[Vtic2003] Re: conference this year or next
hunguyen57 at cox.net
hunguyen57 at cox.net
Fri Jun 6 23:00:14 PDT 2003
If we consider only a mini-conference, then we can scale down or eliminate certain events and thus major expenses (less demand on fund-raising) as follows
- Banquet & entertainment: major cost plus a lot of marketing effort to make it look good. A dinner among authors & organizers would be sufficient. Topics discussed can be around the revitalization of VACETS and election.
- Paper proceedings: a major expense for past VTIC with no obvious compensation except for a place to acknowledge sponsors. A CD would greatly reduce expenses.
- 2-3 sessions with more time for round table or panel discussions to share experience among authors. We can ask all authors to help contribute and I would hope that everyone would be willing to spend a extra day for this.
- If we only rely on registration fee to cover miscellaneous expenses, won't we have enough assuming that the meeting rooms are free? We won't need a big auditorium as last time because it was quite sparse.
Also, my experience with delaying VTIC01 because of 9/11 and restarting VTIC02 is quite painful: it was extremely difficult to spin up again since one would tend to put away and restart at the last minute. I had always regretted that decision.
I would also like to remind everybody that the real reason behind VTIC is the chance to network, to meet old & new friend. We also should keep in mind that loosing momentum is probably worse now than ever.
Best Regards,
Hu+ng
>
> From: Tri Tran <tran4 at popsicle.llnl.gov>
> Date: 2003/06/06 Fri PM 06:40:58 EDT
> To: VACETS Technical Conference 2003 <vtic2003 at vacets.org>
> Subject: [Vtic2003] Re: conference this year or next
>
> The committee and the board have invested time and energy to initiate
> this conference. Authors have been enthusiastic and supportive. It
> was not an easy decision to delay the meeting.
>
> The organization of the conference that are comparable to the
> qualities and breadth of the last 4 meetings requires a great deal of
> preparation and finance. Anh Nhan and I have consulted many members
> and organizers of past events. For numerous reasons, several bench
> marks for this year events have fell below our expectations (number
> and timeliness of abstract submission, enthusiasm level and number of
> volunteers on committees, fund raising preparation, general support).
> And we are losing valuable time to make up.
>
> While we stand to alienate some authors (I believe this number is
> small since many participants are long-time VACETS members), it is
> riskier to commit a great deal of 'volunteering' resource to raise
> fund and prepare the meeting for a small number of participants.
>
> The smaller meeting format may be doable but it will be significantly
> scaled down than what we have announced (banquet, entertainment,
> workshops, panel discussions, proceeding volume, CD, 3-4 technical
> sessions....) Are you thinking of just the 3-4 technical sessions?
>
> I still stand by my recommendation that we need to postpone it until
> next year and try again to organize a full-scale VTIC conference.
>
> Tri
>
> At 5:23 PM -0400 6/6/03, Hung Nguyen wrote:
> >I'd like to second anh Luc by saying that we could potentially have
> >longer and more "intimate" sessions with 17-20 abstracts. Based on
> >past VTIC with "sufficient" number of presentations, I have seen
> >that there was never enough time for the talk and great pain was
> >taken to enforce the timing on each author.
> >
> >May be we can have a smaller but more friendly workshop this year.
> >After all, VTIC is the ONLY activity that VACETS has been able to
> >sustain, and delaying it to next year won't help the situation at
> >all.
> >
> >I would suggest to go ahead with what we have and look forward to
> >seeing all of you in August.
> >
> >Hung
> >
> >----- Original Message -----
> >From: <mailto:luc2503 at bellsouth.net>Luc T. Nguyen
> >To: <mailto:vtic2003 at vacets.org>VACETS Technical Conference 2003 ;
> ><mailto:vacets-head at saigon.com>vacets-head at saigon.com
> >Sent: Friday, June 06, 2003 5:02 PM
> >Subject: RE: [Vtic2003] FW: [vacets-head] RE: Call for paper
> >
> >Many old and new authors have taken the pain to send in their
> >abstracts. Some of the papers will not be relevant next year. We do
> >not want to alienate the authors (especially new ones) by cancelling
> >this year conference because we might not be able to get them back
> >next year.
> >
> >Correct me if I am wrong but each VTIC we only have about 100
> >participants. Most of the participants are from the core members of
> >VACETS, namely the Board, and Adcom members, and the authors. With
> >17+ papers and the San Jose location how many participants can we
> >expect this year? Can we organize a smaller conference? Can we be
> >creative and add some other sessions such as "industry pannels" on
> >jobs, industries outlook, interpersonal relationship, small
> >business, start up, etc. How can we encourage more attendees from
> >the student population? Can we just burn the CDs and not print the
> >proceeding to save some money? Do we have to have the sponsors to
> >have our VTIC?
> >
> >I think the issues boiled down to financial. If we can break even
> >then we should proceed with the conference.
> >
> >I will do my part to help with anything I can, just let me know.
