From: Sally Seidel Date: July 6, 2009 5:08:39 PM PDT To: James Brau Cc: Doreen Wackeroth , JoAnne Hewett , Francois Richard , William Trischuk , Lawrence Gibbons , Marcel Demarteau , David MacFarlane , Yamamoto , Andy White , Bruce Schumm , Graham Wilson , Mark Oreglia , Mike Harrison , Maxine Hronek Subject: Re: meeting of the ALCPG09 Program Committee dear colleagues, I'm sorry I will not be able to attend the meeting on July 10.  Here is a short status report on local organization. 1) Please check the conference web site for regular developments.  As of today, 43 people have registered for the meeting. 2) We have received only one request for financial assistance.  I forwarded the request to the committee consisting of Mark and JoAnne and will do the same for all subsequent ones.  NSF has offered us $7.5k for financial assistance with the very firm insistence that this be applied to students and postdocs only---no senior people regardless of their level of support.  We modified the tab on the web page to move the deadline for requests from June 30 to July 30. 3) Although we have reserved almost every room in the UNM Student Union Building for the full period of the meeting, we have not signed a contract for any of them.  As soon as we have information from the GDE about specific room usage needs on a daily and hourly basis, we will proceed with the contract.  If another group contacts the SUB with a request for rooms, and they are prepared to sign a contract, they can displace us. Once we have a contract for the rooms, we can proceed to make a contract for associated audiovisual and other supplies. 4) We have received and responded to requests for 5 visa invitations. 5) The poster design is complete.  As of one week ago the printing job had gone out for bids through Fermilab.  Cynthia Sazama's office is ready to mail the posters to 600 addresses as soon as they reach her. 6) Arrangements for buses, portfolios, badges, signage, etc., are progressing. 7) Conference coordinator Pat Berger is in touch with Barbara Warmbein regarding arrangements for a public talk on the UNM campus. 8) Regarding the Welcome Reception: we have recently discovered that because UNM is officially a "dry" campus, we are not allowed to offer a no-host bar.  We propose to pay for 2 glasses of wine per delegate (plus companion if so indicated) using registration fee funds, not federal funds, and include tickets for these in the registration packets.  There will additionally be catered food. regards, Sally