Meeting type: General meeting, sessions cover topics included in the combined March and April APS meeting

Meeting date: Second Thursday in November through noon on Saturday

Estimated attendance: 300

Sources of revenue: Registration fees. Currently all registration fees are retained by the host institution(s).

Other sources of support: Breaks sponsored by other organizations, vendor displays, and contributions by private companies and government agencies

Financial contribution of host: $5,000 to $10,000; the amount mainly depending on the cost of the conference facilities

Number of special rate hotel rooms to reserve: about 100 until mid-October

Meeting rooms requirements:

• 1 large auditorium (about 200 seating capacity) for invited sessions
• 3 rooms with about 60 seating capacity for parallel sessions
• 1 large open area or room for poster sessions
• 1 small room for ~12-15 for executive committee meeting (reserved for 3 hours on either Thursday afternoon or Friday morning)

AV equipment requirements: All rooms should be equipped with computer-screen projectors and overhead projectors (The APS still strongly recommends using overhead projectors for the 10-minute talks in the parallel sessions).

AV support: Experts available during sessions to respond immediately to AV problems

Registration fees: The local organizers will collect the meeting registration fees. The option for online pre-registration and credit card payment is strongly desired.

Duties of the Local Organizing Committee: The responsibilities of the local organizing committee include:

• making all facility arrangements for the meeting (meeting rooms, negotiate with hotels for special rate for meeting attendees);
• managing meeting registration;
• making arrangements for the banquet (the SESAPS Chair or Char-Elect will invite the banquet speaker and will work with the local committee on the banquet program);
• SESAPS has budgeted $1000 of its own funds to cover expenses for the banquet speaker and/or other invited speakers for sessions at the meeting. SESAPS has budgeted an additional $500 for ‘meeting support.' The local organizing committee should work with the SESAPS Program Chair to decide how these funds are expended.
• making arrangements for the AV equipment and servicing the equipment during the meeting;
• maintaining the meeting web site (which should be operational by July 1 in the year of the meeting, and stay available for several years afterwards). and working with the SESAPS Executive Committee to disseminate up-to-date information about the meeting to the SESAPS membership;
• posting slides of invited talks on meeting web site and maintain the site (optional);
• working with SESAPS to distribute the meeting Bulletin (the cost of about $2,000 for formatting and printing costs for the bulletin will be paid by SESAPS); and
• working with partner organizations, e.g., the SPS, AAPT and NSBP, to accommodate special sessions, usually on Friday and/or Saturday. There is traditionally a parallel program of SPS talks given by undergraduates, and often there are social activities arranged by SPS members at the host institution(s). Host institution(s) should identify someone to coordinate and organize these activities.

Duties of the Program Committee: In addition to the Local Organizing Committee, which will consist of people from the hosting institution(s), there is a Program Committee. The Program Committee is chaired by the SESAPS Chair-Elect and includes persons who agree to arrange one or more sessions of invited talks. Usually, several Program Committee members are from the hosting institution(s), to assure that the program highlights talks emphasizing local research strengths, and/or is of maximum interest to local physicists and their students.

In addition, there is often a slot in the program for an ‘open house' tour of local physics research facilities or a cultural outing (museums, art galleries or historical sites). Given that tours must explicitly be put into the program schedule, this aspect of the program requires close communication between the Program Committee Chair and local organizers. It usually takes a few iterations to get the tours integrated into what is often a very tight scientific program.

The Program Committee arranges all details associated with the meeting sessions (invited sessions, contributed sessions and poster sessions). This committee works with the American Physical Society (APS) to create the sessions and to sort the abstracts into the sessions. The chair of the Program Committee works closely with the Local Organizing Committee to handle the coordination of science sessions with meeting rooms and to make sure that the AV resources are consistent with the instructions given to the session chairs, e.g., whom to contact in the event of AV equipment failure during a session. Also, the Program Chair will sometimes ask the local committee to help with identifying session chairs.

Financial contributions by hosting institutions in recent years:

Year	Host Institution	Host Contribution
2001	Univ. of Virginia	$ 6,700
2003	UNC-Wilmington	$ 3,790
2004	Oak Ridge National Laboratory	$10,280
2005	Univ. of Florida	$ 4,000
2006	Wm & Mary and Jefferson Lab	$ 5,200

These costs often do not include salaries of local institutional staff members and/or students who helped extensively with meeting arrangements and registration.