i3's own conference

i3 has now established its own Annual Conference. A small Committee of volunteers has developed the following framework for the event.

A major purpose of this first Conference is to build close contact between network members by bringing them together for three days with the aim of promoting and facilitating the exchange of information and experience across all of the i3 projects.

To meet these objectives of the first i3AC, a series of sessions with project presentations, posters, and scientific and other themes, as well as inter/intra project meetings, is proposed.

i3 project partners should enjoy this opportunity to meet together in peaceful and pleasant surroundings, take the time to get to know each other, discuss and debate together, share enthusiasms and exchange ideas, and in so doing generate that particular kind of intellectual excitement which everyone who works at a high and challenging level of mental activity knows so very well - and finds perhaps less often than wished in the daily round of necessary routine tasks.

The 1998 Conference will also provide an opportunity for Esprit Long-Term Research (LTR) to assess the progress of i3 activity as a whole as well that of as its constituent parts: that is, each project and the network will be reviewed by independent experts. Procedure for the reviewing process is outlined below.

Venue

Hotel Nyborg Strand on the eastern coastline of Fyn (Funen), the central island of Denmark, has been chosen as the venue for this first i3 Annual Conference. Denmark is a land where dynamic and functional modern technology blends remarkably well with the original - and still thriving - farming culture: the peaceful, fertile island landscape of Fyn, dotted with thatched farmhouses and woodlands, is linked to the main island of Sjaelland by a triumph of modern engineering - the new thirteen-kilometer Storebaelt bridge (including a long undersea train tunnel) which ensures that Nyborg now is little more than an hour's car or train journey from Copenhagen.

Hotel Nyborg Strand is an efficient modern hotel more than large enough to accommodate everyone under one roof, situated amid woods and lawns facing an unspoiled beach washed by the clear waters of the Storebaelt, and with a distant view of the elegant new bridge from its windows. It is one of the major Danish conference centres, with a capable, experienced staff who can arrange all the facilities needed for the i3 Annual Conference.

We hope that gathering everyone together in this seaside location might help to create a collective atmosphere which will be relaxed and tranquil yet also refreshing and stimulating.

Hotel Coordinates:

Hotel Nyborg Strand Nyborg Strand, DK-5800 Nyborg, Denmark Phone: (+45) 65 31 31 31 Fax: (+45) 65 31 37 01 Email: nyborgstrand@nyborgstrand.dk http://www.nyborgstrand.dk/ Contact person: Dorthe Simonsen

Programme outline

The multiple purpose of the conference will be reflected in the programme. For the sake of the i3 community aspect there will be sessions on: Project Presentations, a Technical Programme, and Project Activities. For the review tasks there will be individual review meetings for each project. Each of these programme activities is described separately below.

The suggested programme structure for the three days is as follows:

Monday and Tuesday:

08.30 - 10.30 11.00 - 12.30 13.30 - 15.00 15.00 - 16.00 16.00 - 17.30 19.30

Plenum, 4 Project Presentations Plenum or Parallel sessions/workshops, Thematic Plenum, 3 Project Presentations Coffee and Poster viewing Plenum, Thematic Dinner (Tuesday will be the Conference Dinner)

Wednesday:

08.30 - 10.00 10.30 - 12.00 12.30 - 15.30 15.30 - 16.30

4 parallel Reviews + Project activities 4 parallel Reviews + Project activities 6 parallel Reviews + Project activities "Farewell Party"

Comments from all i3 members on the structure of this and future i3ACs are invited, and could be emailed to members of the Organising Committee and/or to the i3net Co-ordinator.

Project presentations and demos

Project presentations will focus on the highlights of work done and results achieved. A total of 30 minutes per project will be allocated thus: 20 mins for presentation and 10 mins for discussion. The oral presentations may be supported by posters and/or demos as a poster/demo exhibition will be open throughout the whole conference. However, for this first i3AC, projects are urged NOT to stake on demos requiring sophisticated equipment. For details on facilities see future updates.

Project contact points should communicate with Helen MacLean, helen@mip.ou.dk, if they want to present a project poster, and if they want to present a demo which requires special space or any other type of support from the organisers.
The hotel is preparing a scaled plan of the ground floor area showing the Conference rooms assigned exclusively to i3 and including a plan of the poster/demo exhibition area. The poster area is a very large area in the hotel's new wing and it can be locked off for security purposes. Within it the lighting possibilities are flexible and can range from natural daylight to artificial lighting to complete blackout. Ceiling heights in the hotel range from 5 metres to 3 metres. This plan will shortly be faxed to project contact points.
For "deadlines" on this communication, see the section on "IMPORTANT DATES".

Technical Programme and call for abstracts

The Technical Programme comprises oral and poster sessions on Monday and Tuesday. The poster exhibition will be open throughout the conference, and contributors are encouraged to mount their posters on the Sunday night of arrival.

