir Caspi (SOC) : Please consider to stay at the LARK.
  • 6/7 : from Amir : Need to compare with other hotels. Would like to avoid pre-pay.
  • 6/7 : from Amir : Read about pre-pay removed. Will complete booking after the mission CDR on 6/18. (Thanks! sent on 6/7).
• 6/7 : to Nariaki Nitta (participant) : LARK accept Sunday night stay & pre-pay removed! Please consider to change your stay to LARK.
  • 6/7 : from N. Nitta : Try to make reservation at LARK but the site still requires to pay the full amount.
  • 6/7 : to Crystal : explained the case reported by N. Nitta.
  • 6/7 : from Crystal : Reach out our team and corrected the web page, which will propagate in 1 hour. (Thanks for your quick response! sent on 6/7).
  • 6/7 : from N. Nitta : reservation completed! (Thanks for your reservation!, sent on 6/7).
• 6/8 : to 4 REU students (Allison, Kelvin, Philip & Simon): send information of conference registration without payment process. Please finish registration by the end of Monday (6/10).

week of 6/10

• 6/9 : to REU participants (Allison, Kelvin, Philip and Simon): send information of student registration site.
  • 6/11 : Kelvin reported my Saturday mail arrived at his junk folder.
  • 6/11 : confirmed registration of Allison and Kelvin.
  • 6/11 : Philip also reported my mail arrived at junk folder, has just finished registration. (No problem, sent 6/11).
• 6/9 : internal update :
  • total number of submitted abstracts is 168, from 141 participants , but this number includes 2 withdrawn.
  • total number of registration is 142 (in-person 131, virtual-only 10, cancellation 1) .
• 6/10 : from Chunming (LOC): Suggestion of in-person meeting with Kenzie Carson(MSU outdoor program).
  • 6/10: to Chunming : Thanks for working on this. I am flexible this week.
  • 6/10: from Chunming to Kenzie (MSU outdoor) : Can we meet on Tuesday or Wednesday?
  • 6/10: from Kenzie to Chunming : Outdoor Rec building on Wednesday at 4:30pm or Thursday from 10am-12pm.
  • 6/10: to Chunming : I'm available in both days.
  • 6/10: from Chunming to Kenzie : Let's meet on Thursday 10am at Outdoor Rec building. (Sounds good, from Kenzie on 6/10).
• 6/9 : to Ying Li (participant): inquiry about Dr. Yang Su. Is he attending the conference? Is it possible for you to stay at the LARK during the conference?
  • 6/10: from Ying : Yang Su will attend on-line. Ying will stay at MSU dorm because of institute criteria of reimbursement ($200/nt).
  • 6/10: to Ying, cc-ed to Adam : Thanks for asking Yang Su. We are unable to allow him a virtual talk because of our agreement. Sorry for the expensive hotel rate. Let me know if you need a help in reservation.
  • 6/11: to Ying : If we support $600, can you stay at THE LARK? I can add the description abut this support to your invitation letter.
  • 6/11: from Ying : Yes I can stay at the LARK with the support. $570 is OK.
  • 6/11: to Ying : Happy to support for your stay at the LARK. Updated invitation letter attached.
• 6/9: to Anna Tuttle (O-RED) : Why are you looking for the contribution of UNDERgraduate students, not including graduate students?
  • 6/10 : from Anna Tuttle (O-RED): It is because VPRED created a new position Director of Undergraduate Research with the goal of strengthening and better supporting research done by MSU undergrats.
  • 6/11 : to Anna (O-RED): sent report of undergraduate participants.
    • poster presentation by Christopher Entzel, Sarah Pawlowski, Charles Kankelborg: "BUBO: the student-Built Ultraviolet solar Burst Observer"
    • poster presentation by Abby High, Rachael J. Filwett, Robert Allen, Maher A. Dayeh, Gang Li: : "Analysis of Longitudinal Spread of Suprathermal Ions Co-Located with Coronal Mass Ejections"
    • poster presentation by Sarah Pawlowski, Chris Entzel, Charles Kankelborg, Cole Arthur, Mila Kissinger, Reed Lando, Jackson Novak: "CAPRI-SUN: High Cadence Low-energy Passband X-ray Detector with Integrated Full-sun Field of View"
  • 6/11 : from Anna (O-RED): Appreciate to have those lists.
• 6/10 : to Gina (CS): payment process in June.
  • Karst Stage : If it works better, please make payment($6,303.30) to them prior to the due date.
  • Color World : The invoice($862) was attached. Passed them the index number.
  • Blank Canvas Creative : Thanks for processing the invoice($127.50).
  • 6/10: from Gina : check to Karst Stage was requested on 6/7 so that they can receive before due date. No problem with CW and BCC.
  • 6/10: to Gina : request of plastic bags purchase with Amazon, 1 unit (20 pack) with gold color at $32.99.
  • 6/10: from Gina : item ordered, have an estimated delivery date 6/17. (Thank you! on 6/10).
• 6/10 : to Andrew Slade (Rendezvous dining hall): let them know about our event. Please arrange enough number of staffs and foods.
  • 6/10: from Drew Slade : OK. Let your guests know the price $14 for lunch.
• 6/10 : from Emily Barlow (bartender): Thank for considering 406 Mobile. (lots of info and documents).
  • 6/10: to Emily Barlow : Thanks for helping our event! Introduce Wendy Chou for further discussion.
  • 6/10: to Wendy : documents forwared. request to take over further discussion with Emily.
  • 6/10: from Wendy : OK. Emily's service is very reasonable price. Serving hard alcohol is not bad.
  • 6/11: to Wendy : I don't have strong preference, but depends on the cost.
  • 6/11: from Wendy : Estimate from Jordan can be used for reference.
  • 6/11: from Wendy : Talked with Emily and got detailed pricing info. Should we hire her?
  • 6/11: to Wendy : Thanks for collecting those info. Let's work with Emily's team!
  • 6/11: from Wendy to Emily : Please supply us with a contract.
  • 6/15: from Emily Barlow : I will send you a proposal on Monday.
• 6/11 : from Harsh Mathur (participant): will have consular interview tomorrow.
  • 6/12: from Harsh : my visa is approved.
  • 6/12: from Adam to Harsh : Excellent to hear. Science schedule will be updated this week.
• 6/11 : from Michalina Litwicka (participant): inquiry about late arrival at Dorm.
  • 6/11: to Michalina Litwicka : Staff is available for 24 hours/day to assist your check in.
• 6/11 : to Ryan (CS) and Crystal (LARK): request status of room reservation. This time with guests' name, please.
  • 6/11: from Crystal (LARK): we have 21 reservation now! The name list provided.
  • 6/12: from Ryan (CS): 32 people in Hyalinte! I am not able to generate the name list. Will ask and send when received.
  • 6/12: from Ryan (CS): Name list provided. (Thank you, sent on 6/12).
• 6/11 : talk with Rhiannon: about Monty-Bison T-shirts order. Also talked about Bequet caramel flavors as a swag for conference participants.
  • Web site of the printing service shop .
  • Advertize to HJC mailing list & LOC mailing list. Collect input until 7/1.
  • The number of T-shirts as of 7/1 is ordered. Discount is applied depending on the number.
  • As for caramel, Rhiannon likes Classic vanilla, Salted butterscotch, Chipotle, Espresso, etc.
• 6/11 : to Ryan Milligan (participant): Can you stay at THE LARK?
  • 6/12: from Ryan Milligan : Unfortunately, we will stay at the Saphire Motel to save travel cost. (Understood. sent 6/23).
• 6/11 : to Marc DeRosa (participant): Can you stay at THE LARK?
  • 6/13: from Marc DeRosa : just made reservation at the LARK. How many rooms short are you at this stage?
  • 6/13: to Marc DeRosa : Thanks for your reservation! We now have 23-24 reservation including you. We expect some more, so hopeful to fill 27 by 6/22.
• 6/11 : to Adam: Juliana Vievering (JPL) and Yang Su (PMO) are virtual-only attendee, but assigned a talk. Should contact them and explain our policy.
  • 6/12: from Adam : I will handle these cases.
  • 6/13: from Adam to Juliana Vievering (participant) : Unable to give a talk slot for virtual-only participants. (Undertsood by Juliana on 6/13).
  • 6/13: from Adam to Yang Su (participant) : Unable to give a talk slot for virtual-only participants.
• 6/11 : Contact Bequet Confections from their web site: 5 pc bags * 160 for MSU conference in July.
  • 6/12: from Diane Althans (Bequet Confections) : Grag & Go bags. Estimate for 160 bags is $714.4 ($4.7/pc *160*0.95). You can choose flavors. When do you need them in hand?
  • 6/12: to Diane (Bequet) : We will choose Classic vanilla, Salted butterscotch, Chipotle, Chocolat l'orange and Espresso. We need them by 7/12. Was the discount rate 10% for MSU?
  • 6/13: from Diane : We can apply 10% discount. Which department is this for? (We are from Physics, sent on 6/13).
  • 6/13: from Diane : What is a good address for billing?
  • 6/13: to Gina : Could you take over the payment process with Bequet Confectory? Total price is $676.80 ($4.7*160 with 10% discount).
  • 6/14: from Gina : Yes, I will call them for an invoice and pay it.
  • 6/14: from Bequet Confectory : Receipt of payment $676.80 (email text,and PDF separately).
  • 6/14: from Gina : This order is paied now. (Thank you! sent on 6/14).
• 6/12 : from Ryan (CS) : inquiry from Michalina Litwicha on Banquet forwarded.
  • 6/12: to Michalina (participant) : The banquet fee is included in the registration fee. If you have any dietary restriction, please let us know.
• 6/12 : from Hidetaka Kuniyoshi (participant) : I will attend the meeting! Thanks for your travel support.
  • 6/12: to H. Kuniyoshi : Glad that you can attend. Are you OK with paying $500 as a registration fee? If you have a trouble, I can arrange.
  • 6/14: from H. Kuniyoshi : Hard to pre-pay, please arrange.
  • 6/14: to H. Kuniyoshi : Registrate from the student assistant site, $400 will be subracted from your travel support.
  • 6/15: from H. Kuniyoshi : Thank you. Registration completed.
• 6/13 : from David Williams (ESA) : Finally got OK from ESA about Seray Sahin.
  • 6/12: to David Williams : Glad to hear that! I was hoping the things not going screwed up. (No problem, from David 6/13.)
• 6/13 : from Kathy Reeves (SOC) : Just successfully added the Sunday night reservation at the LARK.
  • 6/13: to Kathy and SOC : Thanks for letting me know. Now we have 21 reservation. Pretty hopeful to fill 27 rooms by 6/22.
• 6/13 : from Ryan Richer (CS) : housing inquiry from a conference particpant.
  • 6/13: to Ryan (CS) : Don't understand what I am requested.
  • 6/13: from Ryan (CS) : This person sent a request for housing to our housing site. They need to register for your housing on the registration site.
  • 6/13: to Ryan : If it is via mail, please forward it.
  • 6/13: from Ryan : csv file of registration record.
  • 6/13: to Ryan : from the csv file, could figure out the name and email address of the registerer (Bishwanath Gaire, bishwanath.gaire@us.nature.com) but does not contain the info of inquiry.
  • 6/14: from Ryan : this person has requested housing for your conference through our summer housing website.
  • 6/15: to Bishwanath Gaire (participant) : We have some information about the lodgeing on our conference web site. Please check.
• 6/13 : in-person meeting with Kenzie, Chunming and Aki (6/13 10am at Outdoor REC center) : Talk about our excursion.
  • 6/13: from Mackenzie : Summary of discussion via email.
• 6/13 : from Chunming to Mackenzie Spence (TRIO coordinator) : inquiry of bus avilability on 7/27 for our rafting.
  • 6/13: from Mackenzie to Chunming : We use First-Student for our busses when we go on an Outdoor Rec Trip.
  • 6/13: from Chunming to Mackenzie (TRIO): requested a quote of First Student but still have no reply. (It will take a couple of days for them. from Mackenzie on 6/13).
  • 6/13: from Chunming to Kenzie (MSU Outdoor REC) : request of two locations (start and pick-up) of the rafting along Yellowstone rever for quote by First Student.
  • 6/13: from Kenzie to Chunming : start at Carter's Bridge River Access and pick-up at Mayor's Landing. (Thank for the exact info we need! from Chunming on 6/13).
  • 6/13: from Chunming to First Student : passed info from Kenzie.
  • 6/13: from Chunming : got good quote from First Student. Get another quote about YNP?
  • 6/13: to Chunming : if you are interested, please go ahead. I personally worry about the comfortability of the school bus for a whole day tour.
  • 6/13: from Chunming to First Stage : request of another quote to YNP.
• 6/13: Regular SOC/LOC meeting with Adam (13:30MDT/14:30CDT):
  • promised to provide a list of participants who submitted abstract but no registration.
  • Adam will modify the science schedule based on the list.
  • I will send out a remider to the people on the list that their abstract will be withdrawn without registration completed by 6/20.
  • 6/14 : to Adam : please check the wording of the remining letter.
  • 6/14 : from Adam : no problem. only minor correction (do->did). (Thanks! sent 6/14).
• 6/13 : from Becky Stanton (zumba) : we can make video after the Friday class.
  • 6/13 : to Becky Stanton : I will be there and will help.
  • 6/14 : after the class with Becky Stanton : talked about choreo, Becky will make video at home.
• 6/13 : to Christy Mikulich (Big Sky Resort) : inquiry of Lone Peak Expedition. Is your team avilable on 7/27 for a group of 50?
  • 6/14 : from Christy Mikulich: Is there a certain time of day you are looking to go?
  • 6/14 : to Christy Mikulich: We will leave Bozeman at 8am, so will arrive at Big Sky around 9-ish. Reduing number of guests 50 to 30 works better for lift managing?
• 6/14 : from Chunming to LOC : Two quotes for excursion.
  • [1] white water rafting: $2784 (MSU outdoor rec) + Bus $816.5 = $3600.5 for 54 people at maximum.
  • [2] Yellostone National Park : transportation (50 people) $1866.37.
  • from Wendy Chou (LOC) to Chunming : Does the school bus have A/C? You need to purchase YNP pass.
  • to Chunming : describe my concern. Comfortablility of the bus, YNP crowed on Saturday, driver's proficiency, hire a guide.
  • from Chunming to First Student : A/C available?
  • from Chunming to First Student : inquiring seatbelts, driver's proficiency?
  • from Chunming to Wendy : standard entrance pass for non-commercial is $20 in total or commercial (26+ seats) of $300.
  • from Chunming : quote is good for 15 days.
• 6/14 : to the participants with abstract with NO registration : send out a reminder. If no registration made by 6/20, we assume your abstract was withdrawn.
• 6/14 : from Andrea Heilig (Color World): Your order is complete.
  • 6/14: to Andrea : I will pick them up next week.
  • 6/14: from Gina to Andrea : Will you send me a copy of invoice?
  • 6/19: from Andrea to Gina: Invoice sent. (Thank you, by Gina on 6/19).
  • 6/20: from Andrea : final Invoice sent.

