Cheryl Teich EBPC 2 nd Vice Chair April 22, 2006

1. Cheryl TeichEBPC 2nd Vice ChairApril 22, 2006 Orientation to AIChE Programming References and Acknowledgments: Herbie Epstein & Phil Westmoreland, 2002George Liebermann, 2003Joe Cramer, Jim Hill, and George Liebermann, 2004

2. Agenda • Why are we here? • National Program Committee (NPC) • AIChE Staff • Executive Board of National Program Committee (EBPC) • AIChE Conferences/Meetings • Programming Activities Schedule (guidelines) • NPC Programming Retreat (Spring National Meeting)

3. Why are we here? • Ensure various Programming Groups are aligned on work processes, schedules, etc. • Introduce new NPC members to AIChE programming, and refresh returning members • Provide a networking opportunity to promote cosponsorship and cohesive programming • Develop strategies on • Programming development • Programming content

4. Agenda • Why are we here? • National Program Committee (NPC) • AIChE Staff • Executive Board of National Program Committee (EBPC) • AIChE Conferences/Meetings • Programming Activities Schedule (guidelines) • NPC Annual Meeting (Spring National Meeting)

5. What is the NPC? • The NPC (National Program Committee) plans, organizes and executes the Annual (Fall) and National (Spring) AIChE Meetings • Who belongs to the NPC? • Group and area programming Chairs and Vice-chairs • MPCs and GACs of upcoming meetings • EBPC (the Executive Board of the NPC)

6. National Program Committeeorganizes technical programming for AIChE’s Annual (Fall) and National (Spring) Meetings • What are our responsibilities? • Programming upcoming AIChE meetings • Ensuring continuity, innovation and quality in programming • Providing input on AIChE strategic items • When/How do we meet? • Annual Programming Retreat, Saturday before start of the Spring Meeting • Sunday PM Meeting, at Annual AIChE Meeting • Group/Area, Division, Forum Meetings • E-mail, web based interactions

7. BOD Executive Director & Staff How do we fitinto the AIChE Structure? SIOC CTOC CEOC Forums Divisions Committees NPC subcommittees EBPC (Ad-hoc) MPCs GACs Includes programming function of divisions, forums, and committees Programming groups and areas

8. NPC in AIChE CTOC – Chemical Engineering Technology Operating Council NPC – National Program Committee EBPC – Executive Board of NPC MPC – Spring or Fall Meeting Program Chair GAC – General Arrangements Chair for the Meeting

9. NPC Structure NPC comprises various Programming Groups, which in turn may encompass several Areas. NPC is formally distinct from Divisions and Forums.Most programming groups, however, are based on a Division or Forum

10. Structure of the NPC • The Programming Groups cover different fields of ChE science and technology • The EBPC governs the Programming Groups • Areas within Groups cover more specific topics • Most Groups are tied to a Division or Forum(whose charters extend beyond programming) • Each Group and Area sets terms and succession plans for itschairs/program chairs, consistent with AIChE By-laws. You are the NPC!

11. Group/Area Chair Responsibilities • Oversee programming activities • Improve/maintain session quality • Propose sets of sessions and topical conferences (titles and session chairs) to MPCs and Programming Department for future AIChE meetings

12. How are Sessions Developed? • Group and Area Chairs • Coordinate session requests • Finalize co-sponsored sessions • Appoint Session Chairs and Co-chairs • Supply Session info to MPC • Consolidate sessions as needed • Request session scheduling; room size • Session Chairs and Co-chairs • Arrange papers within session • Notify authors after MPC organizes entire program

13. Timeline for Session Development • MPC with AIChE staff sets timeline and communicates it to NPC • One reason why up-to-date contact info is vital • Will discuss in more detail later in presentation • Spring and Fall meeting schedules are different

14. Outline • National Program Committee (NPC) • AIChE Staff • Executive Board of National Program Committee (EBPC) • AIChE Conferences/Meetings • Programming Activities Schedule (guidelines) • NPC Annual Meeting (Spring National Meeting)

15. Steve Smith Director of Technical Activities & Journals Jeff Wood Director, Meetings & Contracts Joe Cramer Technical Programming Director Ilia Killeen Spring Meetings Manager Open Logistics Planner Consultants Terri Guttilla Technical Programming Associate NPC works closely with (Very Lean) AIChE Staff John Sofranko Executive Director Bette Lawler Director of Operations Tim McCreight Marketing