Plenary Sessions
As plenary sessions we might have invited talks by members of i3 and others to address themes like the past, present and future:

Call for abstracts: All i3 members are called upon to submit abstracts for oral and/or poster presentations regarding an i3-related topic as exemplified above. Abstracts should be sent as emails to Erik Granum, eg@vision.auc.dk, in plain ascii text and not exceeding 500 words. It should include information on title, author(s), affiliation(s), the i3-project name(s), and indication of the preferred form of presentation, oral and/or poster. The abstracts will be used for composing the programme, and if need be, to guide a selection. Abstracts will also be printed in the Final Programme.

For "deadlines" on abstract submission etc., see the section on "Important dates".

Project activities

During Wednesday, projects not under review may have special meetings and "Project Activities" of various kinds. Important options are inter-project meetings to discuss issues of common interest, to plan collaboration, etc. Also, individual projects could have their own internal meetings.

Projects are encouraged to discuss between themselves the possibilities for making efficient use of this time, and plan their meetings. Any other suggestions for the Programme on Wednesday are also invited.

It is recommended that such meetings should be announced in advance. For meeting facilities to be made available, project contact points should direct their requests to Helen MacLean, helen@mip.ou.dk

For "deadlines" on this communication, see the section on "Important dates".

Review procedures

LTR office are adapting the review procedures to this new context. The specific requirements from each project are described as follows:

1. Annual Reports (Drafts) should be submitted about 2 weeks beforehand (see IMPORTANT DATES). (Absolute Requirement)
2. Project Programme, other useful background material, and deliverables already due should be submitted about 4 weeks beforehand (see IMPORTANT DATES). (Absolute Requirement)
3. Project presentations (oral) at i3AC. Focusing on the highlights of work done and results achieved. 30 minutes (20 mins presentation + 10 mins discussion).
4. Poster at i3AC. There shall be at least one poster per project.
5. The 90-minute review meeting with the reviewers:
   5 minutes: overview of project results,
   10 minutes: confidential issues,
   15 minutes: reviewers' opinion,
   60 minutes: dialogue.
   (Absolute Requirement)

Conference dinner and prizes

Details to be announced at the conference.

Visitors and publicity

This first i3 Annual Conference is a closed, i3-internal "family" event. This will be maintained strictly on Monday and Tuesday. However, on Wednesday, members might suggest visits by special press contacts, and (industrial) project partners might invite senior members of their own company/institution for a visit with a guided tour of the poster exhibition and demos, supplemented with selected i3 visions. Advance notice will be given of such visits.

Participation and finances

Special prices for 3 nights: Sunday 28 June, Monday 29 June, Tuesday 30 June, have been negotiated as follows:

Accommodation in single room for three nights plus all meals during the conference period : DKK 2800 (roughly ECU 375)
Accommodation in double room for three nights plus all meals during the conference period: DKK 2100 (roughly ECU 280)

This cost (above) plus that of travel is borne by the individual participant/project.

The costs of Conference Rooms and Facilities are borne by i3net.

Travel information will be provided.

Project contact points are asked to mail by 5 May to Helen MacLean, helen@mip.ou.dk, the expected number and names of participants from their project. Accommodation arrangements can be made for participants who wish to arrive early and stay on the night of Saturday 27 May. Future announcements will tell precisely when and in what form registration and payments will be required.

See Section on "Important dates".

Important dates and actions

The dates specify when the information/material should be available to the recipient(s).

Date.....From........ Issue............................... To

(Re Participation)
05 MAY   Co-ord.      Expected number of participants      Helen
xx XXX                Registration/ payment                Helen
(Co-ord = Project Co-ordinator or Contact Point)

(Re Programme)
06 MAY   Co-ord.      Project Posters & Demos (prel.)      Helen
06 MAY   Co-ord.      Project Activities (prel.)           Helen
06 MAY   Members      Abstracts by email                   Erik
19 MAY   OC           Notification of Authors              Authors
19 MAY   OC           Preliminary programme                Web
03 JUN   Authors      Abstracts for Printing               Helen
03 JUN   Co-ord.      Proj.Posters,Demos,Act. (final)      Helen
16 JUN   OC           Final Programme & Abstracts          Web/Members
(OC = Organising Committee)

(Re Review)
29 MAY   Co-ord.      Project Programme etc.               Reviewers & PO
16 JUN   Co-ord.      Annual Report (draft)                Reviewers & PO
(PO = Project Officer)

Organising committee (OC)

Erik Granum, Chairman
Email: eg@vision.auc.dk
Phone: (+45) 9815 1133
Fax: (+45) 9815 4008

Ingrid Van der Zon,
Email: i.vanderzon@design.philips.com
Phone: (+31) 4027 59182
Fax: (+31) 4027 59161

Manfred Tscheligi,
Email: mt@ani.univie.ac.at
Phone: (+43) 1 4086 366 -15
Fax: (+43) 1 4080 450

Walter Van de Velde,
Email: wvdv@riv.be
Phone: (+32) 2721 5454
Fax: (+32) 2721 5380

Helen MacLean,
Email: helen@mip.ou.dk
Phone: (+45) 6557 3554
Fax: (+45) 6315 7224

Jakub Wejchert,
Email: jakub.wejchert@dg3.cec.be
Phone: (+32) 2296 8032
Fax: (+32) 2296 8390

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