Dear Subcommittee Chairs and Vice-Chairs,
As a reminder, in order to make the process of the ICC meetings more efficient, we have started a new process in which you (the Subcommittee Chairs and Vice Chairs) will have the responsibility to pre-load the presentations from your agenda. We think you have the most vested interest in getting as many presentations from your presenters ahead of time, and you know whom to track down for the missing presentations.

With this new process, it will be your responsibility to load and run the presentations on the presentation laptop to make sure the files work properly prior to the subcommittee meeting. Of course Rachel and I are available to help as necessary, but we will rely on you to track the presentations down.

I recognize that we’ll need to be flexible to figure out how best to make this process work efficiently. Nonetheless, we believe this new process will be less confusing to the presenters, will give more control to you, and lead to a more streamlined process.

The plan now is to provide access to the presentation computer as follows:

• Sunday from 12:00 to 3:45 at the AdCom meeting
• Sunday from 3:45 to 4:45 at the Registration Desk
• Monday morning at the All Chairs meeting
• Any other time pre-arranged with Rachel or myself

On Monday through Wednesday (daytime), the laptop will be set up in the main meeting room for the day’s subcommittee meetings. It will be difficult, as always, to preload immediately prior to your meeting, especially since we lock up the computer during the lunch break. It is our hope that you are able to gather your presentations and preload on Sunday afternoon or Monday morning, or some other pre-arranged meeting time that is more convenient for you.

Regardless of the changes, we must still insist that all presentations be copied to the presentation laptop (unless a paper of the presentation is surrendered instead). We cannot allow presenters to simply use a flash drive. I know we’ve had issues in the past where presenters didn’t want to hand over their presentations due to “copyright” issues (or what-have-you). We need to be firm in our stance – if it’s shown at the ICC meeting, then it must be copied to the presentation computer, and it must go into the minutes. No exceptions.

We hope you will work with us to make these changes successful.
Thank you for your hard work and dedication.
Best Regards,
Shan Nandi