week of 6/17

• 6/17 : to Crystal (LARK): request status of room reservation. This time with guests' name, please.
  • 6/17: from Crystal : we have 26 reservation now! The name list provided.
  • 6/18: to Ryan (CS): How many Hyalite reservation as of today?
  • 6/18: from Ryan : There are 34 people signed up
• 6/17: from Sophie Musset (participant) : Unable to travel. On-line talk possible?
  • 6/17 : to Adam : mail fowarded.
  • 6/17 : from Adam : I'll take care of these cases.
• 6/17: from Yang Xu (participant) : Unable to travel. On-line talk possible?
  • 6/17 : to Adam : mail fowarded.
• 6/17: from Bishwanath Gaire (participant) : Followed the instruction but received the message that "Someone will contact with you as soon as possible".
  • 6/17: to Bishwanath Gaire : send me the message you received. We can't figure out what happened.
  • 6/17: from Bishwanath Gaire : Housing site does not go to payment step. Screen shot of Message attached.
  • 6/17: to Ryan (CS) : Are you able to answer to this?
  • 6/17: from Ryan : where do they select housing can you send me your conference webpage? (our conference web site URL sent, 6/17).
  • 6/17: from Ryan to Bishwanath : You were using a wrong site. There is a site for this conference.
  • 6/18: from Bishwanath : Thank you for your instruction, it worked!
• 6/17 : Visited Color World at 11:30am: pick up mousepads and stickers.
• 6/17 : from Chunming (LOC): school bus with AC available with additional cost (message from First Student forwared).
• 6/17 : Preparation of Downtown Dollars ($5 coupon) donation request:
  • 6/17 : to Adam : ask to check the wording of the draft.
  • 6/17 : from Adam : no problem except department --> Department.
  • 6/17 : to Becca Quackenbush (ERA/downtown visitor center): sent request of Downtown Dollars. (From ERA website, it turned out Becca is not at ERA anymore ... 6/20).
  • 6/20 : to Downtown Bozeman : submit request of Downtown Dollars to our conference participants ($5 per each of 160 participants).
  • 6/20 : from Brynn Geston (Downtown Bozeman): Thanks for reaching out! This conference sounds incredible. But we have very limited budget and thus unable to do any donation.
  • 6/24 : from Becca Quackenbush (ERA) : Thank you for reaching out but not interested in donating at this time.
• 6/17 : to Sakao and Narukage (participants) : how is the status of traval support to stay at the LARK?
  • 6/17: from Sakao : It is hard to receive support as a special case.
  • 6/17: to Sakao : Sorry to hear that but understood.
• 6/17 : from Alphonse Stering (participants) : Unable to stay at the LARK due to NASA's regulartion. ---> It was a mis-understanding. I can stay and just made a reservation! (Thank you! sent 6/17).
• 6/18 : to Emma Field (Bozeman Chamber of Commerce): sent request of preparing the Bozeman Guide 2024-2025 for 160 copies to pick up sometime this week.
  • 6/20: Phone call to BCoC at (406.586.5421) : Would like to pick up 160 copies of Bozeman Guide 2024-2025, on Friday by 2pm. Emma was on travel.
  • 6/21 : visit Ms. Drenda at Bozeman Chamber of Commerce (11:30am) : picked up 160 copies of Bozeman Guide and brougt in the Solarium.
• 6/18 : number of registraion : 160 (in-person:144, virtual-only:15, cancel:1)
• 6/18 : from Rhiannon : Monty-Bison T-shirts sign up site open today. Close day set on 7/5.
• 6/18 : from Christy Mikulich (Big Sky Resort) : We can get 50 to the peak.
  • 6/18: to Christy (BSR): What is the most efficient number of participats in view of time and cost? Is there group discount for Lone Peak Expedition?
  • 6/19: from Christy : Our trucks hold 11 guests per truck and we have two trucks. Round trip to the Tram base and back to the pick up point is around 10 minutes. We do give discounts if we are making special provision for the group.
  • 6/19: from Christy : Correction. We do not give discounts if we are making special provisions for the group, i.e getting everyone to the top together.
  • 6/19: to Christy : We will choose an easier option (all need NOT to be at the top together). Could you provide an estimate for a group of 33 people, with a rough time table from the base to/from the top for each group?
  • 6/19: from Christy : Can you give my a call @ 406-995-5746?
  • 6/19: Talk with Christy over the phone : Explain our trip and talked about discount. Christy will send a sample time table shortly.
• 6/18 : from Emily Barlow (406 Mobile Bar) : Proposal arrived.
  • 6/18 : from Wendy to Emily : request modification of alcohol variety.
  • 6/18 : from Emily to Wendy : no problem and modified poposal.
  • 6/19 : from Wendy to Emily : request of alcohol variety and providing address for contract. Confirmation of time schedule (stop serving alcohol at 8pm is too tight, requesting BYB 30 pushing back).
  • 6/20 : from Wendy to Emily : Heard back from Cindy. We are to stop serving alcohol at 8:30pm, but we would appreciate it if you could keep the nonalcoholic beverages available a little later. Guest will be departing at 9:00pm.
  • 6/20 : from Emily to Wendy : Contract adjusted. We can serve non alcohol beverages until 9pm.
  • 6/20 : from Wendy to Emily : Another adjustment with liquors selection. If you agree to accept a little change, we can use the current contract.
  • 6/20 : from Emily to Wendy : No problem to add some liquors and use the current contract.
  • 6/20 : from Wendy : Confirmation of the final contract document to make payment arrangement.
  • 6/20 : to Wendy : Thanks for confirmation. I will take care of amendment with Cindy and payment arrangement with Emily.
  • 6/21 : to Ryan and Gina (CS) : The latest contract sent. Request payment processing.
• 6/18 : from Harsh Mathur (participant) : My funding application with DST India was approved. Since I can travel, give me back a slot for contributed talk.
• 6/19 : to LOC and SOC : some updates and invitation.
  • REGISTRATION: As of 6/18, the number of registrations is 144 (in-person) and 15(virtual-only). The number of abstracts submitted is 168 from 141 participants. 5 abstracts out of 168 were withdrawn. There are 11 participants who submitted their abstract but not completed the registration.
    • 6/19 : from Sabrina Savage (LOC): Thank you for the registration info. Do you have a feeling for the distribution in continental participation and the number of students?
    • 6/21 : to Sabrina Savage and LOCs : On 6/20, all registration was closed. Here are some statistics:
      • Number of registration: 168 (in-person:150, virtual: 18)
      • Continental distribution:
        
        • United States:113 (67%) (in-person:106, virtual: 7)
        • Europe : 30 (18%) (in-person: 25, virtual: 5)
        • Asia : 25 (15%) (in-person: 19, virtual: 6)
      • Estimate of number of students is not easy: 31, if you calculate it as (# of student assistant)+(# of travel support applicants). The number of students who did not apply for assistants or travel support is unknown (probably a few exist).
    • 6/22 : from Sabrina : Thank you for taking time for this.
    • 6/23 : from Jiong : MSU has 7 more student posters (3 undergrads + 4 REU). There will be 40+ student posters, which requires 10-20 judges for best student poster awards.
    • 6/23 : to Jiong, Sabrina and all: While 4 REU students at MSU are not included in the above count, but 3 undergrads are incuded, as they are student assistants.
      • So the number of students is at least 35 (21%), and there should be a few more.
    • 6/23 : references : Hinode17_country_orig , Hinode17_country_corr , H17participants_country_notes and H17participants_student_notes
• THE LARK: The number of reservations of THE LARK is now 29. So we are free from paying penalty on 6/22 (relieved!).
• EXCURSION: The planning of the excursion on 7/27 is underway. Chunming Zhu is leading the set up.
• MONTY-BISON T-SHIRT: T-shirts featuring this conference will be paid from the Solar Physics grant and thus do not weigh on the conference budget.
  • 6/19 : from Jiong : Thank you for the excitement! I just ordered a bison T-shirt!
  • 6/19 : from Chunming : I just learned we will have a T-shirt, and ordered mine!
  • 6/20 : from Rhiannon : as of now 19 T-shirts ordered.
  • 6/21 : as of this day there are 22 sign-ups confirmed from the web site.
  • 6/22 : from Amir Caspi (SOC) : XL not available at the site. Did the size run out?
  • 6/22 : to Rhiannon : Is there a cap of number of T-shirts that can be ordered each size?
  • 6/22 : from Rhiannon : I can ask a representative about it on Monday.
  • 6/24 : to Amir : Thanks for reporting. I asked Rhiannon to contact the representative of the site.
  • 6/24 : from Amir to Rhiannon : Thanks for checking so quickly. Will go with L or 2XL.
• 6/19 : from Chunming : Quick update about the bus for excursion.
  • First Student Charter Bus replied that they can request a bust with A/C unit at an additional cost. And YNP pass will cost $300 to $1000.
  • 6/19 : to Chunming : Nice to learn that a bus A/C is available. But I still think it is not comfortable for a long drive. So how about going to the Big Sky Resort and ride a lift to Lone Peak Mountain?
  • 6/19 : from Chunming : Big Sky excursion will cost high ($80 + bus).
  • 6/19 : to Chunming : I am asking the Big Sky Resort if they can provide group discount. Shall we provide 2 types of excursions: rafting for younger participants, Big Sky for others?
  • 6/19 : from Wendy (LOC) : How about Lewis and Clark Caverns or hiking up to the waterfalls at Hyalite?
  • 6/19 : from Chunming : may be it's a good idea to have 2 options so that people can decide.
  • 6/19 : from Chunming : there is a skyline bus from Bozeman to Big Sky at $5 for one way.
  • 6/19 : to Chunming : Can we reserve the seats? Think about logistics.
  • 6/19 : from Chunming : it depends on how many people are going. Time schedule found in the link. One stop is MSU Roskie hall.
  • 6/19 : to Chunming : it is an organized trip not an adventure. We need more secure planning.
  • 6/19 : from Chunming : two scenarios: (1) provide both rafting and Big Sky: use bus for larger group. (2) focusing on one activity.
  • 6/19 : from Chunming : Can you do the quote for Big Sky to First Student? I don't have good knowledge about time schedule.
  • 6/20 : to First Student Charter : request of quote from Bozeman to Big Sky.
    • 6/20 : from First Student Charter : a quote arrived (but it turned out from MSU Billings no Bozeman).
    • 6/20 : to First Student Charter : request of departure place to Bozeman, and use of a bus with A/C.
    • 6/20 : from First Student Charter : a quote arrive. $1043.00 from Bozeman to/from Big Sky Resort.
  • 6/20 : from Chunming : Thank for requesting the quote. I think Big Sky can be a very good choice.
  • 6/20 : from Carson Makenzie (MSU outdoor REC) : On 7/27, we do not have enough staff available.
  • 6/20 : from Chunming to Kenzie(MSU REC) : How about if the number of participants reduced to ~30 people?
  • 6/20 : from Kenzie to Chunming : There are 3 staff available on 7/27,which means a max of 18 participants. (Thank you, we will think about it, from Chunming on 6/20).
  • 6/20 : from Chunming to Kenzie : There are 3 staff available on 7/27,which means a max of 18 participants.
  • 6/20 : to Chunming : Let's keep the rafting with 18 people. (Sure, from Chunming on 6/20).
  • 6/20 : to Chunming : We are having 2 excursion plan : rafting and BigSky. Do you have any idea to collect sign-up and payment? Can we meet tomorrow?
  • 6/20 : from Chunming : Way of collecting money : Paypal, stripe, and venmo. We can meet tomorrow afternoon. (Let's meet at 1pm at the Solarium, sent 6/20).
  • 6/21 : to Gina (CS) : inquiry about payment collection for our excursion.
  • 6/21 : from Chunming to First Student Charter : a new quote request with a bus with A/C.
  • 6/21 : from Chunming to Kenzie (MSU REC) : We will keep rafting with 18 participants. Please proceed.
  • 6/21 : from Chunming : Tried to reserve a bus for rafting, but we need credit card info. Which card I can use?
  • 6/21 : from Kenzie (MSU REC) to Chunming : Updated invoice will be $1674 total, which breaks down to $93/person. $10 will be added for non-resident conservation licenses.
  • 6/21 : from Chunming to Kenzie (MSU REC) : We will collect the number of participants first and see how many will be interested with this increased cot.
  • 6/21 : from Chunming : rafting will be less attractive with this high cost. Shall we add Hyalite hiking?
  • 6/21 : to Chunming : over $100 for rafting is too expensive. Let's cancel. I have to ask Gina (CS) for the credit card number so we are unable to proceed until next week. (Sure, the new cost is indeed surprising..., from Chunming on 6/21).
• 6/19 : to student assistants : invitation to sign-up for Monty-Bison T-shirt.
• 6/19 : to Amir Caspi (SOC): special reminder of finish registration before ead line of 6/20 and a note of LARK room availability.
  • from Amir : Thanks for a reminder. I have registered and booked the hotel room. To Adam, can you shift my talk earlier so that I can go home on Friday?
  • to Amir : Thanks for your action. Regarding the $300 hotel fee for 7/26, I can support in the name of IT assistance. If you take the first direct flight to Denver, you can meet your family in AM.
• 6/19 : to Toshifumi Shimizu (participant): Thanks for your registration and inquired about accommodation during the stay in Bozeman.
  • 6/21 : from T. Shimizu : Decided to attend in-person looking at Loren and Dick in the participant list. I made hotel reservation at $130 at the motel a few mile away. I will arrive on Sunday an leave Wednesday AM.
• 6/19 : from Wendy to Cindy (BYB): Is it OK to push back the time schedule by 30 minutes?
  • 6/19 : from Cindy (BYB) : New time schedule is acceptable. Send an amendment to the contract. Please sign, scan and email.
  • 6/19 : to Wendy : Is it OK to send back the amendment? Also is it OK to process the contract with Emily?
  • 6/20 : from Wendy : OK to send back the amendment. But I have not yet received a new agreement from Emily.
  • 6/20: from Wendy to Cindy : Thank you for your flexibility and efficiency. I believe you will receive a signed amendment from Aki shortly.
  • 6/20: to Cindy : The signed scanned amendment sent.
• 6/19 : from Jiong (SOC): Can you give the slot of drawn abstract to Lindsay Glesener?
  • 6/20 : from Adam : I've reached out Lindsay. After the deadline today, I will have a much more firm idea for the final schedule.
• 6/20 : from Ramada Sukarmadji (participant) : Have been experiencing issues with obtaining travel funding from my university. Today is the deadline but I can't register until confirmation from the university. Appreciate any advice.
  • 6/20 : to Ramada : Introduce registration site with no-payment. Suggested to contact the University to ask about travel support. It's hard to increase your support from us.
  • 6/21 : from Ramada : Unable to register from the site you suggested. I will let you know my travel status by 6/30.
  • 6/21 : from Ramada : Unable to register from the site you suggested.
  • 6/21 : to Ramada : I accepted your tentative registration. Keep me posted your travel status.
• 6/20 : from Wendy (LOC) : I am still waiting on Sadie to give us another proposal reflecting dietary restrictions of some participants. Trying to change linen colors to blue and gold.
  • 6/20 : from Sadie's Catering : Updated proposal with linen updates and food restriction.
  • 6/21 : from Wendy to Sadie's Catering : Thanks for the updated proposal. Time schedule update: guests will not arrive until 6:15-6:30pm, so please start cocktails at 6:15. Would like to start dinner service at 7pm then icecream at 8pm. Please update these changes in the proposal.
• 6/20 : from Adam to Yang Su (participant) : It is reasonable to have Ying Li to give the talk for your slot. (Yang is unable to travel).
• 6/21 : from Arkadiusz Berlicki (possible participant) : STOVA says "Online registration for the joint conference is not closed", but can't find the link.
  • 6/21 : to Arkadiusz Berlicki : Sorry but the registration site is all closed on 6/20. It is not easy to accept you from now even though for virtual attencance. Payment process is out sourced ane we have no control.
  • 6/21 : to Ryan (CS) : Please correct STOVA web site about virtual attendance. (Fixed! from Ryan on 6/21).
  • 6/21 : to Ryan (CS) : STOVA web site still not corrected.
  • 6/21 : from Arkadiusz Berlicki : So can you accept my virtual-only registration? (I'm afraid but NO, sent 6/21).
  • 6/24 : from Ryan (CS) : STOVA site changes have been made.
• 6/21 : to Adam (SOC) : quick update of name list who submitted abstract but not completed registration:
  • samer.alnussirat@berkeley.edu, james.crowley@colorado.edu, meerso@bu.edu, minesnow@ustc.edu.cn, xy88@njit.edu
  • Sophie Musset registared virtual-only but allocated a talk.
  • 6/21 : from Adam : Thanks! Sophie Musset has a colleagure present for her.
  • 6/21 : from Adam : Daniel Ryan's abstract is not found in our archive.
  • 6/21 : to Adam : If Daniel Ryan sent his abstract to you personally, not via our abstract submission form, then there is no way it is included in our archive.
  • 6/21 : from Adam : Daniel Ryan stated he also used the abstract submission site. (Not confirmed, probably failed, reported by Keiji on 6/21).
  • 6/21 : to Keiji : Please manually add Daniel Ryan's abstract to the system. (done, from Keiji on 6/21).
  • 6/21 : from Adam : Near final time schedule attached.
  • 6/22 : to Adam : It is uploaded to our conference web site. Harsh Mathur repeatedly requested us to give him a talk. If you decided not to give him a talk, please write to him about it.
  • 6/22 : from Adam : I will tray to get him added back.
  • 6/23 : from Adam : Updated schedule (ver.6) attached. (on-lined, on 6/23).