> >
> >-------------------------------------
> >Luc T. Nguyen, Ph.D.
> >CTO/VP Engineering
> >Zvolve Systems, Inc
> >Phone: 770 551-4503
> >Fax: 770 551-4509
> >lnguyen at zvolve.com
> >-------------------------------------
> >
> >-----Original Message-----
> >From: owner-vacets-head at vacets.org
> >[mailto:owner-vacets-head at vacets.org]On Behalf Of Hung Nguyen
> >Sent: Thursday, June 05, 2003 10:32 PM
> >To: VACETS Technical Conference 2003
> >Cc: bi at salasobrien.com; haitran at rocketmail.com; vacets-head at vacets.org
> >Subject: Re: [Vtic2003] FW: [vacets-head] RE: Call for paper
> >
> >Bravo, anh Ban. We need to build more momentum for next year. Hung.
> >
> >----- Original Message -----
> >From: <mailto:BTran at pclient.ml.com>Tran, Ban (TYSONS CORNER(VIENNA) ONE 795)
> >To: <mailto:vtic2003 at vacets.org>vtic2003 at vacets.org
> >Cc: <mailto:bi at salasobrien.com>bi at salasobrien.com ;
> ><mailto:haitran at rocketmail.com>haitran at rocketmail.com
> >Sent: Thursday, June 05, 2003 12:00 PM
> >Subject: RE: [Vtic2003] FW: [vacets-head] RE: Call for paper
> >
> >Cac anh chi men,
> >
> >Despite all rallying effort to get VTIC2003 on the road, I think it
> >was a wise decision to postpone the event until next year due to
> >reasons that are beyond our control. Participating in this year
> >VTIC's event is obviously not a top priority due to the continued
> >poor technology job market and unemployment concerns. The
> >unemployment report that came out today was worse than expected,
> >leaving most people less than encouraged.
> >
> >I agree with Anh Tri's statement, that having a poorly attended
> >conference would have a negative impact on VACETS on many fronts,
> >specifically sponsorship in my view. Sponsors wants to have maximum
> >exposure for their dollar and we are not in a position to deliver on
> >that expectation this year.
> >
> >Therefore, I whole heartedly support the postponement and hope for a
> >much improved economic outlook in 2004. With that in mind, I will
> >soon submit my application for candidacy for the Board in our
> >continued effort in making VTIC2004 a success.
> >
> >Cheers!
> >
> > Ban
> >
> >Ban Tran, CFM
> >Certified Financial Manager - Financial Advisor
> >Merrill Lynch - Private Client Group
> >8075 Leesburg Pike, Suite 600
> >Vienna, VA 22182
> >(703) 748-6309 Direct - (888) 820-7008 Toll Free
> ><http://fa.ml.com/BAN_TRAN>http://fa.ml.com/BAN_TRAN
> >
> >-----Original Message-----
> >From: Nhan T. Do [mailto:ndo at sst.com]
> >Sent: Wednesday, June 04, 2003 7:15 PM
> >To: vtic2003 at vacets.org
> >Cc: bi at salasobrien.com; haitran at rocketmail.com
> >Subject: [Vtic2003] FW: [vacets-head] RE: Call for paper
> >
> >Dear organizing committee members;
> >
> >With Tri's input, I decided to postpone this year VTIC until summer
> >next year. Please send me any feedback before I send out the
> >postponement announcement. Thanks, anh Hai and anh Hung for your
> >great effort in recruiting authors.
> >
> >Best regards,
> >
> >Nhan
> >-----Original Message-----
> >From: Tri Tran [mailto:tran4 at popsicle.llnl.gov]
> >Sent: Monday, June 02, 2003 12:21 PM
> >To: Nhan T. Do
> >Cc: thuytle at email.sjsu.edu; loi_tran at sbcglobal.net;
> >jlap at nyctc.cuny.edu; bi at salasobrien.com
> >Subject: RE: [vacets-head] RE: Call for paper
> >
> >Hello all,
> >
> >We have 17 abstracts, 1 poster so far. There are 3 multiple
> >submissions from same author (Hung, Luc and Tri) with the rest
> >coming from 12 other authors with a few new faces. There is one
> >cancellation this weekend (Tuyet of LLNL submitted 2 and withdraw
> >1). There may be 3 more that we have a good chance of getting (Dai
> >Nghiem, Tung Bui and Tri Cao). The interest level is low with the
> >last 4-5 submissions comes from personal contacts anh Hai made
> >during the 1-month extension period.
> >
> >I recommend that we postpone this conference until next year for the
> >following reasons:
> >
> >1. There will be too much work to organize for a few people
> >
> >2. The wealth of the topical areas is not as wide as I would like to see
> >
> >3. A cancelled conference is not good but a poorly attended
> >conference is worse for VACETS
> >
> >4. Time is limited
> >
> >Attached is a spreadsheet showing the abstracts and authors FYI.
> >
> >Tri
> >
> >
> >
> >_______________________________________
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> >
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