congress programme committee meeting london 2008 world petroleum council possible changes /...

Congress Programme Committee Meeting Congress Programme Committee Meeting London 2008London 2008

World Petroleum CouncilWorld Petroleum Council

Possible Changes / SuggestionsPossible Changes / Suggestions


Poster Session

A great innovation and well received by the delegates, but not properly worked so as to better engage chairs, vice-chairs and poster presenters, Only when we arrived at the Congress were we able to catch up with the system.

Best practices such as the availability of the posters in the Plaza all during the event was learned only in the Poster Plaza.

Another point for improvement is related to the identification of the poster presenters in the Poster Plaza. Since everyone was holding a "delegate" badge, the people interested on a given poster was a bit lost

Could be remedied through an identification of "Poster Presenter" on the badge. As for the Poster Plaza, in a perfect world a deligate would walk out of the oral presentation rooms and walk through the poster sessions to get to the next oral presentation. Not ideal to have the poster sessions off to one side and not in the flow of traffic


Poster Session (contd)

The idea of posters is great, but due to poor publicity the sessions were very poorly attended.

Poster authors should be able to submit a paper that is included in the proceedings.

The posters should be better advertized and included in the program adjacent to the Forum session info. Poster presenters should be sent instructions that are specific for them. There should be a little gift for poster presenters.

Authors should be able to check that their paper be considered for either a poster or an oral presentation


Badges

Further to the point of identification of posters presenters

Chairs, vice-chairs and speakers should as well be identified as such.


ROLE OF THE CHAIR IN PREPARATION OF THE SESSION

Single point contact -Suggest that the chairs be the single contact point with the authors of papers and posters, unless a support/help is requested from the Council otherwise.


INVOLUNTARY VOIDED" ABSTRACT SUBMISSION

The case of the abstract about Tanzania Deepwater Exploration, which was submitted by Ms Veronica Martinez, from Petrobras, and, although she followed the instructions and even after having received a confirmation from the <[email protected]>, such abstract did not reach Forum 1 abstracts database in the website, neither as paper nor as a poster.

This was learned by chance as the chair was with Petrobras and wondered why the paper was not included. The good thing was that the WPC could eventually remedy the problem by allowing it in as a poster, even after the deadline for submissions.


LAST MINUTE CANCELLATIONS Mr. Moses Nathaniel Duggirala, from Reliance, had what appeared to be an important paper "Mesozoics of the south western margin of India: A frontier exploration". Unfortunately, he gave us a notice just one week before the event, with an argument that it was due to a bidding round in India, which prevented him to be present in the Forum 1.

The fact that we had selected 6 papers for the session helped to minimize the problem, although an important regional representative frontier was missed and, in a way, produced some frustration.

This is a difficult problem to prevent. During the abstracts’ selection phase, we tried to connect the quality of the contents with the name of the organization behind the author, so as to mitigate the risk of no-show. Unfortunately, in this case it did not work for Reliance.


NON-ENGLISH SPEAKERS

Forum 1 oral session faced a last minute need for translation from Russian to English, in the case of Dr. Viktor Skorogobatov, from Gazprom.

He confused the situation by bringing a colleague on the stage for help. The previous written communication with Dr. Skorogobatov was carried out in English without problems, including a request for him to reduce the number of slides from his initial PowerPoint presentation and make them available in English, which was promptly provided by the author.

However, there was never any indication that he required translation. In the future Chairs should consult with the non-English speaking authors on any potential problems language issues.


On-line paper management system

Allow chairs to enter their reasons for returning a paper or abstract to the author so that the chair does not have to write a separate email to the author. When a paper has been returned to the author for revision, the author should be able to upload the revised paper. My authors found that they could not upload the revised papers even though I had marked the submitted paper as being returned for revision. Authors should be able to upload revised versions of their paper/presentation until the chair locks the files Since the chairs are encouraged to have opening remarks, there should be a provision for uploading the powerpoint for those remarks. My authors were unaware of how long they had to speak. Also, authors seem to be unable to do math and take the time for the session and divide it by the number of speakers.

There should be guidelines for the authors on maximum number of slides.


General Suggestions

Some problems with VIP treatment – ministers

Too many ministerial sessions

To much technical programme to difficult to get around

Seating plan needed for VIPs at Dinners

Are there mechanisms to capture lessons learned

Difficult to know who was there to meet – possible to enhance networking

Deadlines too short

Unused lunch tickets to students?

More strict on paper start time so you can go from session to session


General Suggestions

Something on indigenous peoples required

Was all the personal information really needed on registration

OPEC IEA discussion too important for a lunch should be a plenary

More time needed for round table discussion

More effort on sustainable “trash” giveaways at the exhibition

Sustainability village – more prominance

Have a photo competition

Have a cartoon competition

Proceedings expensive

Accompanying persons charge far too high , not value for money

Congress Programme Committee Meeting Congress Programme Committee Meeting London 2008London 2008


congress programme committee meeting london 2008 world petroleum council possible changes /...

Documents

poster presenters

poster plaza

poster authors

poster sessions

given poster

world petroleum councilrole

point of identification

perfect world