16. Steve Smith: Director of Technical Activities and Journals NPC related responsibilities: • Overall responsibility for • Programming at Meetings • Industry technology alliances • Publications • Ensures existence and implementation of clear and consistent work processes • Ex-officio member of EBPC • Maintains high level of corporate contacts for AIChE • Senior staff CTOC representative

17. Joe Cramer: Director, Programming • Creates program content and works on promotion • Analyzes market for technical activities • Interfaces with other technical societies • Works with Jeff Wood and Meetings Department • Facilities • Program book • Planning • Alliances (for meetings and programming) • Works with Marketing Department • Secretary of EBPC • CTOC staff representative

18. Jeff Wood: Director, Meetings and Contracts • Overall logistics of meetings • Site selection and space needs • Arranges contracts for meetings • Develops budget • PTP process • Meeting implementation • Coordinates GAC activities • Works with Programming and Marketing • Ex-officio member of EBPC • Responsible for management of AIChE contracts

19. Outline • National Program Committee (NPC) • AIChE Staff • Executive Board of National Program Committee (EBPC) • AIChE Conferences/Meetings • Programming Activities Schedule (guidelines) • NPC Annual Meeting (Spring National Meeting)

20. EBPC coordinates the NPC • 4 executive positions with 4-year commitment • Chair (Bob Hoch) • 1st Vice Chair (Rex Reklaitis) • 2nd Vice Chair (Cheryl Teich) • Past Chair (Phil Westmoreland) • 6 Members-at-Large with offset 3-year terms • CTOC (Chemical Engineering Technology Operating Council) Liaison – ex officio • RANTC (Research and New Technology Committee) Liaison – ex officio • Secretary - AIChE staff liaison (Director of Technical Programming) • AIChE staff-ex officio members • Current MPCs, GACs – ex officio

21. 2006 Executive Board of Program Committee (EBPC)http://www.aiche.org/Conferences/Resources/ExecutiveBoard.aspx Joseph J. Cramer, Secretary Director, Technical ProgrammingAIChE Phillip R. Westmoreland, Past Chair ProfessorUniversity of Massachusetts, Amherst Robert E. Hoch, Chair Process Economics Consultant Rex Reklaitis, First Vice Chair Professor and ChE Dept Head Purdue University Cheryl Teich, Second Vice-Chair Senior EngineerRohm and Haas Company D.B. Bhattacharyya, Member-at-Large Alumni ProfessorUniversity of Kentucky Liese Dallbaumann, Member-at-Large Principal EngineerPepsiCo Carol K. Hall, Member-at-Large Alcoa ProfessorNorth Carolina State University Gil Lee, Member-at-Large Associate Professor Purdue University Tiberiu (Tiby) M. Leib, Member-at-Large Principal Consultant DuPont Engineering Technology – DuET Rashmi Shah, Member-at-Large Jim Hill, Ex-Officio Liaison - CTOC Professor Iowa State University Steve Smith, Ex-Officio Director, Technical Activities & JournalsAIChE Jeffrey Wood, Ex-Officio Director, MeetingsAIChE

22. EBPC’s responsibilities: • Oversees programming process • Sets policy for programming • Develops future strategic directions • Sets up/approves programming groups • Selects leaders for national meetings: • Meeting Program Chair (MPC) • General Arrangements Chair (GAC) • Selects AIChE award winners for: • Institute Lecturer • Lappin Award • Reviews cosponsorship requests

23. EBPC Activities Schedule • Sunday AM Meeting at Annual and National AIChE Meetings • Monthly Phone Conferences • Priority Task Group meetings/communications, reporting monthly

24. Outline • National Program Committee (NPC) • AIChE Staff • Executive Board of National Program Committee (EBPC) • AIChE Conferences/Meetings • Programming Activities Schedule (guidelines) • NPC Annual Meeting (Spring National Meeting)

25. Conferences • AIChE Meetings (NPC main responsibility) • Spring – National (includes Global Congress on Process Safety) • Fall – Annual • Freestanding Conferences (e.g., PDS, Ammonia) • Co-sponsored • Management Conference (with ACS or others) • With other Societies (e.g., OTC) • International Conferences (e.g., World Congress) • Biennial Mixing Conference (NAMF) • Engineering & Construction Contracting Association (ECC – an affiliated organization)