week of 6/24

• 6/23 : from Ryan Milligan (invited speaker) : It is not clear how long the talks are meant to be. Can you confirm how long my invited talk should be?
  • 6/23 : to Ryan Milligan : My understanding is tha it is 12(talk)+3(question) for invited talks. Adam will correct if this is wrong.
  • 6/23 : from Adam : It is set 12(talk)+3(question) for your invited talks. It used to belong to future mission session so set shorter, but now that it moved to different session, it is reasonable to give you 15+5 minutes.
  • 6/23 : to Adam : Unless Ryan prepers shorter talk, it is more reasonable to give him 15+5 minutes. It is hard to explain in the web site.
  • 6/24 : from Ryan Milligan : I am happy to fill a 15+5 minute slot.
  • 6/24 : from Adam to Ryan : Let's go for 15+5 then.
• 6/23 : from Adam : Updated science schedules are ready.
  • 6/23 : to Adam : ListScheduleVersion06.pdf has extra pages, and Friday talks are listed earlier than Thursday's. Could you also provide list of poster presentations?
  • 6/24 : from Harsh Mathur (participant) : request of giving back hist talk. Financial support from the institute is contingent upon my oral presentation.
  • 6/24 : from Adam to Harsh : It has been placed back on the latest schedule, which should go live soon.
  • 6/24 : from Adam : You can remove extra pages by editting the PDF file, but updated version with Ryan's talk will come soon.
• 6/23 : from Keiji : a list of family applied for childcare support: Maria Kazachenko, Milan Gosic, Sanjiv Tiwari, Navdeep K. Penesar, and Paola Testa.
  • 6/24 : to childcare support applicants : provisional amount of support is $250/family, but we will be flexible with number of children and grade of services they need.
  • 6/25 : from Marsha : In the end, my family taking care of our kids, so you can exclude me from the list. (Thanks for letting me know, sent 6/25).
• 6/23 : from Cindy Wright (Big Yellow Barn) : proposing a pre-banquet walk-through. How about 7/9 epm MDT?
  • 6/24 : from Wendy to Cindy : 7/9 3pm MDT would work for me. We are using Sadie's Catering and Emily Barlow's Bar service.
  • 6/24 : to Cindy : 7/9 3pm MDT works for me, too, either with zoom or in-person.
  • 6/27 : from Cindy : Let's do 7/9 3pm MDT. Thanks for the vender info. Zoom with Wendy, in-person with Aki.
  • 6/27 : to Cindy : 7/9 3pm MDT will work for me. (Confirmed. from Cindy 6/27).
• 6/24 : to Samuel Krucker (participant) : Your registration is duplicated (5/31 & 6/20). Write to Ryan Richer if you would like to cancel one.
• 6/24 : to Harsh Mathur (participant) : You registered as a regular participant. You don't need the fee waiver anymore?
  • 6/24 : from Harsh Matur : My institute supports airfare, visa, conference fees. but not for accommodation. Still interested in working as a student volunteer.
  • 6/25 : to Harsh Matur : Will hire you as a volunteer and reimburse $400 in addition to the initially promised $300.
  • 6/26 : from Harsh Matur : Thank you.
• 6/24 : from Rebecca Stanton (zumba) : keep forgetting to do the video. When do you need it?
  • 6/24 : to Rebecca Stanton : it would nice if we could get by the end of June.
  • 6/26 : from Rebecca Stanton : Make sure to bring your phone and have it charged on Friday. We will shoot the video.
  • 6/27 : to Rebecca Stanton : Will do, see you tomorrow.
  • 6/28 : at cardio dance class with Rebecca : After the class, shoot the video.
• 6/24 : to Jody Barney (NAH) and Shawn Long (Work Control) : We don't need to rend and move the poster boards from NAH to SUB. Thanks for your time for us in March.
• 6/24 : from Ryan Richer (CS) : We do not have a link for you to QuickPay. No experience with the services like Eventbrite. Are we paying for any portion of this excursion? If so we will need to use Aventri for payment.
• 6/24 : from Isabella Kraus (participant) : Thanks for the travel support ($200).
• 6/24 : from Ryan Richer (CS) : inquiry from Harry Greatrex forwarded.
  • 6/24 : to Harry Greatrex (participant): Officially it is too late to add person, but I will accept your quest to the banquet with the fee $80. Receiving the payment is not easy because our registration site is now closed. Will let you know about the method.
  • 6/25 : from Harry Greatrex: Thank you for your consideration. The info of the student is (Aisling O'Hare, vegetarian). Is it possible for Aisling to fully attend the conference?
  • 6/25 : to Ryan Richer (CS): Is it possible to reopen the STOVA registration site at least the MSU-SAO student site without payment?
  • 6/25 : to Harry (participant): It takes time to answer to your inquiry. Plase make sure if Aisling can fully attend if our situation allows and Ryan will pay $500 for a student without presenting.
  • 6/26 : from Ryan Milligan (participant): I am happy to pay $500 for Aisling.
• 6/24 : from Ryan (CS) : You can sign the contract with Emily.
  • 6/24 : to Ryan and Gina (CS): Thanks, then could you process the payment?
  • 6/24 : from Gina (CS): I'm working on it.
• 6/24 : to Chunming : Could you contact Kenzie and ask their availability of the hike at Hyalite?
  • 6/24 : from Chunming : Sure, how many people? Should I also ask the price of rafting? BTW, Hyalite Pavilion has been reserved already. How about Lewis and Clerk Cavern?
  • 6/25 : from Chunming to Kenzie (MSU REC) : Ask the reason of significant raise of the price. Provide a quote for ~20 person hiking around Hyalite Reservor?
  • 6/25 : from Kenzie to Chunming : Raftinf price can be reduced to $1371 ($76.17/person). The cost of Hyalite hike will be $869.16 ($48.29).
  • 6/26 : from Chunming to Kenzie : Thank ou for the update.
• 6/24 : from Ryan (CS) : Have you reserve the buses? I am not sure how to collect money from the participants who paied already.
  • 6/24 : to Ryan : Not yet. We need credit card info from Gina to do that.
  • 6/24 : from Gina : I can't pay without a contract in place. Please determine your schedule and draft a contract with First Student.
  • 6/26 : from Ryan : modifying the registration site for a new fee collection is difficult.
  • 6/26 : to Ryan : We will use more analog method : Sign-up with email and pay at the Auxlirary Casher during the conference.
  • 6/26 : from Ryan : Sounds like a plan. I would suggest a cutoff date of payment on 7/25.
  • 6/26 : from Ryan : We will add a $5.00 per transaction fee that will be added to the final invoice. This for the additional staff and work.
  • 6/26 : to Ryan : You mean if we have 60 people attending the excursion, then we add $5 * 60 = $300 to the final invoice to CS?
  • 6/26 : from Ryan : Yes. We have only charged you $25 per participants when that should be $40.
  • 6/26 : to Ryan : $25 to $40 is a huge difference. Please explain what was missiong?
  • 6/26 : from Ryan : Charge is still $25. I would add add $5 to the cost of excursion participants.
  • 6/26 : to Ryan : Explain the bases of this difference: $25 and $40. It isimportant for our budget planning.
  • 6/26 : from Ryan : Your charge is still $25. Addition is only for excursion.
  • 6/27 : to Ryan : I've been relieved, thank you.
• 6/25 : from Jody Cutting (Karst Stage) : Received the check for the full payment. Is the schedule provided in the past still correct?
  • 6/25 : to Jody (KS) : Update schedule sent (turned out only for going trip).
  • 6/25 : from Ryan (CS) : Are they all returning to the SUB after the banquet?
  • 6/25 : from Jody (KS) : We can work with the schedule. Will the returning trip stays the same?
  • 6/25 : to Jody (KS) : Sent info about the returnng trip.
  • 6/25 : from Ryan (CS) : SUB closes at 7pm. When you return it is locked.
  • 6/25 : to Ryan (CS) : No problem. I will let the participants know about it.
  • 6/25 : from Ryan (CS) : can you send me an updated agenda?
  • 6/25 : to Ryan (CS) : URL of the updated time schedule provided.
  • 6/25 : from Ryan (CS) : need info of location.
  • 6/25 : to Ryan (CS) : they(oral sessions) are all held at the ballroom A. As for the posters, we might only need 2 rooms (ballrooms BC or CD).
• 6/25 : to Roy Smart (student assist.) : Can we meet this week to discuss stucents' tasks?
  • 6/26 : from Roy : How about Friday 2pm? (it works, sent on 6/26).
  • 6/26 : to Roy : I have a conflict at 2pm. How about 1pm? (OK, by Roy 6/26).
  • 6/28 : in-person meeting with Roy at 1pm at Solarium: Provided list of tasks. Promised to provide a name list of all student assistants.
• 6/25 : to Christy Mikulich (Big Sky Resort) : still waiting for your response about the possible schedule of the lift ride.
  • 6/26 : from Christy (Big Sky) : We are good to go. How many people signed up for the trip? How will you paying for the tour?
  • 6/26 : to Christy : Expect 20-30 people. Please provide the time schedule. We will use credit cards for the payment.
• 6/25 : to Gina (CS) : question about collection money: can you use Paypal? Or is it OK for the 50+ participants visit your office during the conference for the payment?
  • 6/25 : from Gina (CS) : We cannot use Paypal, Venmo, Zello, etc. As for the in-person payment, Our Auxiliary Casher is available M-F 8am-2pm with a lunch around 12:30pm.
• 6/25 : to Wendy Chou (LOC) : Ryan at CS said OK to sign the Bartender contract with Emily. CS is processing the payment of $200. How do you usually sign the contract in PDF?
  • 6/25 : from Wendy (LOC) : You can digitally sign with Adobe PDF Reader at MSU. Just saved signed the signed contract and send the entire document back to Emily.
  • 6/26 : to Emily Barlow (406 Mbile Bar) : Signed contract sent. (Received. from Emily on 6/26).
  • 6/26 : to Wendy : Adobe PDF reader on Grayling worked perfectly! Thanks for you advice. Signed contract has been sent to Emily and Ryan Richer. (Glad it worked. from Wendy on 6/26).
• 6/26 : to Ryan Richer (CS) : Could you re-open the registration site so that we can accept a few more person?
  • 6/26 : from Ryan Richer (CS) : Opened up registration site. Will close on 7/3.
  • 6/27 : to Harry, Aisling and Ryan Milligan (participants) : The registration site is tentatively open and close on 7/3. Please finish Aisling's registration by then.
  • 6/27 : to Arkadiuz Berlicki (participant) : We will open the registration site for a while. If you are still interested in attending virtually, please finish registration by 7/3.
  • 6/28 : from Arkadiuz Berlicki (participant) : Thanks for a good news. I will plan to register as viutual.
• 6/26 : from Chunming to Lewis&ClarkStatePark : inquiry: can we get educational group discount? Availability of Classic & Paradise tour?
  • 6/26 : from Chunming to First Student Charter : request of a quote : from Bozeman to L&C Cavern.
  • 6/26 : from Chunming to First Student Charter : request of a quote : from Bozeman to Hyalite Reservoir.
• 6/26 : from Ryan (CS) : Please check the updated room diagram (SUB ballrooms A-BCD).
  • 6/26 : to Ryan (CS) : Is there a partition between A and BCD? Is the poster board stand stable?
  • 6/26 : from Ryan : Partition between A and BCD added. The poster board stand stable. (Hinode2024V1.pdf)
  • 6/27 : to LOC : Ask comments to LOCs about poster board layout.
• 6/27 : to Ryan Richer (CS) : Please report the status of the Hyalite.
  • 6/27 : from Ryan (CS) : There are 36 applications at Hyalite. (thank you, sent 6/27).
• 6/27 : to Gina (CS) : Is it OK to use my P-card for a bus reservation with First Student Charter. Credit card info is required for reservation but it will not be charged until the contract established. They don't need deposit.Please report the status of the Hyalite.
  • 6/27 : from Gina (CS) : Absolutely. (thanks, sent on 6/27).
  • 6/27 : from Ryan (CS) : OK. we do need the bus contract ASAP.
• 6/27 : in-person meeting with Chunming (12:30pm at Solarium): Need to fix excursion asap. Let's secure buses first.
  • 6/27 : from Chunming : summary of current contract. [1] Lewis&Clark [2] Rafting [Hyalite hiking, [4] Lone Peak lift.
  • 6/27 : to Chunming : bus quote for Lone Peak trip sent.
  • 6/27 : from Chunming : First Student bused reserved using Chunming's P-card. Buses with A/C are not available in the Bozeman area.
  • 6/27 : to Chunming : Glad to know that. Let's proceed in this vein. L&C and LPM
• 6/27 : Regular SOC/LOC meeting (14:30 CDT / 13:30pm MDT): telecon agenda.
  • registration site temporarily open to accept a few person. Closes on 7/3.
  • Opening session on 7/23. Expect 10 minutes talk from MSU admin (Yves or Waded).
  • Banquet. I am going to ask Kathy Reeves to be a master of banquet.
  • Excursion to be fixed. Lewis&Clart and BigSky(LPM).
  • waiting for your input of list of posters.
  • Keiji will create an abstract book.
  • Next meeting will be in two weeks(Adam in White Sands).
  • 6/28 : from Adam : Opening is currently planned for 15 min from 8:15am. Should be start at 8am?
  • 6/28 : to Adam : I didn't check the schedule well. How about starting at 8:15am?
• 6/27 : in-person chat with Jiong and Dana (SOC) : Best student poster contest. Plan MSU almni dinner during the conference.
  • 6/27 : to Jiong (SOC) : List of conference participants with email address.
  • 6/27 : from Jiong (SOC) : Thanks for the list. I will create MSU-alumni list. Who is an appropriate person for a student poster judge (How about Shin Toriumi?).
  • 6/27 : to Jiong (SOC) : Shin is a good choice. If I need to add one more, Akiko Tei.
  • 6/27 : from Jiong : There are 34 MSUers attencing the conference. Adding Charles, Wendy and Margret, there are 36 in total for Alumni party.
  • 6/27 : from Jiong : There are 34 MSUers attencing the conference. Adding Charles, Wendy and Margret, there are 36 in total for Alumni party.
  • 6/28 : from Dana : Invitation to MSU Alumni BBQ at Chez Valerie et Dana on 7/24(Wed) at 7pm sent to the list.
• 6/27 : to Ryan (CS) : inquiry of preparation of name badges. When do you prepare? Wendy Chou will be helping our conference. Also print tickets for lunch and alcohol.
  • 6/27 : from Ryan (CS) : I will prepare in the week of 7/8. I will meet with Wendy on 7/18. How much tichkets do you need. How many ticket do you need?
  • 6/27 : to Ryan (CS) :
    • lunch at Rendezvous : 2 tickets per in-person participants(151) = 302
    • alcohol at Banquet : 2 tickets per banquet participant(151+11) = 324
    • I need to check and correct the name list + affiliation pair.
  • 6/27 : from Ryan (CS) : I will send you the list of participants info.
  • 6/27 : to Ryan : Layout of name badge suggested.
  • 6/27 : from Ryan : if you have a logo please sent that.
  • 6/29 : to Ryan : I will send the modified logo by 7/3.
• 6/27 : to Jean Korth (MSU Catering services) : Can we meet some time next week?
• 6/28 : to Chunming (LOC) : Request to investigate availability of the buses with A/C.
  • 6/28 : to Jody Cutting (Karst Stage) : inquiry on possible availability of the smaller buses with A/C on 7/27.
  • 6/28 : from Jody Cutting : Unfortunately no. (Thanks, sent on 6/28).
  • 6/28 : from Chunming : Will try to find smaller buses with A/C.
  • 6/29 : to Chunming : Sorry for the weekend work, but could you call some companies to find buses with A/C?
  • 6/29 : from Chunming : Just called Shofur and talked to an agent but then directed to local charter bus, but no one answered. Tried another at busbank.com to requst quote for 2 trips online. It will take one business day to get an answer.
• 6/28 : to Crystal Brubaker (LARK) : Request of final list of the guests.
  • 6/28 : List provided. 29 rooms were picked up and the room block minimum is met. Do you expect that last room will be needed?
  • 6/28 : to Adam : report of LARK status. Would you like to take the last one?
  • 6/28 : from Adam : I have a reservation at the hotel of NASA's choide.
  • 6/29 : to Crystal (LARK) : Would like to reserve as the LOC. Let me know how we can proceed.
• 6/28 : to Amir Caspi (SOC) : Could you set up your zoom so that we can use for testing.
  • 7/2 : from Amir : Sorry, I lost track of this. I'll set this up this afternoon and we can test tomorrow.
• 6/28 : to Ryan Richer (CS) : inquiry of the room 233/235 or 168 availability for SWG meeting on 7/22.
  • 6/28 : MSU - CES : Summary of the room reservation status for our conference.
  • 6/28 : from Ryan Richer : room 233/235 are unuvailable. How about ballroom CD?
  • 6/28 : to Ryan Richer : how about room 168?
  • 6/28 : from Ryan Richer : 168 is available. Do you need ballroom CD too?
  • 6/28 : to Ryan Richer : Please confirm the room 168 accommodate 20 people and has internet access, a projector with screen. If yes, then would like to reserve. Would like to reserve ballroom CD, either for 7/22 4-8pm for poster presenters' convenience.
  • 6/28 : from Ryan Richer : reservation of room 168 and ballroom CD for 7/22 have been made.
  • 7/1 : from Ryan Richer : How would you like room 168 set, theater classroom? What is BCD used for on 7/22?
  • 7/1 : to Ryan Richer : The room 168 is used for a meeting including some virtual participants via zoom, needs screen and projecter. The ballroom BCD on 7/22 is the same usage as other days.
• 6/28 : from Jiong to SOCs : Invitation to Student Poster Contest. There are 15 student posters and looking for 15 conference participants to judge the poster. Is anyone from LOC & SOC would like to volunteer to judge 2 posters and submit the results before the banquet.
  • 6/28 : from Adam (SOC) : Count me in.
  • 6/29 : from Vanessa Polito (SOC) : I am available as a judge. Other 5 are listed.
  • 7/1 : from Paola Testa (SOC) : I am available as well.
• 6/28 : from Chunming : Quotes of First Student Charters for L&C($847) and Hyalite($729.50) trips.
  • 6/28 : to Chunming : I am confused. Are they for the buses with A/C?
  • 6/28 : from Chunming : No, just for your record.
  • 6/28 : to Chunming : I see. But we are now looking for buses with A/C. Requesting you to work on that.
• 6/29 : from Vanessa (SOC) to Patrick : Sorry to hear that Ramada's tvavel problem. Hope somehow she will be able to attend.
  • 6/29 : from David Williams (ESA): Will find a fund to support Ramada. Please ask her to go ahead to register.
  • 6/29 : to David Williams and Ramada : Happy to hear that Ramada can travel. Ramada, please finish your registration from the specified site by 7/3.
• 6/29 : from Sabrina Savage to LOC : On campus parking info?
  • 6/29 : to Sabrina: Check out our website first. If you need further info, I will ask the conference services.
• 6/29 : to Adam : Please collect the abstract and other info from the post deadline registrant at your place. (Will do. from Adam on 6/30).
• 6/29 : visit Big Sky Resort with Keiji : collect information about the lift time schedule, lunch place, but parking, etc.
• 6/29 : to Roy Smart (Student Assist) : Send a name & email address list of student assistants.

