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					43nd CMOS Congress / 43e Congrès de SCMO




     CMOS Halifax Congress



     May 31 – June 4, 2009



          Draft
         Report
       (December 22, 2009)
                           TABLE OF CONTENTS



I.      Introduction…………………………………………………………………. 3

II.     Science Program Committee (SPC) report……………………………………3

III.    Registration Committee report………………………………………………..11

IV.     Facilities……………………………………………………………………….15

V.      Computers, Networking, Technical Services…………………………………..16

VI. Audio/Visual…………………………………………………………………….18

VII.    Conference Hotels……………………………………………………………19

VIII.   Student Accommodations…………………………………………………….20

IX.     Special Needs………………………………………………………………..20

X. Food/Beverage……………………………………………………………………20

XI. Commercial Exhibits Report…………………………………………………..….22

XII. Social Program Report……………………………………………………………28

XIII. Congress website report………………………………………………………….30

XIV. Teacher‟s Day (TD) assessment report………………………………………….30

XV. Program book report………………………………………………………………33

XVI. Treasurer‟s report………………………………………………………………..34

Appendix 1. Scientific Program Committee report: sample documents…………..…..35
Appendix 2. Commercial Exhibits report: sample documents……….....……………..63
Appendix 3. Teacher‟s Day (TD) assessment report: sample documents……………..80




                                                                               2
I.        Introduction
(by John Parker, LAC Chair)

……………………………………………

II.       Science Program Committee (SPC) report
(by Blair Greenan, SPC Chair)

Theme
The theme chosen for CMOS 2009 was Sea and Sky Come to Life/Mer et Ciel s'animent.
This theme was chosen to represent the increasingly interdisciplinary nature of
oceanography and meteorology which encompass biology and chemistry as well as
physics. Indeed, this was reflected in the fact the “Interdisciplinary” category had almost
as many special sessions as the other categories combined. The SPC hoped that by
attempting to include fields outside the traditional base of CMOS we will help to increase
participation in our society and provide a strong voice in the future for issues of
importance to all CMOS members. This approach to attempting to broaden the
membership base was strongly supported by the two CMOS Presidents (Paul Myers and
Andy Bush) in the time leading up to the 2009 Congress.

Science Program Committee Membership
The Science Program Committee was chaired by Dr. Blair Greenan (DFO - Bedford
Institute of Oceanography)

Scientific Program Committee

         Dr. Blair Greenan - Fisheries and Oceans Canada (Chair)
         Dr. Kumiko Azetsu-Scott - Fisheries and Oceans Canada
         Dr. Rick Danielson - Dalhousie University
         Dr. Tom Duck - Dalhousie University
         Dr. Katja Fennel - Dalhousie University
         Dr. Ian Folkins - Dalhousie University
         Dr. Charles Hannah - Fisheries and Oceans Canada
         Dr. Catherine Johnson - Fisheries and Oceans Canada
         Dr. Markus Kienast - Dalhousie University
         Mr. Steve Miller - Environment Canada
         Mr. Garry Pearson - Environment Canada
         Dr. Tetjana Ross - Dalhousie University
         Dr. Helmuth Thomas - Dalhousie University




                                                                                         3
The makeup of the committee was chosen to reflect an attempt to include areas of
research that are outside the traditional ones catered to by previous CMOS Congresses.
This was consistent with the theme chosen for the Congress. Many of the members of
the SPC were early to mid-career scientists. While most of the duties of the SPC were
coordinated by Dr. Greenan, some tasks such as the awarding of student travel bursaries
were handled by a smaller sub-committee (Ian Folkins, Catherine Johnson and Helmuth
Thomas).

The SPC met in person nine times between 4 October 2007 and 17 February 2009. These
meetings were very productive and minutes of the meeting are available in electronic
format. The minutes have been passed on to the SPC Chair for the 2010 Congress in
Ottawa.

