Present: FX, Stepan, Maurik, Takashi, Tim, John

HOMEWORK: Comments, suggestions on Draft HPS Review Agenda
Need to have list of speakers, list of others, and agenda ready next week for Alan.

1. Stepan reviewed the May 23 Meeting with JLAB Management on scheduling HPS. See his slides attached.
Option 1 is the plan that Bob will present to NP. JLAB will support the HPS commissioning run at our "present location"
during CLAS torus testing in Hall B, whether Spring 2015 or Fall 2015, and will support production run thereafter, schedule not yet determined.
Other options are still being understood, and could have advantages, but need homework.

2. Agenda for meeting. See above

3. Planning for the HPS Review. We discussed. John's iterated draft above for further discussion.
Please send your suggestions to the whole EC, and we'll try to finish this up by mid next week.

4. Information for the Review. It may be worthwhile to fly in and out of National, and take the metro.

Here's what Alan wrote:

Attached is a rough schedule. I have put in the Exec Sessions for the panel, some breaks and an hour for lunch. I am assuming we will hold a closeout at the end to provide prompt feedback. This will require a two hour block of time for the panel to hold discussions and to work on their writing assignments. I see about five hours split across the morning and afternoon available to your collaboration members for presentations and Q&A. I would suggest a schedule that assumes four hours of presentations with each one padded with some number of minutes of Q&A adding up to a total of one hour. We do not need a completed schedule immediately, but certainly a draft schedule would be appreciated by the end of May.

The contract with the Hilton Gaithersburg for the HPS Review on July 11, 2013 has been signed. The room rate is $169; the block of rooms is identified as "Heavy Photon"; reservations should be made by June 19, 2013.

Hilton Gaithersburg
620 Perry Parkway
Gaithersburg, MD 20877
$169 July 10-11, 2013
Comp shuttle from metro to hotel
Breakfast coupon included for overnight guest rooms

Also, there is a second tab on the spreadsheet. We would like to have a complete list of all planned HPS participants: name, institution, and email address. This list should be firmed around the same time as you provide us the draft schedule.

Let me know if you have any questions.

Thanks, Alan

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