week of 7/1

• 6/30 : from Vanessa Polito (SOC) : request to add one more banquet guest.
  • 7/1 : to Vanessa : Sure. Please pay $80 on-site. Please provide the name of additional guest and dietary restriction if any.
  • 7/1 : from Vanessa : the extra name missing is my partner's: Tim Zuehlsdorff, no dietary restrictions. (thanks for the info, I've got it. sent on 7/1).
• 6/30 : from Colton Langell (Lewis and Clark Caverns State Park) : our group total is 25 per tour, so you would have to split the group (30) to Classic and Paradise. Reservation hot line is 855-922-6768, and ask for the education rate.
• 6/30 : to Keiji (LOC) : Request of creating a new mailing list for virtual attendee.
  • in-person : h17i15s3_conf@sympa.montana.edu
  • virtual-only : h17i15s3_virt@sympa.montana.edu
• 6/30 : to Rhiannon : Request of modifying the monty-bison logo for a name badge. Could your make it 920x185?
  • 7/1 : from Rhiannon : I think I have time. please clarify the size : 920x185 or 920x370.
  • 7/1 : to Rhiannon : It's 920x185.
  • 7/1 : from Rhiannon : Give this a look. (the size is not 920x185, sent on 7/1).
  • 7/1 : from Rhiannon : How about this? (the size is good, but I have to ask 920x120. sent on 7/1).
  • 7/1 : from Rhiannon : Let's try this one. (the size is good, but I have to ask 920x120. sent on 7/1).
  • 7/1 : to Rhiannon : The new size (920x120) looks good. Let's talk about the layout tomorrow. (Layout discussed in-person and the name badge logo finalized by Rhiannon on 7/2).
• 7/1 : from Changxue Chen (participant) : I switched to virtual attendance but the program still has my name. Is my virtual talk accepted?
  • 7/1 : to Changxue : I will forward your mail to Adam Kobelski. He will get back to you.
  • 7/1 : from Adam : I am out of town and retutning 7/6.
  • 7/1 : to Changxue : Adam is out of town and thus I will answer. We do not change our policy about contributed talk, so it should be a mistake.
  • 7/1 : from Changxue : Received, thank you.
  • 7/1 : from Adam to Changxue : Thank you for spotting that. I apologize for any confusion it may have caused, but our policy unchanged.
• 7/1 : to Chunming (LOC) : I made a web page for excursion. Can you think of a good way to collect sign-up for participants?
  • 7/1 : from Chunming : How about using some pool website like slide? The park fee would be $12/person. I will reserve my credit card to reserve. Will look into the mid bus with A/C.
  • 7/1 : to Chunming : How about slido collect names who goes to which plan.
  • 7/1 : from Chunming : For collecting the info about excursion, I used two method. (1) enbed questionary to the excursion website, but you need to run the server. (2)Use surveymonkey, etc., but needs money ($39/month). (3) email based communication.
  • 7/1 : from Chunming : how about the way we use for REU?
  • 7/1 : from Keiji : I created a sign-up form web page at https://solar.physics.montana.edu/h17_i15_s3/excursion_signup.html. Input information will be in
    • /www/h17_i15_s3/submitted/Excursion/LC.list # Lewis and Clark Cavern
    • /www/h17_i15_s3/submitted/Excursion/BS.list # Lone Peak Mountain
  • 7/1 : to Keiji : Wonderful job on the web page. Let's drop "3" from the additional guests. Submission tested.
  • 7/1 : to Keiji : Please add the paragraph of "About payment:" after the additional guests?
  • 7/1 : to Wendy (LOC) : Please take a look at our excursion page. Appreciate your comments.
  • 7/1 : from Wendy : Suggestion of wording, and adding "requirements for the trip" copied from their web site.
  • 7/2 : to Wendy : Thank you, the web site modified accordingly. (You're welcome from Wendy, on 7/2).
• 7/1 : to Kathy Reeves (SOC) : Request to be the master of the banquet.
  • 7/2 : from Kathy Reeves : I would be happy to!
• 7/1 : from Ryan Richer (CS) : I will add SUB 168 to reservation. 168 has a projector and screen, internet is the campus Wi-Fi MSUGuest. Please provide your agenda.
• 7/1 : to Sam Krucker (participant) : Resending the message of double registration from my MSU official account.
• 7/1 : from Jiong Qiu (SOC) : Current list of stdent poster judges.
• 7/1 : from Kidetaka Kuniyoshi (Participant) to LOC : Provide details of the $500 registration fee. Specifically I would like to know if this fee includes meals.
  • 7/1 : to Kuniyoshi : Reception, Banquet, Lunchx2, breakfast.
  • 7/2 : from Kuniyoshi : Please provide the values included in the registration fee.
  • 7/3 : to Kuniyoshi : Reception ($10), Banquet($80), Breakfact($1) are on the registration fee, but lunch tickets are from donation from MSU.
• 7/1 : from Gina Reynolds (CS) : Invoice for the Big Yellow Barn?
  • 7/1 : to Cindy Wright (BYB) : Please confirm that you don't take a deposit for our eveint.
  • 7/1 : from Cindy Wright : We will invoice you after the event for MSU-related events.
  • 7/1 : from Gina to Cindy : Thanks. Please include me on the invoice as I will pay this.
• 7/1 : from Ramada Sukarmadji (participant) : Thank you to David Williams for ESA support. I will complete my registration by 7/3.
  • 7/2 : from Ramada Sukarmadji : I have successfully registered for the conference. Can I obtain an invitation letter?
  • 7/2 : to Ramada Sukarmadji : Your registeration confirmed. The invitation letter for you is attached.
  • 7/3 : from Ramada Sukarmadji : Request to write my full name : Ayu Ramada Cindera Sukarmadji in the invitation letter.
  • 7/3 : to Ramada Sukarmadji : Modified invitation letter sent. (Thanks, from Ramada on 7/3).
  • 7/4 : from Patrick Antolin (participant): I just would like to thank you very very much for providing this financial support to Ramada!
• 7/1 : to Christy Mikulich (Big Sky Resort) : I visited the Big Sky Resort last Saturday and talked with Kaitlyn and got time schedule of the trip. We will reduce the number of guest 33 to 22, so will drop the last trip from reservation. Let me know how we should proceed furthr?
  • 7/1 : from Christy (Big Sky) : I will drop the 11:05 tour. I will send a confirmation letter at that time we will need payment. If someone else I need to contact for payment please let me know.
  • 7/1 : to Christy (Big Sky) : I will include Gina Raynolds in future conversations as she arranges the payment. Is it possible to give us $75 including gratity? What is your cancellation policy when we only have 10 participants?
  • 7/1 : from Christy : I will work with Gina for payment. $75 including gratuity is OK. Usually you are responsible for all 22 seats since we are inside of 30 days. Let's see how many people sign up and we can go from there. Weekly report of number of sign up would be great.
• 7/1 : from Ryan Richer (CS): have you contacted catering service about reception?
  • 7/1 : to Ryan Richer : MSU catering has already contacted. Venue is Romney 4F.
  • 7/1 : from Ryan Richer : Let someone else know you are using that space. I would call the registrar's office just to check on the building hours.
• 7/1 : from Ryan Richer (CS): what day are they eating at Rendezvous?
  • 7/1 : to Ryan Richer : They are for any dates between 7/23 and 7/26, so specific dates.
• 7/1 : from Chunming to First Student Charter : could you provide a quote for the modified Lewis and Clark trip?
• 7/1 : from Ryan Richer (CS): do you have an agenda?
  • 7/1 : from Ryan Richer : Here is an example of a multi-day agenda.
  • 7/1 : to Ryan Richer : Agenda sent. The example helped me a lot.
  • 7/2 : from Ryan Richer : This is SO helpful thanks! Event confirmation and Ballroom layout sent.
  • 7/2 : to Ryan Richer : SUB 168 room charge is set full day, but we use only 1-4pm. Please correct.
• 7/1 : from Jean Korth (MSU catering service): Are you available to meet on Wednesday?
  • 7/1 : visit MSU catering office : See Jean and promised to meet Wednesday 10am.
  • 7/2 : from Jean (MSU catring) : Link to chick-fil-a for on-line order provided. Offer of All Day Beverages package available ($1,200 a day for 150 guests).
  • 7/3 : from Jean (MSU catring) : meeting had to be push back 30 mins. (OK, sent 7/3).
  • 7/3 : from Jean : proposal of Monday reception sent. ($2,289.40) /150=$15.26 > $10. Would you like to droop some items?
  • 7/3 : from Jean : proposal of coffee break sent. ($5,792.55) /150/4=$9.65/person/day.
  • 7/12 : visit Jean's office : ask about the price of panna cotta ($5 --> $9 in two years)?
  • 7/12 : from Jean : 2023 catering menu URL is sent. According to the latest menu, the price of panna cotta is $9.
• 7/1 : from Chunming (LOC): I just called the caverns park and made the reservation for 18 people, classic tour. The reservation code is 1-118493.
  • 7/1 : forwared from Chunming : Confirmation letter of reservation from ReserveAmerica.
  • 7/1 : to Chunming : First Student Big Sky bus trip confirmation forwarded.
  • 7/1 : to Chunming : When do we need to pay for 18 spots of classic tour? And what is their cancellation policy when we can only fill 10 spots?
  • 7/1 : from Chunming : I paid from my personal credit card. There might be a cancellation fee of around $10.
  • 7/1 : to Chunming : You will be of course reimbursed if they already charged. But could you ask them if they can draft a confirmation letter and let our conference services pay for thie reservation? (I will, from Chunming 7/1).
• 7/2 : to Chunming (LOC): Can you quickly set up a poll page to survey the hotels our participants are staying?
  • 7/2 : from Chunming : had a technical issue when setting up the excursion hotels, I doubt I can finish setting up the poll today. And I am having some conflicts this week.
• 7/2 : to Jonathan Dove (CS): Can we meet in person to discuss IT support from you for our conference?
• 7/2 : from Diane Althans (Bequet Confections) : Your order is ready for pick up.
  • 7/3 : to Diane : We will drop by your shop on 7/3 at a little after 8:30am.
  • 7/3 : visited Bequet Confections and picked up 160 gift babs with Keiji.
  • 7/3 : from Diane: Thank you. I hope your event is successful.
• 7/2 : to LOCs : Sharing recent updates: excursion information to be released. Roy Smart agreed to be the leader of student assistants. Kathy Reeves agreed to be the master of the banquet.
• 7/2 : to Keiji : Please add Ramada (ramada.sukarmadji@northumbria.ac.uk) and Aisling (aohare32@qub.ac.uk) to the in-person mailing list. (Done by Keiji on 7/2).
• 7/2 : to Ryan (CS) : Conference log for a name badge sent.
  • 7/3 : from Ryan : Thanks, but not sure if it will fit as 3" x 4" badge.
  • 7/3 : to Ryan : Of course you can shrink as it fits.
  • 7/3 : from Ryan : Printing image of a badge with logo sent. (Looks great, thanks. sent on 7/2).
• 7/2 : to h17i15s3_conf (in-person) mailing list : Recent time schedule available from the web site. Excursion info released. Sign-up is open and close on 7/15.
• 7/2 : from Hugh Hudson (participant): I don't see my name on the program. Is this (a) because I'm a poster, (b) I forgot to send an abstract, or (c) I've been vetoed?
  • 7/2 : to Hugh Hudson: quick answer is (a). I havn't received the poster list from Adam.
• 7/2 : to Todd Bucher (Romney manager) : Can you find time to meet with me in-person and explain about our reception on 7/22?
• 7/2 : to Gina (CS) : Send invoice($1,000) to REU(4WA523) owned by Jiong Qiu, for the registration fee of 4 REU students.
  • 7/2 : from Jiong to Gina : Please charge the index 4WA523, under the category "participant support".
  • 7/3 : from Gina to Jiong : Invoice sent. This will process July 26th due to our fiscal year-end processing. (Thank you, from Jiong on 7/3).
• 7/3 : from Ryan Richer (CS) : mail from Arkadiusz Berlicki forwarded. Having trouble in payment by credit card.
  • 7/3 : from Ryan to Arkadiusz : Suggests payment over the phone.
  • 7/3 : from Arkadiusz to Ryan : Payment over the phone not preferable, as it is unsecure.
• 7/3 : from Chunming (LOC) : Called Shofur and Busbank, but they both do not have mid size bus available on 7/22. Not have reply from First Student on a new quote.
• 7/3 : from Gina Reynolds (CS) : I'm taking care of the payment transfer part. What are the names of the four REU students/presenters?
  • 7/3 : to Gina : They are Allison Snyder, Kelvin Scheurer, Philip Klaassen, and Simon Shepard.
  • 7/3 : to Gina to Ryan : One of the payments won't come in until AFTER the conference due to year end processing. I don't want them to show up on an incomplete report, but they will show they owe money until at the start of the conference.
• 7/3 : from Madeline Michels (MSU Blankcanvas) : Copy of receipt for bandanna printing. (Thank you, from Gina to Madeline, on 7/3).
  • 7/3 : from Rhiannon : receipt forwarded.
  • 7/3 : to Rhiannon : Thanks fo the receipt. Are you going to pick up the bandannas, or they deliver?
  • 7/3 : from Rhiannon : I can pick up, but not sure if I can this week.
  • 7/3 : to Rhiannon : picking up next OK is fine.
• 7/3 : from Ryan (CS) : Sam Krucker's double registration. Shall we cancell one?
  • 7/3 : to Ryan : I wrote Sam Krucker twice but no response. We should wait until he says something about this. (Sounds good, from Ryan on 7/3).
• 7/3 : to Ryan (CS) : Please reserve the SUB fireplace room 12:30pm to 1:30 pm for a breakout lunch meeting.
• 7/3 : from Johnathan Mcclain (Romney program coordinater) : We can't control room reservation. Contact Dept. of Education.
  • 7/3 : to Johnathan : I have already contacted the registrar's office in November 2023. I am trying to remind you of our use of the area.
  • 7/3 : from Johnathan : I'm sorry, we are not really able to assist with this.
• 7/3 : from Chunming : First Student sent us a new quote for modified trip to Lewis a& Clark Cavern. Is it OK to reserve?
  • 7/3 : to Chunming : The time schedule looks not good. Is it you who wrote it or they?
  • 7/3 : from Chunming : We only need to provide the departure time when quoting. My feeling is that their arrival time is not right, might be kind of randomly filled in.
• 7/3 : from Adam (SOC) : Updated list of oral and poster presentation.
  • 7/3 : to Adam : Suggestion to align in order of session group and giving a new number P-1,P-2, etc.
  • 7/3 : to Adam : Also request to remove some participants who switched to virtual or cancel their trip.
• 7/3 : from Wendy (LOC) : past mail forwarded (requesting Sadie's updated proposal).
• 7/3 : from Adam to SOCs : Volunteering to Chair sessions.
  • 7/3 : from Paola Testa (SOC) : I've put my name as a possible tlunteer for chairing sessions. One preferred and others in ().
  • 7/4 : from Lucie Green (SOC) : Sorry not to be able to help with chairing. I have no travel funds.
  • 7/4 : from Reetika Joshi (SOC) : I feel sorry as well not to travel and help chairing.
• 7/5 : to Wendy Chou (LOC) : report final number of banquet guests and a list of dietary restrictions.
  • from Wendy : Thank you. I will update Sadie.
  • from Wendy to Sadie(catering) : Updated number of guests and list of dietary restriction sent.
• 7/5 : from Chunming Zhu (LOC) : Just talked with First Student, and they mentioned that the arrival time is based on the road condition at the time of booking. I added another 30min at Bridger Brewing. The new quote is $950.
  • 7/5 : to Chunmng : Should we cancel the previous L&S quote and replace with the new one?
  • 7/5 : from Chunmng : We have no reservation for L&S trip. I will reserve that with my P-card.
  • 7/5 : from Chunmng : Just reserved. The order number is 100079.
  • 7/5 : from Chunmng : Confirmation arrived from First Student.
  • 7/5 : to Chunmng : Is this the first confirmation for L&C tour? If so, thank you. (Yes, from Chumming on 7/5).
• 7/5 : in-person chat with Jiong : Jiong needs list of poster presentation to prepare for a best student poster contest.
  • 7/5 : to Jiong : The initial list from Adam was sent to Jiong, although it is just alphabetic order and includes withdrawn abstracts.
  • 7/5 : from Jiong : Based on the list, some 16 student posters found including 4 REU students. There are a few more, but probably total number is less than 20.
• 7/5 : to Wendy Chou : Would like to support you in a form of travel support, not a hourly wage: (1) transpotation (airfare equivalent value) (2) hotel stay (3) Kona care. Is there any other significant expence?
  • 7/5 : from Wendy : Thank you for supporting me. (1) $1,155 is the flight from Hunsville to Bozeman 7/18-28. (3) Kona care would be inappropriate (in case of audit). It would be nice to support MSU parking fee.
  • 7/6 : to Wendy : Will follow your advice (no Kona care). Happy to pay for parking.