Abstract Submission Fee
In previous Congresses a $50 fee was charged for each abstract submitted. This fee was
then refunded to one of the authors at the time of registration. Tracking this was a burden
on the CMOS staff and, after much debate, it was decided to suggest to CMOS Council
that a change be made for the 2009 Congress in which there would be a non-refundable
$50 abstract fee. This is consistent with the operations of many of the other scientific
conferences held in North America. The main argument against the non-refundable
abstract fee was that presenters would be subsidizing attendees who do not present by
lowering the registration fee. However, one counter-argument to that was that the
abstract fee represented some of the cost associated with the oral (computer, projector,
room space) and poster (poster board, room space) presentations. The proposal to have a
non-refundable abstract fee was accepted by CMOS Council and was implemented for
the 2009 Congress.

Special Sessions
A “Call for Special Sessions” was circulated to the CMOS community in September
2008 (Appendix 1.1). This call included some suggestions for sessions as put forward by
the SPC. We received approximately 20 suggestions from the community as had a total
of about 40 sessions at the end of this process. The SPC then merged sessions with
overlapping themes and rejected a couple of suggestions that we felt were too narrow in
scope.

This list was then posted on the web site and forwarded to the CMOS office to set up the
database for abstract submissions. At the time of abstract submissions, there was a
“General” category for each of the four major theme areas (Atmosphere, Ocean, Climate,
Hydrology) except for Climate, which was an oversight on the part of the SPC. There
was one complaint from a submitter that no “General Climate” option existed for
submission of abstracts. After the close of abstract submissions, the conveners for each
special session were assigned the task of reviewing the abstracts submitted to their theme.
This resulted in the merger and removal of some more special sessions at this point. The
final list of special sessions follows:

    Atmosphere


                                                                                          4
      Extratropical transition of tropical systems
      Air-quality: Delivering the Right Message
      Operational Meteorology
      Radiation, Aerosols and Cloud
      The Understanding Severe Thunderstorms and Alberta Boundary Layers
       Experiment (UNSTABLE)
      Recent Progress with the GEM-LAM 2.5km Model
      Meteorological Preparations for the 2010 Olympic Winter Games

   Climate
    Paleo-Oceanography and Paleo-Climatology
    Climate Data Homogenization and Trend Analysis
    Climate Change and Extreme Events
    Regional Climate Modelling

   Interdisciplinary
     Atmosphere-Ocean Interaction & Waves
     Monitoring the Atmosphere and Ocean
     IPY and Related Atmospheric, Oceanographic, and Hydrological Studies
     Climate and Marine Ecosystems
     Physical-Biological Interactions in the Ocean
     Numerical modelling for Research
     Remote Sensing of the Atmosphere and Ocean
     Water, Weather and Climate Serving the Energy Sector
     Canadian Operational Network of Coupled Environmental Prediction System
      (CONCEPTS)
    Weather and Social Science
    Military Meteorology and Oceanography
    Global Atmosphere-Ocean Prediction and Predictability
    Health Issues of Weather and Climate
    Atmosphere, Ocean and Climate Dynamics

   Oceanography
    Composition, Variability and Circulation of Seawater: Bays to Basins
    Carbon Uptake in the Ocean – Problems of Ocean acidification and Feasibility of
     Iron Fertilization
    Coastal Oceanography and Inland Waters
    Acoustics in Oceanography
    Argo in Ocean and Climate Sciences
    The Bay of Fundy: Tidal Power and Sediment Dynamics



The “Call for Special Sessions” is available in Appendix 1.1




                                                                                   5
Abstracts and Program Creation

Once the initial set of special sessions were decided upon, the SPC issued a “Call for
Papers” in late September (Appendix 1.2). A deadline of February 15th was set for
abstract submission, which turned out to be a Sunday (should have made it a weekday!).
The SPC ended up extending the deadline to Tuesday February 17th but we did not want
to extend it further than that as it would have impacted our ability to meet critical
deadlines in setting the program. While there were some submissions of abstracts after
the extended deadline, these submissions did not cause any significant issues with the
review process. A detailed set of instructions were sent out to the session conveners to
guide them through the abstract review process since the web-based review module has a
bit of a learning curve and there are some features of the system that are not very intuitive
(Appendix 1.3). The session conveners were very responsive, perhaps because the SPC
had been clear about deadlines well beforehand. The “Week at a Glance” (Appendix 1.8)
became a key component of program planning after the review process was completed
for the individual abstracts. A total of 444 abstracts were accepted with less than 70 of
those requesting posters, so there was a significant pressure on parallel session space. A
simple criterion was established by the SPC that if there were not enough abstracts to fill
at least one-half of an oral time slot (1.5 hours), then these abstracts which requested oral
slots were moved to posters. For example, if a session had 8 abstracts requesting oral
time slots and the convener could fit 6-15 minute talks in one oral time slot, then two of
the abstracts were forced to be moved to posters. The decision about which abstracts to
move to posters was left to the session convener. In reality, this did not result in any
significant number of complaints about having to change from an oral presentation to a
poster and, in many cases, session conveners were able to shift some oral talks to other
oral sessions with a similar theme.