26. AIChE Meetings Work Process • Select location (several years in advance) – AIChE Director, Meetings (with consultation) • EBPC appoints MPC & GAC • NPC’s Groups and Areas propose sessions, including Topical Conferences– AIChE/MPC coordinates • Titles and session chairs submitted –electronically on web • Cosponsorships, details discussed at Annual NPC Meeting • MPC prepares tentative program • Call for Papers (PTP electronically on Web) • Chairs, Topical Chairs, and NPC members approve papers and construct sessions (web process) • MPC schedules sessions (supported by AIChE Staff) • Publish program and promote the meeting • Follow-up on sessions/topicals organization, authors, etc • Have the meeting • Evaluate the meeting (includes post conference e-mail web survey)

27. Responsibilities of the MPC • Organizes overall meeting, establish themes and technical program • with NPC Group/Area chairs/programming chairs • with AIChE staff • Coordinates with General Arrangements Committee • Responsible to EBPC for meeting schedule, quality, etc

28. Responsibilities of the GAC • Coordinates and organizes the General Arrangements Committee, setting up: • Entertainment / tours • Social program • Publicity • Program copy • Session aides (if required) • Onsite Volunteer Staff • Coordinates with Director of Meetings and Meeting Logistics Planner

29. Outline • National Program Committee (NPC) • AIChE Staff • Executive Board of National Program Committee (EBPC) • AIChE Conferences/Meetings • Programming Activities Schedule (guidelines) • NPC Annual Meeting (Spring National Meeting)

30. Meeting Development Process MPC sets allocation at retreat (Spring) GC/AC* reviews, revises & completes session info into Confex PTP (elec. CFP opens on Web) GC/AC forwards session requests to Confex after Confex opened by HQ • Actions are the same for the Fall and Spring meetings, but the mode of execution and timing are different. Meeting happens MPC & Staff use Confex system To develop TP, Index, Grid MPC plans meeting, approves sessions SCs plan Sessions and Recruits papers

31. Best Practices for Programming Development Guidelines (“Topical Conference How-To-Guide”) published by Winston Ho and Phil Westmoreland, November 2002, available on the web at: http://www.aiche.org/conferences/programming/TopicalConf_HowTo.pdf Needs update on use of Confex system.

32. Year (-2 )Activities for the Annual Meeting(conducted through the web & e-mail) • MPC announces Meeting theme • EBPC assigns a number of base and supplementary session slots to each Group as needed • -2 year in Fall – AIChE request submission of sessions from Programming Groups • Groups and areas plan and submit their set of sessions and Topical Conferences (web process) • Include agreement for co-sponsorships (Valuable for cross-disciplinary contributions)

33. The Spring Meeting is Different • Meeting is comprised of strong Topicals and Sub-conferences (e.g., EPC, Loss Prevention, F&PD, IMRET) + “unaligned” sessions (10-15%) • Programming groups follow internal, historical timelines • Programming for following year’s Spring meeting is generally developed at current meeting or afterwards • EBPC Spring Meeting Task force is working on a more coherent meeting, maintaining quality of strong programming while improving weaker components

34. Session Types • Symposia – 4 to 8 papers • Sponsored by group/area • Cosponsored by different groups/areas or by external entities • Affiliated with a topical conference • Plenary sessions (invited speakers) • Posters • Panel Discussions • Tutorial sessions (can use single or multiple speakers, instructional in nature, presentations are well coordinated)

35. Topical Conferences • Focused on one area, several sessions (6 – 20) • Must be approved by EBPC and MPC (approval process is on of exception) • Typically include: • Proceedings (now to be included on one master CD) • An event(s) (dinners, lunches, receptions, etc.) • Plenary sessions • Associated short courses and/or tutorials • May have AIChE and external co-sponsors • Currently 80-90% of Spring Meeting and 30% or more of Annual Meeting

36. Ticketed (extra fee) Tutorials and Short Courses • Run by AIChE, sponsored by Groups, usually on Sundays, before main conference sessions • Tutorials (ticketed for non-meeting attendees) • Short courses (ticketed for all but sometimes free)

37. Soliciting Papers • Calls for Papers may be mailed, e-mailed, and posted by session organizers. This works well for the Fall meeting. The Spring Meeting requires more personal attention to assemble quality papers. … • Calls for Papers (Sessions and Topicals are described on www.aiche.org, under “Conferences” – about 7-9 months before the Meeting • Proposals-To-Present (PTP) are also submitted through www.aiche.org, under “Conferences” • Organizers may invite featured speaker(s).