week of 7/8

• 7/8 : from Ryan Richer (CS) to Arkadiusz Berlicki (participant): Would you call our office and give us your credit card so that we can process?
• 7/8 : from Ryan Richer (CS): The fireplace is not available on 7/22. How about SUB 168 instead?
  • 7/8 : to Ryan Richer : Is either SUB 232 or 236 available?
  • 7/8 : from Ryan Richer : No, SUB 168 is the only room. (then please reserve, sent on 7/8).
  • 7/8 : from Ryan Richer : Great. Will you need projector and screen? (Yes, just in case, sent on 7/8).
• 7/8 : to Ryan Richer (CS): New requests and reminder
  • increase the number of poster board from 30 to 40. It turned out we have 79 posters.
  • Hyalite room reservataion status.
  • Correct SUB 168 reservation time on 7/22. While we only use 12-4pm, a full day was reserved.
  • Request of SUB fireplace room reservation (just discussed to use SUB 168).
• 7/8 : to Mariah (Registrar's office) : request of confirmation of our use of Romney 4F common area, and contact with Romney managers.
  • 7/8 : from David Reese (Dept. of Ecucation): Romney reservation is not us but registrar's office.
  • 7/8 : from Mariah : The Romney space is not controlled by us. Forward mail to Todd Bucher.
  • 7/8 : from Todd Bucher (Romney manager) : We only control the rooms inside the building. Access to the Romney from outside after hours should be controled by the CatCard office. Furniture should be returned to the original place, garbege should be removed to a dampster.
  • 7/8 : to Todd Bucher : Thanks for your approval and instruction. We will follow them.
  • 7/8 : from Mariah (registrar's office) : Agree with Todd. Follow his instructions.
• 7/8 : from Rhiannon : Final T-shirts update: With 30 shirts ordered, the amount per shirt is $20.17. This will bring the total to $605.10.
  • 7/8 : to Rhiannon : Let's place an order tomorrow. What is their payment method.
  • 7/8 : from Rhiannon : PayPal, credit card.
  • 7/9 : in-person meeting with Rhiannon
    • T-shirt order placed! with accelerate delivery (7/17), otherwise will be 7/23.
    • 7/9 : from Customink (T-shirt print) : confirmation mail received.
    • 7/9 : from Rhiannon : invoice from Customink received via Rhiannon.
• 7/8 : from Ryan Richer (CS) : Name badge print image sent. Let me know what you think.
  • 7/8 : to Ryan Richer : I would like to correct some records and add banquet guests, etc. Could you send the text data you based on creating these images.
  • 7/8 : to Rhiannon : Tell me the family name of Dan. Need it for a name badge.(Vazquez, from Rhiannon on 7/8).
  • 7/8 : to Ryan : Modified list attached. Shane Atwood and Samuel Krucker were duplicated. Long affiliation shortened. Added 15 banquet guests.
  • 7/8 : to Ryan : Could you also show the preview of the tickets?
    • Banquet guests do not need lunch tickets except Wendy Chou.
    • 3 MSU/REU students should not have drink tickets because underage.
  • 7/8 : from Ryan : Admit One preview sent.
  • 7/8 : to Ryan : Request: Hinode --> Hinode/IRIS/SPHERE.
  • 7/8 : from Ryan : Admit One were already printed and cut. (In that case, OK as they are. sent on 7/8).
  • 7/8 : from Ryan : Would you like to have some Name badge ribbons?
  • 7/8 : to Ryan : We don't have any "roll". Can we choose the color?
  • 7/8 : to Ryan : font size is different for some participants.
  • lots of mail exchange about name badge appearance.
  • 7/8 : lots of mail exchange about name badge appearance.
  • 7/9 : in-person meeting : request of lanyard with better quality. Borrow empty large box for welcome bag preparation.
  • 7/9 : from Ryan : different lanyard availble online.
  • 7/9 : from Ryan : there is some confusion about the ribbon.
  • 7/9 : from Ryan : two large boxes are availble at my office.
  • 7/9 : from Ryan : I found some different lanyard for 200 at $459.38.
  • 7/9 : to Ryan : Would likt to have 160 of them with Gold or Navy colors.
  • 7/9 : visit Ryan's office :
    • Ribbon understood. We may only use "staff", but others not applicable.
    • Navy lanyard with Gold hook ordered by Ryan. Will arrive 7/11.
    • Two large boxes pick-uped.
  • 7/9 : from Ryan : I suggest placing the name badges on the check-in table in alphabetical order, guests can pick them up on their own. It is easier for people to do it this way.
  • 7/9 : from Ryan : final check of the name badge images.
  • 7/9 : to Ryan : Ying Li's afficiation is overwritten with someone.
  • 7/9 : from Ryan : I correcgted Ying's affiliation. I will print now, thanks.
  • 7/9 : to Ryan : Admit one tickets are printed on a regular copy paper, but it is unsecure since they are easily copied and multified. Please use at least color paper.
  • 7/10 : from Ryan : Since there is no specification, they have already been printed, cut and put in lanyards.
  • 7/10 : from Ryan : I do not have any thinker-colored paper as we typically do not provide this service, usually the customer provides these things to ensure it is what they want. It will need to be sent off for printing and cutting. I will add that your invoice, it is expensive.
  • 7/10 : to Ryan : using tickets for lunch and drinks is an idea introduced by Toni. Obviously she had experiences and I expected the conference services should have material for that. It is OK to use to charge it on our account, but I think my request (avoid multiplication) is very primitive level and I never thought I should provide instruction about that.
  • 7/10 : from Ryan : drink tickets are a well-used option for many groups, but again without you letting me know your expectations about what you wanted, I created what I thought would work.
  • 7/10 : to Ryan : as the LOC chair of this event, I request the conference services to make the ticket with colored paper.
  • 7/10 : from Ryan : Copy cats downstairs only have card stock in yellow. I will do one ticket with yellow card stock and one with regular paper in teal blue.
  • 7/10 : to Ryan : what matters most is to avoid easy multification. As long as it works for this purpose and characters are readable, I will accept any color.
• 7/8 : from SYMPA (MSU IT) : new mailing list "h17i15s3_conf_remote@sympa.montana.edu" ready.
  • 7/9 : to Keiji : Please make a mailing list of the virtual-only participants.The list (H17registrant_virtual_20240709.csv) atteched.
• 7/8 : from Gina (CS) : Emily from 406 Mobile Bar says she will waive the need to pay an upfront deposit.
• 7/8 : from Jean Korth (MSU catering): set up of next meeting : 7/10(Wed) 11:30am.
  • 7/8 : to Jean : Thanks for a set up. See you them. I am waiting for your last proposal on the lunch time meeting on 7/24 12:30.
  • 7/9 : from Jean : invoice for lunch time meeting on 7/24 12:30 sent.
  • 7/9 : to Jean : Lunch on 7/24. Replace dessert bar with Panna Cotta? We will use SUB 168 instead of the fireplace room.
  • 7/10 : in-person meeting with Jean (11:30am at SUB catering office) :
    • Finalize the orders (reception, MM lunch, and coffee break).
    • PannaCotta for MM lunch is $9/person and can be ordered from a dozen.
    • Visit Romney Hall 4F together and see the place. Meet with Todd Bucher the Romney Hall manager and talk about our event. Asked about after hour access.
    • from Jean to Dylan Cummings (Catcard office) : request of get access to the Romney Hall until 8:30pm.
    • from Dylan (Catcard) to Jean : I will get that scheduled out.
    • to Dylan (Catcard) : Please allow my catcard the same access with the catering services.
    • from Jean : He will have the whole building open until 8:30 PM. So we do not need to worry about cat cards! (Thanks, that is wonderful!, send on 7/10).
  • 7/11: from Jean : Reception proposal on Monday arrived.
  • 7/11: from Jean : Updated proposal on Wednesday MM Lunch arrived with Panna Cotta and new room (SUB 168).
  • 7/11: from Jean : Updated proposal for coffee breaks & breadfasts.
• 7/8 : from Christy Mikulich (Big Sky) to Gina (CS) : confirmation mail for Lone Peak Ecpedition on 7/27.
  • 7/8 : from Gina to Christy : This is paid now.
  • 7/8 : to Christy : report of reservaion status : 11 out of 22 as of 7/8.
• 7/8 : from Crystal Brubaker (LARK) : If you would like to hold additional room, we would need to add it to the final invoice.
  • 7/9 : to Crystal : Thought about this for one week and decide not to hold a room for urgent need. Please release the room for general reservation.
  • 7/10 : from Crystal : Introducing your group coordinators at THE LARK Bozeman.
    • Jesse Matthew, Guest Services Supervisor
      p: 406.624.3070
      e: jmatthew@larkbozeman.com
    • Goldie Paluck, Front Office Manager
      o: 406.624.3070 | c: 406.404.0534
      e: gpaluck@larkbozeman.com
• 7/8 : to Adam Kobelski (SOC) : Can I receive the modified poster list this week?
  • 7/9 : from Adam : I can provide the modified list.
  • 7/9 : to Adam : When you modify the list, please remove my poster. I have no time to prepare.
• 7/8 : to Arkadiusz Berlicki (participants) : Sorry for the trouble in the process of registration. I will add you to the list of virtual participants. (arkadiusz.berlicki@uwr.edu.pl)
  • 7/9 : from Ryan (CS) : Does he still owes payment correct? Or are you waiving his registration?
  • 7/9 : to Ryan : I will provide zoom link to him but not include in the participant list, because his payment is not complete.
  • 7/9 : from Ryan : I changed him from imcompetend to confirmed, and will charge $40 on your conference account.
  • 7/9 : to Ryan : I see. Please charge $40 on us.
  • 7/9 : from Arkadiusz : Thank you for understanding and for your help.
  • 7/9 : from Arkadiusz to Ryan Richer : I will try bank transfer. Let me kno the account details.
  • 7/13 : to Arkadiusz : Sorry for this slow response. We decided to waive your fee due to the difficulty in international money tranfer. We welcome your participation.
• 7/9 : visit University Police to ask the availability of visitor parking near Stadium.
  • 7/9 : from Univ. Police Officer : You can purchase a day permit at the Bobcat Lot at $8/day.
  • 7/9 : to Wendy : The visitor parking near Stadium are not available due to construction. We will purchase a day permit at the Bobcat Lot. Send us information of your vehicle. (License plate, Make, Model and color, period of use).
  • 7/9 : from Wendy : I purchased a Bobcat Lot permit. Receipt sent.
  • 7/9 : to Wendy : That's Wendy!
• 7/9 : to Ryan Richer (CS): would like to meet with Jonathan. The mail to Jonathan sent on 7/2 forwarded.
  • 7/9 : from Ryan : We have a large conference in the ballrooms until Thursday, so Friday might be better for him.
  • 7/9 : to Ryan : No problem with Friday for us.
  • 7/9 : from Ryan : invitation to the Hinode AV walk throuth on 7/12(Fri) 3:00pm. (thanks for this setup, sent on 7/9).
  • 7/9 : to Keiji : forward the invitation (calender entry)
  • 7/10 : from Ryan : modification of time 3:00pm to 3:30pm.
  • 7/12 : in-person meeting : AV Walk thgough with Jonathan:
    • connection of our PC with Ballroom sysytem confirmed.
    • communication via zoom confirmed, sound can be heard.
    • Jonathan explained how system works: presenter's screen goes to the projecter and goes to CS ooperation room. Camera took presenter and output also goes to CS operation room. Then combined image (screen + presenter) streamded out to the central zoom computer and to internet.
    • Test of combining two images will be done on 7/22 11am. Currently system not availablein preparation for the event starting next Monday.
• 7/9 : Banquet Final Walk through (3pm at Big Yellow Barn) : with Cindy, Wendy(via phone), Keiji, Aki.
  • discussed layout of tables at the Barn 2F
  • discussed position of podium and dance area.
  • discussed sound system availability.
  • 7/9 : reply from Cindy after meeting :
    • You can hook a phone and a mic up to our sound system at the same time. The phone can be hooked up through bluetooth or with a cable. We have the cable.
    • We have a sound system that can be used inside for background music and we can have a wired mic attached to that system for announcements.
    • It may be the most comfortable to have the dance outside on the patio. We have another sound system that we can set up outside with a wireless mic and that you can use for the dance portion of your program. Both systems can accept input from your phone through cables we provide.
  • 7/10 : to Cindy (BYB) : Thanks for the info. Is it possible to test the connction of outside sound system sometime next week?
  • 7/16 from Cindy : Sorry for my delayed reply! We have a number of things going on this week but can you do next week, Tuesday, July 23 at 4pm?
  • 7/16 to Cindy : Unfortunately our conference will start on 7/23 and I am not available on that week. So I am going to ask Wendy on 7/25 to check the outside sound system, when she arrives earlier.
  • 7/16 from Wendy to Cindy : Would it be possible for us to check the sound system on Thursday? I will be at the barn by 3:30.
  • 7/16 from Cindy : Of course your conference starts then! I think it will work just fine to have Wendy come out as you have suggested.
• 7/9 : from Jiong to SOC :
  • student poster contest judges : 17 student posters counted from the currenct list. 9 judges signed up. There are 7 undergrads posters, so we recruit a few grad student judges.
  • session chairs : we use two chairs per two-sessions (of 3 hrs); two chairs, so that one monitors the in-person audience, and the other helps with timing and on-line audience. If so, we need 16 session chairs.
• 7/9 : to Keiji (LOC) : request of filling mail addresses of virtual-only participants for h17i15s3_conf_remote@sympa.montana.edu. The .csv file of the participants is attached. (done from Keiji on 7/9).
• 7/9 : from Akie Moritsuka (participant) : inquiry on travel support restriction. Is it OK to use part of the travel support for daily allowance. Is it OK the proof of receipt is not a original copy.
  • Both OK, replied on 7/9. (Thank you for your quick reply. from Akie on 7/12).