We felt that for program management it was important to keep all oral time slots the
same length. An example of this was that after the first version of the program was
established and set up in the database by the CMOS Office, it was discovered that the
Teachers Day room assignments were on the wrong day. Having the oral time slots of
the same length minimized the problems associated with shifting the sessions around.

Using the lessons learned from the 2008 Congress, the SPC attempted to keep the
program creation a process internal to the SPC as much as possible. The 2008 Congress
drafted a program and then sought feedback from the session conveners. This process
caused significant delays in the finalization of the program.

We followed the precedent set by the 2008 Congress and did not produce a printed
Abstract volume. Given this, some improvements in the CMOS website would be useful
to allow people to easily make their own custom abstract book by clicking in a check box
those abstracts they wish to download or print. This would require additional
programming and was also a suggestion from the 2008 SPC.




                                                                                           6
Public Lecture
The public lecture for CMOS 2009 was given by Mr. Peter Bowyer, manger of the
Canadian Hurricane Centre based in Dartmouth, NS. The venue for the public lecture
was the Maritime Museum of the Atlantic on the Halifax waterfront. The nautical theme
of this museum was a great match for CMOS and was a very accessible venue for the
public. Ms. Colleen Farrell handled the booking of the museum space. The lecture
commenced at 7:30 PM on Tuesday June 2nd and was chaired by SPC member Steve
Miller. The title of the lecture was “Canadian Hurricane Centre Reflections: Two
Decades of Lessons Learned”. Attendance at the lecture was estimated to be between
150 and 200 people, and about two-thirds of these were members of the public which was
viewed as a great success for this type of event. Peter gave an excellent presentation
which generated lots of questions at the end.


Plenary Speakers
An initial list of potential plenary speakers was prepared in consultation with all members
of the SPC. The list was broken in sections representing different fields/themes of the
Congress and seven speakers were contacted by the SPC chair by phone in April 2008 to
invite them to give a plenary address. Some invitations were turned down but the list of
speakers was finalized in the spring 2008. The SPC attempted to balance gender (two of
seven were female speakers) and Canadian/International (four of seven were Canadian).
An official invitation letter was then sent in the fall 2008 in which details of the travel
costs covered by CMOS were given (see Appendix 1.6 for a copy of the invitation letter).
Overall, the plenary talks appear to have been well received and time keeping was not an
issue. I attribute this to sending instructions to the plenary speakers several times over the
months leading up to the Congress. The speakers were also reminded that we were using
a dual projection system in the WTCC Ballroom and that there would not be any laser
pointer available. For the most part, the speakers did a very good job of using
PowerPoint features to highlight items on the screen. An example an email of instructions
follows:

From:           Greenan, Blair
Sent:           May 26, 2009 9:25 AM
To:             'peltier@atmosp.physics.utoronto.ca'; 'devernal.anne@uqam.ca'; 'John.L.Beven@noaa.gov';
                'John.Cullen@DAL.CA'; 'james.drummond@dal.ca'; 'dwallace@ifm-geomar.de'; 'abower@whoi.edu'
Subject:        CMOS Plenary guidelines

Dear Plenary Speakers,

Please keep in mind the following things when preparing your presentations for the CMOS
Congress next week:

1. Your time is limited to 45 minutes. This total has to include a few minutes for the session chair
to introduce you and a few minutes for questions. So, please tailor your presentation to be slightly
less than 40 minutes.

2. We are using a dual-screen projection system, so the use of a laser pointer is discouraged as it
can only point to one screen. You can either use the mouse pointer on the computer to point out
something of interest, but it would be best if you could use features of PowerPoint itself to
highlight these items.



