Can we ask about how we treat online talks, do we allow all participants now in principle the chance to give talks virtually? In addition, do we prioritise backup in person talks over online talks or just select the talks regardless of being in-person/online?
As for the grouping of online talks into the first and last sessions of the day, that would substantially mix up the order of talks so that similar topics are no longer grouped together which may complicate the timetabling.
Regarding the joint sessions, the key issue is that the proposed joint session with WG6 (proposed by them) would be an extra joint session, in addition to both of our individual sessions, it would therefore constitute an extra session and enable us each to accept a couple more (very good) talks. Should we proceed on the basis this will be possible and therefore accept these few extra talks? This of course makes the abstract situation a little easier for us.

From: ARMESTO PEREZ NESTOR <nestor.armesto@usc.es>
Sent: 27 March 2022 21:34
To: Cridge, Tom <t.cridge@ucl.ac.uk>
Cc: klaus.rabbertz@kit.edu <klaus.rabbertz@kit.edu>; Cridge, Tom <t.cridge@ucl.ac.uk>; guillaume.beuf@ncbj.gov.pl <guillaume.beuf@ncbj.gov.pl>; daria.sokhan@cea.fr <daria.sokhan@cea.fr>; rafal.staszewski@ifj.edu.pl <rafal.staszewski@ifj.edu.pl>; heidi.rzehak@itp.uni-tuebingen.de <heidi.rzehak@itp.uni-tuebingen.de>; amarti41@nd.edu <amarti41@nd.edu>; heather.gray@berkeley.edu <heather.gray@berkeley.edu>; maria.vittoria.garzelli@desy.de <maria.vittoria.garzelli@desy.de>; evdolga@uic.edu <evdolga@uic.edu>; xuanli@lanl.gov <xuanli@lanl.gov>; xuqh@email.sdu.edu.cn <xuqh@email.sdu.edu.cn>; yulia@jlab.org <yulia@jlab.org>; alessandro.polini@cern.ch <alessandro.polini@cern.ch>; michela.chiosso@unito.it <michela.chiosso@unito.it>; barak.schmookler@stonybrook.edu <barak.schmookler@stonybrook.edu>; yhatta@bnl.gov <yhatta@bnl.gov>; miyachi@sci.kj.yamagata-u.ac.jp <miyachi@sci.kj.yamagata-u.ac.jp>
Subject: RE: questions about DIS2022 and abstracts

⚠ Caution: External sender

Dear all,

WG1 is making, most fairly, the point that the lack of clear instructions from the side of the LPC is creating you problems. I want to apologise for this, it is being extremely complicated but this is no excuse. So, answers:

1) The Russians: the three people from Russian institutions (including one from JINR) will be contacted tomorrow jointly by the IAC and the LPC. We had to wait for CERN council communicate (last Firday at 18.30). The decission is that they can participate and talk as individuals. No mention of their affiliations can be done at any point in the conference. If they do not accept, they cannot participate.

2) Online talks. Yes, it will announced this week that online registration is possible and the conference will result hybrid. Fee will not be small, as rooms have to be paid anyway. We will group the online talks in first sessions in the morning and last ones in the afternoon.

3) Additional room for joint sessions and further talks: it is possible but it is small. So yes, you can organise some joint sessions.

4) Posters: in person only. It makes no sense otherwise.

Again, apologies and thank you very much indeed for your hard work.

Best regards

Nestor

------------------------------------

Néstor Armesto

Galician Institute of High Energy Physics (IGFAE)

Email: nestor.armesto@usc.es

Tel: +34 881 814 107

Web: https://igfae.usc.es/

Personal webpage: https://igfae.usc.es/nestor/

De: Cridge, Tom <t.cridge@ucl.ac.uk>
Enviado: domingo, 27 de marzo de 2022 22:04
Para: ARMESTO PEREZ NESTOR <nestor.armesto@usc.es>
CC: dis2022_wg1@igfae.usc.es <dis2022_wg1@igfae.usc.es>
Asunto: questions about DIS2022 and abstracts

Dear Nestor,

Given the upcoming early registration deadline and several urgent requests for clarity from potential attendees we wish to finalise our invitations and our program. However, we are currently unable to do so as we are lacking clear decisions/guidance on the side of the DIS organisers, this is leaving us in a quite uncomfortable position and so we therefore have several questions that need to be answered in order to allow us to complete our duties.

In particular:

- we need a decision/information with respect to speakers from Russian
   or Belorussian institutes, since we have learned that DESY speakers would
   be forbidden to participate in case there were any, see here:
   https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fparticle-physics.desy.de%2Fe283270%2Fe312773%2F&data=04%7C01%7Ct.cridge%40ucl.ac.uk%7Cd7092a0750c24809fafe08da0e82bab1%7C1faf88fea9984c5b93c9210a11d9a5c2%7C0%7C0%7C637838251880343094%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=%2FcrP%2BB9Hrce%2BvVS8XHnMmILeUuyU3LzySmPFFkl7e0s%3D&reserved=0
   You certainly have been contacted with respect to that question.

- We did not hear back from you with respect to the "joint session" with WG6,
   is it refused? Would this take one session from each of us? ?
   For now we have assumed it will not happen but it would make the abstract situation more straightforward.

- Most urgently, we would like to understand whether online presentations are
   accepted or not (ideally without us judging the relevance of their reasons),
   and whether we should prioritise in person backup talks instead. It appears we would have

enough talks that could be given in person to fill the schedule, but some are backups currently.

We have a growing list of talks for which speakers may not be able to attend and several which definitely cannot attend, in addition to several backup talks currently accepted as posters that need addressing as soon as possible (several of the authors have requested urgent clarity on this). We understand the issues of covid and other factors have complicated the organisation this year but request that you please help us to solve these issues rapidly and efficiently.

Best regards,
Klaus, Barak, Tom of WG1