• 7/10 : from Roy Smart to student assistants : introduction of the student assistant tasks.
  • 7/10 : from Roy Smart to LOCAL assistants : introduction of more tasks.
  • 7/10 : from Shane Atwood : no preference, fine helping with any of these.
  • 7/10 : from Sarah Pawlowski : Registration and Romney gym reception, since I am unavailable the later in the week.
  • 7/10 : to Sarah, Chris and Abby : Can you 3 help welcome bag preparation next week?
  • 7/10 : from Sarah : I can help and I will come on Wednesday 1pm.
  • 7/10 : to Sarah : I will wait for you on Wednesday 1pm at Barnard 256. Hope Chirs and/or Abby can join.
  • 7/10 : from Shane Atwood : any idea of the size limits for posters?
• 7/10 : from Chunming (LOC) : I just finished the proposal. Do you need to look into the poll?
  • 7/10 : to Chunming : Can you set up slido for the hotel survey?
  • 7/10 : from Chunming : sure, do we need to menthion on which day? here is a quick look (slido site sample provided).
  • 7/10 : to Chunming : I don't think it's necessary.
  • 7/10 : from Chunming : We can enbed the slido code to our website (example provided).
  • 7/10 : from Chunming : We can enbed the slido code to our website (example provided).
  • 7/10 : to Chunming : Could you add "not listed in the above." then allow input from the participants. (seems yes, from Chunming on 7/10).
  • 7/10 : from Chunming : seems yes.
  • 7/10 : from Chunming : how about this. https://app.sli.do/event/eLTimpFgXRW7p6yhmPbrYW
  • 7/10 : to Chunming : Wonderful! How can we learn the result?
  • 7/10 : from Chunming : see the result through the Analystics (sample attached).
  • 7/10 : from Chunming : I can only see the result of top 20 on the list. We need to remove at least 5 or 6. Which ones you want to remove?
  • 7/11 : to Chunming : Sorry for slow response, but let's remove 4 and combine Hylite and LARK.
  • 7/11 : from Chunming : Hyalite and LARK are kept separete, because they are in different locations. Treasure State Hostel was removed.
  • 7/11 : to Chunming : We have info of Hyalite and LARK guests. There is one Hostel guest, so please leave it in the list.
  • 7/11 : from Chunming : Now we have 20 options in the poll. Please have a check.
  • 7/11 : to Chunming : I can't go to the new site, still directed to the old page.
  • 7/11 : to Chunming : Now the site works for our purpose. If you agree, please clear all the test input. I will advertize the site to the in-person participants.
  • 7/11 : from Chunming : URL confirmed. QR code attached.
  • 7/11 : to Chunming : The QR code is transparent. Does this work?
  • 7/11 : from Chunming : Updated QR code attatched.
• 7/10 : from Sadie's catering to Wendy (LOC) : responses to your questions.
  • As of now the final count is 163. We have 11 vegan/vegetarians. 3 gluten-free and soy-free. 2 nut and seed allergies. 1 no red meat and dairy. And 1 allergic to buckwheat, tomato and rosaceae fruits.
    • THANK YOU FOR SENDING OVER THE FINAL GUEST COUNT FOR YOUR EVENT BY THE DUE DATE, THAT IS GREATLY APPRECIATED. I WILL SEND OVER THE INVOICE FOR THE REMAINING BALANCE TODAY. WE HAVE NOTED ALL OF THE ALLERGIES THAT YOU HAVE SPECIFIED
  • I looked over your most recent proposal. Thank you for making modifications to accommodate our guests. With the new numbers, we'll need to increase the vegetarian count.
    • WE ADJUSTED THAT ON THE FINAL PROPOSAL
  • For the most part, I think you have addressed all the dietary issues and guests will be able to find something to eat. Having said that, do you have any suggestions for salads for the nut and seed allergy as well as the rosaceae fruit allergy? I appreciate that you have suggested keeping the feta separate, but currently, the salad has pecans as well as fruits and peach balsamic which would not be good for a few of our guests. Is it possible to have some plain salad just for those guests?
    • I HAVE MADE A LINE ITEM FOR SALADS WITH NO DAIRY, FRUIT, NUTS, PEACH BALSAMIC. IT WILL BE GREENS, CARROTS AND CUCUMBERS WITH BALSAMIC AND OLIVE OIL WHICH THEY CAN ADD AT THEIR OWN DISCRETION
  • As you modified the proposal, please also update the schedule. Just a reminder, guests will arrive around 6:15-6:30pm. We would like cocktails to begin at 6:15. Dinner beginning at 7:00pm and Ice cream station at 8:00pm.
    • THAT IS WHAT I HAVE ALSO ON THE PROPOSAL
  • Also please remove the beverage service, as our bartender will be providing drinks.
    • THERE ARE NO BEVERAGES ON THE PROPOSAL
• 7/10 : from Sadie's catering : invoice 3407 sent ($5,232.40 due in 15 days).
  • 7/10 : to Gina (CS): could you make this payment?
  • 7/10 : from Gina (CS) to Sadie : submit a check request, to avoid 3% to the total for credit card.
  • 7/10 : from Gina (CS) : graruidy included?
  • 7/10 : to Gina (CS): I see 20% included in the itemized proposal. Do we need extra?
  • 7/10 : from Gina (CS): 20% is enough, but if you need, payincluded in the itemized proposal. Do we need extra?
  • 7/10 : from Wendy (LOC): final proposal not received.
  • 7/10 : from Sadie to Wendy : I made the changes and invoice sent.
  • 7/10 : from Wendy to Sadie : Did you send me the final invoice?
  • 7/10 : from Sadie to Wendy : I Did (but it was no itemized). Shall I resend?
  • 7/10 : from Wendy : Did Sadie send you a final proposal?
  • 7/10 : from Wendy to Sadie : I don't need invoice, I need a final proposal with the break down.
  • 7/10 : from Wendy to Sadie : Thank you for providing the update proposal.
  • 7/10 : to Wendy, Gina & Sadie : Sorry I requested payment arrangement without confirming the final proposal. Please sent it to me and Wendy.
  • 7/10 : from Wendy : I received the final proposal from Sadie. I am forwarding it to you.
  • 7/11 : from Gina to Wendy : I paid the invoice per Aki's instruction. Hopefully there aren't more changes at this point.
  • 7/11 : from Wendy to Gina : Should be no changes. Thanks for getting back to me.
• 7/10 : to Amir (SOC) : We will test the virtual session tieh conference services on 7/12(Fri). Could you set up zoom session by then?
  • 7/10 : from Amir : I have set up the meeting in zoom (zoom info ver0) . During the actual meeting, I will be host and will promote you and others to co-host.
• 7/10 : from Michalina Litwicha (participant) : I would like to participate in excursion to the lone peak. Should I book this trip through the BS webpage?
  • 7/10 : to Michalina : We have a group booking. Just sign up and pay later.
  • 7/10 : from Michalina : Thank you for the info. Just signed up.
• 7/11 : from Makenzie Carson (Kenzie, MSU outdoor) to Chunming: Following up of July 27 rafting trip.
  • 7/11 : from Chunming to Kenzie : I was just about to give an update! We now have L&C Cavern and BigSky. Thanks for being helpful and providing plans and information.
  • 7/11 : from Kenzie to Chunming : Thanks for the update! (Thank you Kenzie, Definitely! from Chunming on 7/11).
• 7/11 : from Ryan Richer (CS): Sarah Pawlowski is registered as an MSU student but has a $450 fee listed. Is she supposed to pay?
  • 7/11 : to Ryan : Sarah should not be charged. She first tried to register from the regular site but leave without pay. Shortly after she completed her registeraion from the student site.
  • 7/11 : from Ryan : OK we will clean up her registration.
• 7/11 : to Ryan Richer (CS): Could you report the number of Hyalite reservation?
  • 7/11 : from Ryan : there are 41 guests in the dorms
• 7/11 : to Ryan Richer (CS): could you update the layout of SUB ballroom BCD? Now we need 40 poster boards not 30.
  • 7/11 : to Ryan : correction. We would like to use 44 poster boards, just in case of post deadline submission.
  • 7/11 : from Ryan : Got it, thanks. Updated SUB-BCD layout arrived (with 44 boards). (Thanks, sent on 7/11).
  • 7/11 : from Ryan : Confirmation of rooms and services sent. (Thanks. sent on 7/12).
• 7/11 : to Adam : can we have SOC/LOC meeting at usual time?
  • 7/11 : from Adam : I've got a meeting until 3 central/ 2 mountain, but can meet after that. (Then let's talk 3:30CDT/2:30MDT. sent 7/11).
  • 7/11 : from Adam : Updated list of the posters with topical group. Not perfect, though. I did not remove the virtual attendees, as they may still have someone bring in a poster for them.
  • 7/11 : from Adam : Updated list of the posters with P-xxx numbers.
• 7/12 : to h17i15s3_conf mailing list :
  • Hotel survey request
  • Semi final list of posters released.
  • Remining sign up of excurseion will close on 7/15.
  • 7/12 : from Chunming : quick update of Hotel Survey: 34 polls.
  • 7/12 : from Qiang Hu (participant) : I signed up for the excursion (cave tour) on Saturday but no confirmation received. Please check the status.
  • 7/12 : to Qiang Hu : Your name is on the list of L&C cavern tour. Sorry about the trouble. (Thank you from Qiang on 7/12).
• 7/12 : from Michalina Litwicka (participant) : I am filling form in US Electronic System for Travel Authorization. Can I put your name etc. as a contact person in US?
  • 7/12 : to Mikalina : Yes, please use. (Thanks fo the info from Mickalina on 7/12).
• 7/12 : from Adam to Jiong (SOC) : Thanks for poster judges and session chairs.
  • 7/12 : from Jiong : Who do you recommend as a student poster judge?
  • 7/12 : to Jiong : How about Takato Otsu? His talk is on the 1st day.
  • 7/12 : from Adam : Do you have a ist of attendees I can find session chair canteidate.
  • 7/12 : to Adam : Quick one is online (in-person + virtual). I will make a list only include in-person.
  • 7/12 : to Adam : List of in-person participants sent.
• 7/12 : to Chunming (LOC) : Do you have time this weekend to visit Bridger Brewing in Three Folks?
• 7/12 : to Allison, Kelvin, Philip & Simon,(4 REU students) : instruction of abstract submission. Deadline is 7/16(Tue) at noon.
  • 7/12 : from Keiji to 4 REU students : Now abstract submission form is open.
• 7/12 : from Jody Cutting (Karst Stage) : 3rd bus route decided? contact person?
  • 7/12 : to Jody Cutting : I am the contact person. Aki Takeda/406-922-7715. Please wait until 7/18 to let you know the route. Now Hotel Survey is underway.
  • 7/12 : phone call to Jody Cutting : Ask about the parking near LARK, how to pay gratuity, etc.
• 7/12 : from Jody Cutting (Karst Stage) : 3rd bus route decided? contact person?
• 7/12 : from Meredith Wieber (participant) to LOC: I need to retract my abstract. I am still attending but I've had to shift my focus over the past few weeks.
  • 7/12 : from Keiji to Adam: We received a cancellation for an oral presentation (A125).
  • 7/12 : to Adam: We received a cancellation for an oral
  • 7/12 : to Adam : Is it OK to shift up three talks after Meredith. We received a cancellation for an oral. Please write back to Meredith.
  • 7/13 : from Adam : Shift after Merdith is OK. Another modifications have already done in the latest schedule (ver.8).
  • 7/13 : to Adam : I was looking at ver.7, sorry.
  • 7/13 : from Adam to Meredith : Thank you for the head up.
• 7/13 : from De-Chao Song (participants): I would like to change my poster content to another work? (turned out he has two presentations with the same title, in oral and poster.)
  • 7/13 : to De-Chao : I tentatively approve your request for Adam who is not available due to other assignment. Please submit your new abstract from the abstract submission site which is now open.
  • 7/13 : from De-Chao : Abstract submission done.
  • 7/14 : from Adam : Full approval.
• 7/13 : from Y. Katsukawa (SOC) : I can chair in one of sessions except Friday.
  • 7/13 : to Katsukawa : Congrats on SUNRISE III's successful launch! Can you give the hottest report on Friday?
  • 7/16 : from Katsukawa : will be flying back to Japan Friday evening. I can attend the whole session but possible conflict in AM. Very short SUNRISE III report possibble.
  • 7/16 : from Adam to Katsukawa : Would you be willing to chair the post-lunch session on Wednesday (13:30-15:05)?
  • 7/17 : from Katsukawa to Adam : I'm happy to be a chair of the post-lunch session on Wednesday.
• 7/13 : from Akiko Tei (participant) : Could you please cancel my application to the Plan B excursion? (No problem. Your sign-up cancelled. sent on 7/13).
• 7/13 : from Minami Yoshida (participant) : I apologize, but I would like to cancel the excursion. (No problem. Your sign-up cancelled. sent on 7/13).
• 7/13 : to Amir Caspi (SOC) : report of IT test on Friday. Explain how our virtual session goes with CS IT services (presenter's screen + camera).
  • 7/13 : from Amir : I strongly recommend that presenters log into zoom and share their screen. Otherwise it will not look great.
  • 7/13: from Keiji to Amir : Camera takes presenter, not screen. Presenter's screen goes via projecter to CS operater, so should look not so bad.
  • 7/13: from Amir : I see. I will arrive at Bozeman late on 7/22, will skip reception.
  • 7/13: to Roy Smart (Student Assistant Lead) : System description and Amir's schedule forwarded.
• 7/13 : to Amir Caspi (SOC) :
  • Monty-Bison T-shirts XL is ready for you! (Thanks!)
  • Can you participate in the dance time at the banquet? (Sorry, I'm not comfortable about dancing.)
• 7/13 : from Chunming (LOC) : report of L&C Cavern and Bridger Brewing visit today. There is a decent size of cafeteria and gift shop. Left memo at the BB.
  • 7/13 : to Chunming : Huge thanks for your visit of L&C. I didn't know if the lunch place is available at the park. Shall we eat there instead of BB? We should contact First Student to confirm our trip. Payment should be done by conference services. Your payment of 18 tour reservations will be reimbursed later via Chrome River processing.
  • 7/13 : from Chunming : cafeteria has 20-30 seat inside and 20 outside, thus should be enough space for us.
  • 7/13 : to Chunming : Would you like to change the lunch place to the cafeteria? (Sounds a good idea to me. from Chunming on 7/13).
  • 7/13 : to Chunming : Then let's change. Could you contact First Student after the weekend? I will update the excursion web page.