                                                                                                             7
Regards,
Blair
--
Blair Greenan
Ocean Circulation Section / Section de la Circulation Océanique
Ocean Sciences Division / Division des Sciences Océanique
Fisheries and Oceans Canada / Pêches et Oceans Canada
Bedford Institute of Oceanography / Institut Océanographique de Bedford
P.O. Box 1006, 1 Challenger Dr. / C.P.1006, 1 Challenger Dr.
Dartmouth, N.S. Canada B2Y 4A2 / Dartmouth, N.-É., Canada B2Y 4A2
Tel. (902) 426-9963 Fax (902) 426-3711 E-m: greenanb@mar.dfo-mpo.gc.ca


Note: the plenary speakers were given a very simple remote control for controlling the
PowerPoint slide show. This remote control had a big green button to advance the slide
and a smaller red button to go backwards. This minimized finger mistakes made by the
speakers and we strongly suggest using such a device in future plenary talks.

Most of the travel costs of the plenary speakers were covered through an agreement
reached with the NRC-IRAP program in Halifax. This was coordinated by Richard
Eisner and Blair Greenan at BIO. This represented a significant financial contribution to
the Congress but did require a significant investment of time on the part of Richard and
Blair to coordinate the paperwork involved. In return for this contribution, Richard was
given booth space at the Congress to present the Bedford Institute of Oceanography
through the efforts of the BIO Outreach Committee.


Student Travel Award and Poster Prize
A subcommittee of the SPC was established to allocate the student travel awards. This
subcommittee consisted of Ian Folkins, Catherine Johnson and Helmuth Thomas. The
applications were screened based on the criteria listed in the CMOS Congress Guidelines.
The ranked list was passed on the SPC Chair who contacted the awardees via email
(Appendix 1.5). A budget of $5,000 was allocated for these awards.

A subcommittee of the SPC was established to judge the best student poster prize. This
subcommittee consisted of Blair Greenan, Charles Hannah, Ian Folkins and Garry
Pearson. Because of the large number of student posters, the subcommittee broke into
two groups and divided the list of posters so that they viewed posters in areas of their
expertise. The two groups each determined the top candidate in the posters that they
viewed and then both groups viewed the top two posters and came to a unanimous
decision about the prize winner. The title of the poster and the name of the student were
then passed on to Mr. Brian Day, General Manager of Campbell Scientific, who
presented the prize at the CMOS Banquet on Wednesday evening.

Note: During the planning process for the Congress, the SPC discussed the idea of also
granting a best student oral presentation prize. The logistics of judging such a prize were
deemed difficult and this was not pursued.




                                                                                            8
Poster Sessions
Posters were displayed for the whole duration of the Congress and were removed on
Thursday afternoon. There were two poster sessions during the Congress with a total of
about 80 posters presented. These sessions were on Tuesday and Wednesday afternoons
for 1.5 hours and were very well received with significant attendance and interaction
even past the end of the sessions. There were no oral sessions during the poster sessions.
In order to minimize congestion during the poster session, all Tuesday posters were
placed on one side of the poster boards and all Wednesday posters on the other side of the
boards. The layout of Room 100 with the posters, refreshments/cash bar, and exhibit
booths was very conducive to significant foot traffic by the posters and exhibit booths.


Oral Sessions
In general, the oral sessions ran very smoothly with very few technical glitches. The
room allocations seemed appropriate with only a few time slots having overcapacity
issues in the smaller second floor room which accommodated about 78 people in seats.

The LAC and SPC decided prior to the Congress that we would simply have presenters
upload their presentations on the laptops in the bearkout rooms at least 30 minutes prior
to their session commencing. This was facilitated by student volunteers who were
assigned to each room. A simple CMOS 2009 directory with session subdirectories was
placed on each laptop to organize the presentations and, it was observed that this was
very intuitive and many presenters were able to upload their presentation without
assistance. The primary problem with this procedure was that, because the rented laptops
did not have security software loaded, some computers got infected with trojan programs
from USB memory sticks. Patrick Upson, the onsite computer technician, dealt with this
issue promptly.