38. Accepting and Scheduling Papers • 6-7 months before meeting, Web submission of PTPs closes • Over the next 1-1/2 months: • Session chairs review and accept / reject / transfer papers using Web interface • MPC and Group and Area chairs evaluate undersubscribed and over-subscribed sessions, eliminating and possibly adding sessions • 4-5 months before meeting, the technical program schedule is announced on the Web (Our Goal)

39. Preparations in the final few months. • Program Book is generated • Programming Dept. works with chairs (all levels) to instruct authors on submittal of pres. record (abstracts or full papers) • Topical Conferences Proceedings are included in the Meeting Proceedings CD. (Certain topicals may be able to justify preparation of print volumes) • Program chairs remind session chairs to notify authors and to solicit Records of Presentation (anywhere from 1-2 pages to full papers) • Adjustments are made if authors/titles change or if there are cancellations

40. At the Meeting... • Support Session Chairs: • Check room: audio, lights • Coordinate times and A/V with presenters • Ensure attendance is reported • Program Chairs (NPC): • NPC Programming Retreat Saturday (Spring)/ Sunday afternoon (Fall). • Group/Area meetings (throughout meeting week): • Solicit session titles and session chairs for 1 - 2+ years ahead • Firm up session titles and chairs for next (two) year(s)

41. Outline • National Program Committee (NPC) • AIChE Staff • Executive Board of National Program Committee (EBPC) • AIChE Conferences/Meetings • Programming Activities Schedule (guidelines) • NPC Annual Meeting (Spring National Meeting)

42. At the Annual Programming Retreat - Spring National Meeting Review last year’s Meetings: - performance/quality, attendance, other statistics - experience gained - input for future, etc - strategic initiatives Discuss Programming Procedures • Web session submission • PTP • Input for continuing improvements Identify, Discuss & Input on Critical/Strategic Programming Issues • Current year EBPC/NPC Priorities • Growth/Quality Annual/Fall Meeting • Program Book (preparation process / format) Discuss & Refine & Catalyze Next Year’s Meeting Requests • Session titles/topics, number, themes • Topicals • Cosponsorships for above

43. Addendum Additional Information for General Arrangements Committee Chairs Meeting Program Committee Chairs (MPC’s)

44. GAC Responsibilities [Appointed by EBPC. Work with local section at host city, MPC, and Director of Meetings Major responsibility is to raise funds for welcoming reception. Work with Meetings Director and Meeting Logistics Planner and MPC on physical facilities Provide host city information for meeting program book (MPB) Provide GA Committee information for MPB Other responsibilities: • Recruit volunteers to work registration/host/etc. • Suggest spouse/guest program if any • Suggest social events if any • Suggest plant tours if any • (Recruit session aides if available) • Manage local publicity for meeting

45. MPC Responsibilities (In Conjunction with Meetings and Programming Staffs [EBPC appoints the MPC2 -3 yrs before meeting] Major responsibility: Prepare technical program Select vice or co-MPC Coordinate, select, & approve sessions (some are mandated) Assign times, rooms, and session #s for the technical sessions Approve any and all changes/moves Prepare and proof-read the technical program (T-pages in MPB) Prepare and proof-read the index to the technical program Prepare the technical program grid Prepare MP Committee page (good to have a vice-chair) Prepare highlights page (ID threads, topicals, special features) Ex-officio member of Institute Lecture Committee (Annual MPC) Advise/approve MPB cover Maintain contact with programming coordinators and NPC

46. AIChE Meeting Database Program • GC/AC – enter own info & session info, submit schedule requests • PTP process (authors submit papers) • Extended Abstract/Full Paper Upload Process (authors submit) • SC (or assigned coord.) submit or approve proposed program • MPC assigns rooms/times/session # -- may modify sessions • DB Program generates • TP, Index, Grid for web • TP, Index, Grid for printer • Early version for SCs to proof