week of 7/15

• 7/14 : to H. Hara (participant) : request of participating in the dance time at the banquet.
  • 7/16 : from Hara : I will join if not being in bad health on that day. (Thanks! sent on 7/16).
• 7/14 : to Lindsay Glesener (participant) : request of participating in the dance time at the banquet.
  • 7/14 : from Lindsay : Sounds fun; let's do it! I will bring my 5-yr old son to the conference. Is it OK?
  • 7/14 : to Lindsay : Thanks! I agree with you there will be no problem having your son at the confence.
• 7/15 : to Yves Idzerda : request for giving speech at the opening session.
  • 7/16 : to Yves : reminder of yesterday's request.
  • 7/17 : call Yves's office : N/A.
  • 7/17 : call CLS Dean's office: would like to contact Dean asap. Messageto Yves asked.
  • 7/17 : from Yves : I have freed up my schedule and can present the welcome at 8 AM for the Hinode conference opening. Where is the conference site?
  • 7/17 : to Yves : Thank you so much! We will hold our conference at SUB ballroom A.
  • 7/17 : from S. Tsuruta : I am sorry but I have to leave for Cambridge UK and unable to attend the conference.
• 7/15 : to Abby and Chris : Let me know asap if you can help me and Sarah on Wednesday at 1pm.
• 7/15 : called First Student Bozeman Branch (406-556-8039) : set up an appointment of in-person meeting at 3:30pm today.
• 7/15 : visit First Student Bozeman branch (3:30pm) and talk with Eric LaFleur (eric.lafleur@firstgroup.com, 406-599-6805).
  • Correct L & C cavern time schedule
  • Should we specify the SUB parking space? (No need. Drivers can find the place, by Eric.)
  • How to pay gratuity? (All the payment goes to the central branch at Ohio. Separate cash or check directly to Bozeman branch would work.)
  • A few buses with A/C are available!!!
  • 7/15 : to Chunming : report of the meeting.
  • 7/16 : from Eric LaFleur (First Student Bozeman) : photo of the updated time schedule for both trips.
  • 7/16 : to Eric LaFleur : Thanks but no attachement.
  • 7/16 : from Eric : Sorry, let's see if this works. (Worked! sent on 7/16).
  • 7/19 : from Eric : The bus with A/C for L & C Caverns can only seat 20 people because it only has seats in the front half of the bus. Are you still thinking less than 20 pass. for this trip?
  • 7/19 : to Eric : The number of participants to the L&C tour is 17, so the bus should work with us.
• 7/15 : from Seray Sahin (participant) : I will arrive at Bozeman midnight. Can you tell me the easiest way to reach the hotel (Hyalite Hall) during those hours?
  • 7/15 : to Seray : Use taxi or other shareride services. Hyalite Hall staff is available for 24 hours/day. Use door bell to let them know your arrival. Just in case, Front Desk phone number is 406-994-3141. (Thank you very much. from Seray on 7/20).
• 7/15 : from Sadie's catering to Genuine Ice Cream : confirmation of the order.
• 7/15 : from Chunming (LOC) : Called First Student and updated the schedule, removing Bridger Brewing.
  • 7/15 : to Chunming : I called First Student Bozeman branch and made an appointment of in-person meeting at 3:30pm. Do you have time to join?
  • 7/15 : from Chunming : Unavailable for Cindy & Mindy's well check. Received the reservation confirmation about L&C.
  • 7/15 : Understood. Thanks for the trip confirmation. I will bring it to the meeting.
  • 7/15 :
• 7/15 : from Jiong(SOC) to Adam : Suggestion of grad student judge to review undergrad's poster. M. Peterson, D. Osaben, Z. Yin, T. Otsu and R. Smart nominated.
  • 7/15 : from Adam to Jiong : Great list, thank you.
• 7/15 : from Ramada Sukarmadji (participant) : inquiry if banquet fee is included in the registration fee. (Yes, if you add a guest, $80 required, sent on 7/15).
• 7/15 : from Ryan (CS) to Kabita (participant?) : to reserving a Hyalite room for Hinode conference, use the code HSO24.
• 7/15 : from Keiji (LOC) : Science Schedule web page ready at https://solar.physics.montana.edu/h17_i15_s3/Programs/.
  • 7/15 : to Keiji : Great job! My comment is to add a brief description about the conference and session titles. Sentences suggested. (Updated, from Keiji on 7/15).
• 7/15 : from Ryan (CS) : Suggestion on Bus time schedule. Print and post at the conference check-in table. (OK, thanks. Will also use web site. sent on 7/15).
• 7/15 : in-person meeting with Jiong (SOC) : Advertize student participants to participate student poster contest.
  • 7/15 : from Jiong : URL of the google spreadsheet to sign up the contest.
  • 7/15 : to Jiong : Ask your student to make an entry as examples. (Two entries have made now, from Jiong on 7/15).
  • 7/15 : from Jiong to several grad student participants : Request to be a judge of undergrads' poster in the student poster contest.
• 7/15 : from Ryan (CS) : Inquiry about the excursion.
  • Bus coordinated?
  • Number and name of people who attend the excursion (who need to visit cashier next week).
  • Auxiliary Service Cashier (by Alex) will be available M-F 9am-3pm, takes cash or credit card.
  • Do you have a cap (max number of people who go excursion)?
  • SUB is open at 10:30am on Saturday. Will that work with your trip?
• 7/15 : to Ryan (CS) : Response about the excursion.
  • We have two organized excursions described at the excursion information page .
  • We have just finalized the contracts with the First Student. Invoides will be sent to Gina in a separate mail.
    • 7/15 : to Gina (CS) :Trip confirmation with First Students sent. The payment will be sent to First Student central branch in Ohio. Inquiry how to pay gratuity to the drivers at Bozeman branch.
    • 7/16 : from Gina (CS) : I will see if can pay these by credit card. The State isn't beginning to cut checks due to FY treatment. I can find about petty cash, but again a check had to be cut then cashed. How much do you want for the tips to each?
    • 7/16 : to Gina (CS) : Thanks for processing the payment. I would like to pay $250 in total.
    • 7/16 : from Ryan (CS) : Signed contract with First Student Chaters sent.
    • 7/16 : from Gina (CS) : I paid First Stage for the charters. They will charge my card on 7/22, 5 days before the events. I requested a check for the tip, to be sent to First Student Bozeman, but that will most likely not arrive until August.
    • 7/16 : to Gina (CS) : Thanks for paying to First Student and figuring out the way to pay tip to Bozeman branch. It's OK to pay the tip in August.
  • We are collecting the sign-ups from the web pate. Currently Plan A (Lewis and Clark) has 12 persons, while Plan B (Big Sky) has 16 sign-ups.
  • Our buses will leave SUB at 8:15am and 8:30am, but no problem with SUB is closed at that time.
• 7/15 : to Sarah Pawlowski (undergrad) : Could you contact Chris in other way than MSU student address. Can you do the same with Abby?
  • 7/15 : from Christopher Entzel (undergrad) : Sorry about past missing emails. I can help 1pm on Wednesday. (thank you, sent on 7/15).
  • 7/15 : from Sarah (undergrad) : Chris is available, will try getting in touch with Abby. (thanks for contacting Chris and effort on Abby, sent on 7/15).
  • 7/16 : to Racheal Filwett : asked contact of Abigail High.
  • 7/16 : to Local student assistants : Help wanted Thursday 1pm (Welcome bag preparation and Monday 4pm (Poster ID set up).
  • 7/16 : from Shane : Not sure tomorrow, but I can help on Monday 4pm. (Thank you!sent on 7/16).
  • 7/17 : from Racheal Filwett : I'm not sure how much she checks her Montana State email anymore, but I also have this email for her abbyhigh17@gmail.com.
  • 7/17 : to Racheal Filwett : Thanks. Here gmail address is helpful.
  • 7/17 : to Roy : Send Abby and Chris's gmail addresses. (Thanks, I'll reach out right away. from Roy on 7/18).
  • 7/18 : from Roy to Abby to Chris : catch up info about assistant task.
  • 7/18 : from Chris to Roy: Sorry about that. I just filled out the doodle poll.
• 7/15 : from Jiayi Liu (participant) : I coundn't find a room from the web.
  • 7/16 : to Jiayi : Please explain more. Are you unable to reserve a Hyalite room?
  • 7/16 : from Jiayi : The MSU housing web site says "no room available" (screenshot attached.)
  • 7/16 : to Jiayi : I will ask the conference services tomorrow.
  • 7/16 : to Ryan (CS) : request to check the status of Hyalite reservation. Any trouble? (I will check. from Ryan on 7/26).
  • 7/16 : from Ryan (CS) : not sure what happened here but they should be able to register for a dorm room now.
  • 7/16 : to Jiayi : The conference services says you should be able to register now. Could you try once again?
  • 7/17 : from Jiayi : I have registered a room. (Glad that you have room now, sent on 7/16).
• 7/16 : from Kathy Reeves (SOC) : request of using office space for her SCCCO SMEX related telecons during the conference.
  • 7/16 : to Kathy : It's hard to find the office in the same building as the conference. You can use our satellite opration room (Solarium, Barnard #256). (I don't mid the walk to the next building , thanks. from Kathy on 7/16).
• 7/16 : to h17i15s3_conf mailing list :
  • Science schedule finally finalized.
  • Student poster contest. entry sheet is here.
  • 7/16 : from Salvo Guglielmino (participant) : Could you please confirm if there is a specific format required for the PowerPoint presentation, such as 4:3 or 16:9?
    • 7/16 : to Ryan : please ask Jonathan. (16:9. from Ryan on 7/16).
    • 7/17 : to Salvo : It is 16:9. (Thanks, from Salvo on 7/17).
  • 7/16 : from Kathy Reeves (SOC) : Request of correcting the submitted abstract about COOL-AID.
    • 7/16 : to Keiji : handling Kathy's correction. (done from Keiji on 7/16).
• 7/16 : to h17i15s3_conf_remote mailing list : (for virtual participants)
  • Welcome message from LOC
  • We use Zoom for on-line portion of the conference. Link will be sent on 7/22(Mon.).
  • Science schedule released.
  • 7/16 : from Arkadiusz (virtual participant): Thank you very much for this solution and for giving me the possibility to participate online.
• 7/16 : from Ryan (CS) : all the lanyards with lunch and drink ticket ready, if you would like to look at them. (visit Ryan's office and check, found one lanyard is missing, on 7/17).
• 7/16 : from Ryan (CS) : How will Lewis and Clark activities and Big Sky activities be paid for?
  • 7/16 : to Ryan : Gina paid $75*22=$1,650 to Big Sky Resort. As for Lewis and Clark, my colleague paid $12*18=$216 to the State Park with his credit card.
  • 7/16 : to Ryan : We collect from the participants $90 and $25 for Big Sky and Lewis & Clark respectively.The cost of the bus is not fully covered but we are going to pay from our grant money ($8k was transfered in March?) to pay the deposit of catering services.
• 7/16 : to REU2024 mailing list : To Charlotte, Elyse and Mary, if you are interested in participating the Lewis and Clark Cavern trip on 7/27, let me know.
  • 7/17 : to REU2024 mailing list : If you would like to join, let me know by the end of today(7/17) so that I can include you in the list. Payment ($25) can be done tomorrow after Rhiannon's lecture.
  • 7/16 : from Charlotte (REU student) : Would love to join! I will prepare to pay tomorrow.
  • 7/17 : to Charlotte (REU student) : I added you to the list. Please visit SUB cashier with others and Rhiannon.
• 7/16 : from H. Hayakawa (participant) : Decided to fly from Seuol to Bozeman. Ticket price and comparison (screen shot) with Nagoya to/from Bozeman flight attached. Have a problem in becoming a SPD member, since there is no active SPD member around. (Message forwarded to Keiji on 7/16).
  • 7/16 : Keiji to H. Hayakawa : For AAS/SPD Full member nomination, please use my name and info (Keiji Yoshimura, AAS ID#: 38403, e-mail: keiji.yoshimura@montana.edu).
  • 7/16 : from H. Hayakawa : Thank you. 1) Obtain AAS/SPD full membership, 2) Processin travel support. Are these the way to go?
  • 7/16 : to H. Hayakawa : Processing travel support will be done after your trip. For now, please obtain AAS/SPD membership as soon as possible.
  • 7/16 : from H. Hayakawa : Is the needed membership "Full membership"?
  • 7/16 : from Keiji to H. Hayakawa : "Affiliate membership" will also work, but the process takes time. Obtaining full membership is appreciated.
  • 7/16 : from H. Hayakawa : I registared the AAS/SPD with application number:19075897.
  • 7/17 : from H. Hayakawa : Completed registarion of AAS/SPD membership. (Glad to know that, thanks. from Keiji sent on 7/17).
• 7/16 : to Bart and Paola (IRIS team) : Request for participating Banquet entertainment.
  • 7/17 : from Bart : I will delegate this proposed activity to Paola and our daughter.
  • 7/17 : to Bart : Respect your PI ship. Happy to have Paola and your daughter in the dance. (Thanks for your understanding. from Bart on 7/18).
• 7/17 : Welcome Bag preparation from 1pm with Sarah, Chris, and Roy with Jiong!
  • 7/17 : Turned out Bozeman Guide 2024 are missing by 50+ counts.
  • 7/17 : call to Bozeman Chamber of Commece (Drenda) and requested 50.
  • 7/18 : Picked them up at 9:00am with Keiji.
  • 7/18 : Filled 50+ bags with Bozeman Guide 2024 with Wendy Chou.
• 7/17 : to Jean Korth (MSU catering) : Could you ask the SRO manager to carry larger amount of lunch pack (sandwiches, sushi box, etc.) for our conference (7/23-26)?
  • 7/17 : from Jean : She is fully aware. We should be good to go.
  • 7/18 : from Jean : Can you send me an agenda for next week, and let me know if you would like the food in A or BCD.
  • 7/18 : to Jean and Katherine Larson (MSU catering) : Agenda attached.
  • 7/18 : to Jean and Katherine Larson : Lunchtime meeting has changed from 169 to 233.
• 7/17 : to Jiong (SOC) : Report Max Millennium Lunch reservation.
  • when : 7/24(Wed) 12:30 -- 13:30.
  • where: SUB meeting room 168 (SUB floor map attached). (later updated to 233).
  • menu : Sandwiches and dessert provided via MSU catering service (invoice attached, $338.10 in total).
• 7/17 : to Ryan (CS) : Submit excursion participant lists and the amount they owe. Please pass this to the cashier (Alex). Is it OK if REU students visit her at ~10am?
• 7/18 : meet in-person with Wendy Chou (LOC) and Ryan (CS): at 9:30am at Ryan's office.
• 7/18 : from Chunming (LOC) : here is the current hotel poll result, almost 70 inputs in total. Should I stop the poll now or leave it open?
  • to Chunming in-person : you can close the poll. final poll anlysis result
  • talk in-person with Wendy and Keiji : make dicision of finel bus route to/from the Banquet on 7/25.
• 7/18 : to Keiji (LOC) : request to check the zoom information to the participants.
  • from Keiji : zoom invitation message trimmed. (zoom info)
• 7/18 : to Sabrina et al. (SWG members) : sent info of room reservation on 7/22 at 1-4pm at MSU SUB meeting room 168. (later changed to SUB 233).
• 7/18 : from Ryan (CS): Great news, the group using SUB 233 was canceled.
  • to Ryan : please change our meeting room to 233.
  • from Ryan : Updated room diagram an event confermation attached.
  • to Jiong (SOC) : MM lunch meeting venue had changed (168 --> 233).
  • to Sabrina et al (SWG) : SWG meeting venue had changed (168 --> 233). (Thanks for your updates, from Sabrina on 7/18)
• 7/18 : to Jody Cutting (Karst Stage): Final schedule of the Buses on 7/25.
  • to Jody : quick correction. for Bus_1 (park 15 min at THE LARK and leave 18:00.
  • from Jody : It looks good. I will make signs for each Bus so your participants get on the correct bus for returns. (Thank you! sent on 7/18).
• 7/18 : to Shane Atwood (student assistant):
  • On Monday, meet at the SUB at 4pm, help putting up the poster ID to the poster boards.
  • On Thursday, a guide of the bus to/from Banquet venue. The Bus No.3 is the most complicated route, and appreciate your help as Montana native.
  • 7/18 : from Shane Atwood : Yes I can help with all this.
  • 7/19 : from Shane Atwood : Not sure what I said I could do Saturday for the excursions, but I remembered I need to be at one of my other jobs by 4 pm that afternoon.
  • 7/19 : to Shane Atwood : You help enough amount of tasks, so you don't have to work on Saturday, thanks.
• 7/18 : to LOC and student assistants : schedule on Monday and Tuesday.