Due to the number of oral abstract submissions and time constraints, the SPC decided to
have seven sessions running in parallel for most of the Congress. This seemed to work
well and did not adversely affect attendance in individual sessions. The SPC worked
very hard to minimize time conflicts in sessions of similar themes as this is often a
problem. The last time slot on Thursday afternoon after the coffee break is usually very
poorly attended. However, as a result of the number of oral time slots we required the
number of sessions running after the coffee break dropped from seven to three and this
seemed to work well as these sessions were all well attended.

Note: It would be very useful to have a simple remote control in each of the breakout
rooms similar to what was used for the plenary sessions. This remote control had only
two buttons (ahead and back). A number of speakers still have difficulty using the laptop
keyboard or mouse to control their slideshow.

Note: Some of the timers for the breakout rooms were not appropriate (egg timers) and
should be replaced before the next Congress in Ottawa.




                                                                                           9
Note: the exhibitors expressed a wish that the coffee beaks would be a bit longer than the
allocated 30 minutes because many of the oral sessions ran 5-10 minutes over their time
and this did not give people much time to spend in the refreshments/exhibit booth area in
Room 100.


Video Archiving of Oral Presentations
The SPC Chair was approached in 2008 by a small company in Halifax to enquire
whether we would be interested in having all the presentations videotaped and uploaded
to the CMOS website. This would allow attendees who missed a talk to view it later on
the Web. However, there were a number of issues raised by the SPC and LAC that could
not be resolved and this idea did not come to fruition. The main concerns expressed were
related to the issues of copyright infringement and providing access to new/unpublished
results to a much broader audience. The latter could be an issue for someone who has yet
to publish their results in a peer-reviewed journal.


Timetable of Activities

  Date                    Activity
  March 2006              SPC Chair assigned
  June 2007               SPC Chair provides a list of SPC members for approval by
                          CMOS Council
  October 2007            First meeting of SPC held at Dalhousie University
  October 2007            Congress theme chosen by SPC and approved by LAC
  April 2008              SPC Chair began contacting potential Plenary Speakers
  June 2008               Plenary Speaker (and Public Speaker) list completed and
                          speakers confirmed.
  September 2, 2008       “Call for sessions” to solicit session titles and convenors sent
                          out by email to CMOS membership and past congress
                          attendees.
  September 26,           First Congress announcement and call for papers sent out by
  2008                    mass email (Appendix B); scientific organizations asked to put
                          this in newsletters.
  Nov – Dec 2008          Working with CMOS Publications Director to make sure the
                          CMOS abstract submission website is ready to accept abstracts.
  January 2009            Plenary and public speaker biographies posted on congress
                          webpage.
  February 5 2009         Final Call for papers sent out.
  February 15 2009        Abstract deadline extended to Feb 17th. Concerns raised by
                          some people that the deadline had been set on a Sunday.
  Feb 17 – Feb 24         Conveners and SPC Chair make decisions concerning paper
  2009                    acceptance, and preliminary decisions on sessions for each
                          paper.

  February 25 2009        SPC meets to finalize program agenda using the “Week at a


                                                                                        10
                           Glance” template (Appendix 1.8)
  February 27 2009         CMOS Publications Director sends out mass acceptance email
                           to authors with a reminder to register and book hotel at the
                           congress, and mention that the draft congress schedule would
                           be posted on Mar 14 (Appendix 1.7). No mention of whether
                           presentation will be oral or poster at this stage.
  March 9 2009             Student travel bursary decisions made. Notice to applicants
                           sent as an email letter.
  Mar 10 2009              Deadline for session conveners to have abstracts assigned to
                           sessions and order set.
  Mar 13 2009              “Final” session schedule made available. CMOS Office sends
                           out mass email with information on abstract assignments.
  Apr – May 2009           Dealing with late changes / abstracts withdrawn and moved
                           between sessions. Creating an “errata” sheet for changes made
                           after the Program sent to the printers.
  Apr – May 2009           Assisting with the Congress Program (Printing deadline was
                           mid-May.)


III. Registration Committee report
(by John Merrick)

    The LAC registration coordinator‟s role is basically two-fold. In the pre-congress
phase it‟s one of ensuring the arrival information facilities and related services for
delegate support are properly planned and instituted. During the congress the role is one
of assisting the day-to-day national CMOS HQ registration process and providing local
information to delegates on the what, where and when of the congress and related
activities. In fact the position might better be titled Delegate Support, rather than being
related solely to registration.

