The road to POLAR2018 - Anja Schilling Hoyle WSL Institute for Snow and Avalanche Research SLF - Swiss Polar Institute SPI
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The road to POLAR2018
Anja Schilling Hoyle
WSL Institute for Snow and Avalanche Research SLF
XXXV SCAR Biennial Meetings 2018
Photo P. Chapman
• Proposal to host the meetings in Switzerland at SCAR 2014 in
Auckland, New Zealand
• Locations at ETH Zurich or at the Congress Centre Davos
• Decision for Davos
Arctic Science Summit Week &
IASC Business Meetings
• Negotiations between SCAR and IASC at SCAR2014 in Auckland to
combine the two meetings fully.
• The last time SCAR and ASSW were combined was in July 2008 in St
Petersburg/Russia as part of the International Polar Year IPY 2008
(without ASSW/business meetings).
The combined meetings and further additions • The new – and growing – meeting was named POLAR2018 • Addition of the 2018 Arctic Observing Summit in 2016 • Inclusion of COMNAP Open Session (AGM in Partenkirchen as Switzerland is not a member country of COMNAP)
Creating an identity and a structure
Finding money No «seed money», the funds to cover the costs come from: • registration fees • sponsors & partners • abstract submission fees
How did the science get into POLAR2018? • Widely distributed call for session proposals in September 2016. • Focus on topics that are relevant for both poles and high-mountain areas. • Expected 50-60 session proposals, received more than 180. • Consolidation process: separation into 12 categories, merging of similar topics with an iterative process and in close collaboration with the conveners. • Polar, rather than Arctic or Antarctic sessions were created. • Reduction of conveners to around 3-6 for each finalized session. • Final session information to conveners in March 2017.
Attracting the Polar and high-altitude
community
• Call for abstracts on 1 September 2017 – deadline scheduled for 31
October 2017, extension of submission deadline to 12 November 2017.
• On closing date, 2607 abstracts had been submitted: 1766 oral, 628
poster, 213 without preference.
• The biggest session received 111, the smallest 5 abstracts.
• The four smallest sessions were combined with other sessions to give all
sessions a chance to have oral slots.
• Based on those numbers, the total of 180 oral slots of 90min were
distributed to the sessions. The biggest session got 8x90min slots, the
smallest 1 slot (together with another session).
Side meetings • 3 step-process to get every side meeting scheduled (SCAR, IASC, POLAR2018); the SCAR Delegates Meetings are pre-set by SCAR. • A total of 136 side meetings before (90) and during (46) the Open Science Conference
What else is part of POLAR2018 • Four mini-symposia with high-level speakers and panelists during OSC • Booths (10 booths from partner organisations, publishing houses, research institutes and an Arctic operating business) • Exhibitions (Inuit Collection and Swiss Camp) • Public lectures, movie screenings
Current registration numbers • Pre-Meetings (15 – 18 June 2018): 601 • Open Science Conference (19 – 23 June 2018): 1348 • Arctic Observing Summit (24 – 26 June 2018) 74 • Some free registrations (keynote lectures, sponsors, booth organizers)
…and then?
• POLAR2018 is by now widely known, and is perceived as the biggest
polar science meeting of the year.
• The initial fear of an upscale resort town in expensive Switzerland seems
to have faded.
• Switzerland is on the map for polar research – let’s not loose this
dynamic and make sure it stays on the map!
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