  I request LOCs and local student assistants to show up at 4pm
  (or 5pm at the latest) on Monday and welcome our guests and
  attend the reception. On Tuesday, also come as early as
  you can (after 7am) and help check-in desk or poster room.
  
  7/22(Mon):
  11am  : Virtual session final check by Keiji Yoshimura and
          Conference Service IT crew.
  1-4pm : Hinode Sciece Working Group meeting (inivitation-only)
          held SUB 233. (Aki Takeda will receive the participants
          and guide to the room 233.)
  
  4-6pm : Check-in Desk open in front of SUB ballroom A.
          (Wendy Chou is the receptionist, Rhiannon Fleming might)
          join. SUB ballroom BCD is open for putting up poster.
          (Poster ID needs to be put up on poster boards:
           by Chris Entzel and Shane Atwood?)
  5-8pm : Reception at Romney 4F common space.
          (need a guide or two in front of Romney Hall)
          Alcohol drinks are not served, but light supper surved
          (Taco bar, mock-cocktail, etc. by MSU catering).
          (Aki Takeda will confirm the clean up at 8pm.)
  
  7/23(Tue):
  7:00am : Check-in Desk open (Wendy Chou, Rhiannon Fleming)
           Poster room opens.
           (use several student assistants helping check-in and
           poster room users)
  7:15-8:00am : Breakfast (pastry & coffee) served by MSU catering.
  8:00-8:10am : Opening remark by Adam Kobelski (SOC chair).
                Virtual session run via zoom (operated by Amir Caspi
                supported by Roy Smart).
  8:10-8:20am : Welcome message from CLS Dean Yves Idzerda.
  8:20-8:30am : Announcement from LOC by Aki Takeda.
  8:30am : Science session starts.
  

• 7/18 : from Ryan (CS) : I have 4 smaller boxes for you if you would like.
• 7/18 : from Roy Smart (student assistant lead) : potential schedule prepared.
• 7/18 : to h17i15s3_conf (in-person) mailing list:
  • Monday Tuesday time schedule,
  • Weekend and Monday dining options at MSU.
  • Student poster contest
  • 7/19 : from Michalina Litwicka (participant) : I will arrive at Bozeman late at night. How can I get a room? (Use door bell, front number:406-994-3141, sent on 7/19)
  • 7/19 : from Hugh Hudson (participant) : Does Fedex near campus have a poster-size printer? (Yes, sent on 7/19)
  • 7/19 : from Emslie Gordon (participant) : Recommendations of ground transportation from the airport. (please use Taxi or ride share, sent on 7/19).
  • 7/19 : from Graham Kerr (participant) : Is excursion still available? (a few spots available for Big Sky. Would you like to join?, sent on 7/19).
• 7/18 : to Gina (CS) : Inquiry of conference account No. to charge conference related expenses via Chrome River: T-shirts (Takeda), L&C tour (Zhu).
  • 7/21 : to Gina : We have one more item to charge on the conference account. Please provide the account number that works with Chrome River.
• 7/19 : to Loren Acton (participant): Invitation to the reception. Toshi Shimizu is hoping to talk with you.
  • 7/19 : from Loren Acton : thanks for a special invitation. Evelrn and I will attend.
  • 7/19 : to Loren Acton : drop by the SUB check-in desk before going to the reception venue.
• 7/19 : to LOC mailing list : Group photo time and location: [draft] 7/24 (Wed) before poster session at the conference room.
  • 7/19 : from Wendy Chou via cell phone text : Do you have camera?
  • 7/19 : to Wendy Chou via cell phone text : Never thought about camera. Appreciate if David provids.
  • 7/19 : from Wendy Chou to mailing list: It would be nice if we can get a scenic background.
• 7/19 : to Ryan (CS): Request to Rendezvous dining hall , please pass to the manager. (Thanks, I will let them know. from Ryan on 7/19).
• 7/19 : to Adam and Jiong (SOC) : Could you provide the name of Chairs and session titles for each session blocks? We would like to add these info in the science schedule.
  • 7/19 : from Adam : We don't have session titles, but we do have chairs. There are two slots for each session, but only the first name should be listed. [session chair assignment]
  • 7/19 : to Adam : Thanks for the info. If we still think that 2 chairs (main:facilitate + sub:timekeeping) per session is useful, then shall we ask each main chair to support the next or previous session as a sub?
  • 7/19 : to Keiji (LOC): Please add session chairs to the science program. (done from Keiji on 7/19)
• 7/19 : to Toshi Shimizu (participant): invitation to dinner together on 7/23.
  • 7/19 : from T. Shimizu : Tuesday dinner OK. Is there lunch place at MSU on Monday?
  • 7/19 : to T. Shimizu : lunchtime option pdf provided. (thanks for the info, from Shimizu on 7/21).
  • 7/19 : to H. Hara : Tuesday dinner with Shimizu-san and us?
  • 7/19 : from H. Hara : OK, but would like to go back to hotel by 23:00.
• 7/19 : from Roy (student assistant): Assistant task schedule. Let me know what you think.
  • 7/19 : to Roy : Big Sky trip do not need an undergrad assistant. We have a few SAO assistants in the participants. Ask Abby to help Sarah at reception.
  • 7/20 : from Roy to local student assistants : assignment list sent.
  • 7/20 : to Chris and Shane : meet at 3:45pm on Monday. for Poster ID set up. (OK from both Chris and Shane on 7/20).
  • 7/20 : to Dillon and Sarah : meet at 4:00pm on Monday. to talk about reception guide. (Sounds good, from Dillon 7/20).
  • 7/20 : to Michael, Shane and Abby : meet at 4:15pm on Monday. to talk about Banquet bus guide.
• 7/20 : from S. Imada (SWG): invitation to SWG meeting on 7/22.
  • 7/19 : to SWG : Correction of the room : SUB room 168 --> room 233.
• 7/20 : from H. Hayakawa (participant) : Boading ticket attached.
  • 7/20 : to H. Hayakawa : Your travel is support by Metcalf Award, no by us. Please work with SPD after finising your travel. I will connect you with SPD. (I see, from Hayakawa on 7/20).
• 7/20 : to Rhiannon via cell phone text : Could you make a PDF of A0 size of conference poster?
  • 7/20 : from Rhiannon : OK.
  • 7/20 : from Rhiannon : size confirmation : A0 or 4'x6'. (A0 is OK, sent 7/20)
  • 7/20 : from Rhiannon : remove Important Dates? (Yes, and add Wendy Chou to LOC list)
  • 7/20 : to Jiong (SOC) : Could you print A0 size of conference poster together with REUs? (OK)
  • 7/20 : to Jiong (SOC) : Can you do separate bill from REUs?
  • 7/20 : from Jiong : Separate bills should be easy enough. What is the size? (A0 sent on 7/20).
  • 7/20 : from Jiong : I will use my P-card.
  • 7/20 : to Jiong : Thanks. This is of great help!
  • 7/20 : from Rhiannon : poster ready. (Excellent, thanks! sent on 720).
• 7/20 : from Jiong (SOC) : Can't contact Vanessa (on vacation). Early career food preparation too late?
  • 7/20 : to Jiong : I don't think we should hold early career mixer. If Vanessa really thinks it's important, then she should lead. We are spending enough time for poster contest. Our resource is limited. (OK, from Jiong 7/20).
• 7/20 : from Sabrina (participant) : Is it possible for me to add a guest to the banquet at this point?

week of 7/22

• 7/21 : from Y. Katsukawa (SOC) : I'm so sorry, but I canceled my travel to Hinode-17 because as I was found to be infected with COVID-19 fter return from COSPAR in Korea.
  • 7/21 : from Adam to Katsukawa : I'm very sorry to hear that. Stay safe and get healthy. We'll miss your presence. We'll get that session covered.
  • 7/21 : to Katsukawa : Have a good rest, take care (Thanks, from Katsukawa on 7/21).
• 7/21 : from N. Nitta (participant) : I have just checked in at The Lark with Marc DeRosa and Viggo Hansteen. We all came back from Pusan, Korea yesterday. (Glad to know that you arrived safely. See you tomorrow. sent on 7/21).
• 7/21 : from Adam (SOC) : Our flights were canceled on us, so Sabrina and I will not make it to Montana until Tuesday at the earliest. We will dial into the SWG.
  • 7/21 : to Adam : Wow! But we will manage. Forunately we have David McKenzie in Bozeman.
  • 7/21 : to David McKenzie, Kathy Reeves, and LOC : Urgent request of subbing SOC chair at the opening session on 7/23.
• 7/21 : from Jiong (SOC) : inquiry : Speakers use their own laptop or upload file to a central PC?
  • 7/21 : to Jiong : The case is the former. Thanks for giving it a thought.
• 7/21 : from James McKevitt (participant) : travel support receipt and band account info.
• 7/21 : to Kathy Reeves (SOC) : What time do you need Solarium on Monday?
  • 7/21 : from Kathy : Telecon is noon, but using from earlier to work.
  • 7/21 : to Kathy : Solarium is available after 9am.
• 7/21 : from D. Shiota (invited speaker) : no announcement arrived.
  • 7/21 : to Shiota : Resent the announcement sent on 7/16. Zoom info sent, test schedule suggested.
  • 7/21 : from Shiota : This time announcement received. Testing on 7/26 10:30am OK.
• conference schedule on Monday and Tuesday .

After the conference

• from 8/6 monthly activity report to SAO
• from 9/6 monthly activity report to SAO