    At Halifax – and I assume at other congresses - national CMOS HQ staff from
Ottawa and/or Toronto performed all the computerized on-site registration work,
manipulated the computerized registration system, collected late registration funds, dealt
with any on-line or subsequent registration issues, issued receipts and name badges, etc.
This is a very considerable and significant role that does not fall to the local LAC
registration coordinator to oversee. All on-site computers and related communications
facilities were arranged by the LAC facilities coordinator with installation being made
with sufficient lead time for National to test the links.

    In Halifax the task of enlisting congress volunteers was largely handled by the
professorial staff at Dalhousie University who were executive / members of the Halifax
Center as well as the LAC. They set up the student‟s work schedules to provide support
to the registration / information desk and to the lecture theatre support roles. The
registration coordinator ensured that the persons assigned to the registration / information
area were equipped with the knowledge of what was going on. In Halifax 09, most if not




                                                                                          11
all of the volunteers were Dalhousie Oceanography students and they provided very
competent and invaluable support.

   The registration coordinator‟s job description below is a general outline of how the
position evolved for Congress 2009. In one or two instances the tasks were shared by
other LAC members who played a major part in accomplishing the outcomes.

    Acquisition of the delegate bags was the first hurdle. Several LAC members
approached a variety of sources in an attempt to obtain a donation of environmentally
suitable bags or kits. All attempts for an outright donation were met with a solid „no‟ –
most likely due to the economic worries prevailing in Jan 2009. As a result one retailer
was contacted again with a request for an at-cost purchase of bags and this avenue was
successful.

    During the process of accumulating informative and useful material for the bags the
Province of Nova Scotia suggested they would mail out tourism material to any addresses
provided to them. CMOS policy prevented the provision of mailing addresses to third
parties so the Province provided hard copies. As material from the Province and other
interested donors accumulated, it soon became obvious that there was too much and I cut
off the call for material.

    At the post-congress wrap-up meeting it was accurately and reasonably pointed out
that it would have been much more environmentally acceptable to have the provincial
and other major donors provide a web-link on the congress web site where delegates
could search for items of individual interest. There still would have been a need for local,
timely and topical information (e.g., hard copies of bus schedules, downtown map, etc.)
but that volume of material would have been much more readily handled.

     The almost overwhelming amount of hard copy material did allow for one benefit
however: a great time was had when all LAC members met the student volunteers for the
first time as a group and participated in a giant “bagging bee”.


Delegate Registration Support Duties as / if required

6+ Months prior

   -   when arranging the congress facility reservation, convenient and accessible secure
       overnight storage must be considered for contracted computers, communications
       items as well as CMOS / MSC / DFO assets.

   -   anticipate space and facility requirements for Informatics, CMOS HQ, etc., wrt
       registration / information desk

   -   ensure all registration / information desk locations and facilities, are accessible




                                                                                             12
   -   acquire suitable delegate material handbag / carrying case

   -   arrange for appropriate logo printing on carrying case

   -   acquire suitable LAC identifying wear

   -   arrange for appropriate logo printing on chosen wear

   -   determine useful / appropriate tourism and local information web sites and have
       links established on the congress web site.

   -   review congress registration budgets for accuracy and relevance.

4-6 Months prior

   -   recruit appropriate numbers of bilingual volunteers, or, coordinate duty with other
       LAC member


2-4 Months prior

   -   acquire appropriate hard copy delegate information material such as local maps,
       congress site information, program material, etc

   -   arrange for local restaurant / entertainment coupons / discounts etc., if appropriate

   -   determine bilingual signage required and potential locations and coordinate
       acquiring and installing registration signage with other LAC members.

   -   assemble and organize all delegate material at the registration site for efficient
       dissemination during registration process

   -   ensure all registration / information related signage is bilingual

   -   review and coordinate with Informatics, CMOS HQ, etc., anticipated facility
       requirements for registration / information desk

   -   consider volunteers‟ presence and role at any Ice Breaker activity
   -

1-4 Weeks prior

   -   schedule volunteers‟ familiarization, training.




                                                                                            13
   -   ensure a bilingual presence is scheduled for all hours that the registration /
       information desk is open.

   -   schedule two volunteers on registration / information desk(s) for each of first two
       days.

   -   It is important to have the registration / information desk open and staffed a day (
       or possibly two ) prior to the first sessions.

   -   On the first day of sessions it is important to have the desk open and staffed early
       and reamin open for perhaps a few hours after the close of the last session on that
       first day.

   -   It is not necessary to have the registration / information desk open any later than
       perhaps 30 minutes after the close of the last session on other days.

   -   be aware of the pre-established on-line and late-registrant registration processes
       provided by CMOS HQ arranged staff

   -   arrange for and distribute an internal cell phone list of all LAC members for quick
       reference

   -   be aware of all congress presentation sites / locations and schedules in order to
       provide quick, knowledgeable service

   -   be aware of available health, safety and emergency resources and access within
       the congress venue


0-5 days Prior

   -   be aware of resources available to assist delegates with requests for special
       requirements; such as for dietary concerns, taxis, special congress financial
       supports, etc.

   -   volunteer training and familiarization with facilities and registration processes.


Congress Period

   -   ensure volunteer schedule is kept current and posted

   -   be aware of the congress speaking and dining schedules and locations of major
       activities.




                                                                                            14
    -   provide volunteers with appropriate rest / refreshment / meal breaks



Post Congress Period

    -   participate in LAC review of congress plans and activities

    -   provide a detailed report of success and issues with respect to the delegate support
        function.


IV.     Facilities
(by Allyn Clarke)


The site was selected in June 2006 and secured by a non-refundable deposit of $5,000. The
World Trade and Convention Centre is the only facility in Halifax capable of hosting a
conference of 500 plus delegates other than one of the universities. Early June is a peak time for
conventions so booking space 3 years out will be necessary for many locations. Details on our
exact space requirements were carried out in the fall of 2007 leading to a detailed contract and a
further non-refundable deposit of $13,000 in December 2007. This contract required a final non-
refundable deposit of $33,000 on 27 February, 2009, 3 months before the start of the Congress.
These three deposits represented to 94% of the minimum rental costs we had committed to.

During the Congress, we were occupying about 85% of the available space in the facility. This is
good because it promotes the sense of community among the delegates since nearly everyone in
the Convention Centre was a CMOS delegate.

The Convention centre worked well for us. Our space was on three levels connected by
escalators. The hallways in the centre are broad and they handled the traffic well.

The lowest level contained a registration / information area right by the main entrance. Our
exhibitors, posters and health breaks shared a large open area at the foot of the escalator from the
upper levels. We had five health break stations in this space. On the first morning we had
congestion at the break station nearest the entrance but the delegates quickly learned to go deeper
into the room and access one of the other stations. The internet café was also located in a large
room just off the entrance to the Exhibits/Posters area.

The second level contained our plenary room, four breakout rooms, a Speaker Ready room, our
LAC/volunteers room and an executive board room which was used for meetings both on the
initial Sunday and during the week.

The plenary room occupied two thirds of the facilities main ballroom. Since we were also using
this space for the Tully/Paterson Luncheon and the Awards Banquet we had the room set up with
550 chairs around 55 oval tables. On the first morning, we had many people standing at the back
of the plenary room when the second speaker was speaking. There were many empty seats;
however, we had placed the tables too close together so that people were reluctant to squeeze




                                                                                                  15
through. We reduced the number of columns of tables from 11 to 10 and solve the crowding
problem for subsequent mornings.

The breakout rooms on the 2nd level had a seating capacity of 78. Originally we had planned to
combine two of the rooms on this level into a single room with a capacity of 150. Late in the
planning cycle, the Scientific Committee decided to go with seven rather than six breakout
sessions. These rooms were occasionally at over capacity for particular speakers. of hotel rooms.

Our speaker‟s preparation room was our most underutilized room. We had the room set up with a
computer and projector (one of the CMOS projectors) and a meeting table for 12. I don‟t know if
any speakers used the room. The room was used for two ad hoc meetings during the Congress. I
used the computer several times when the Internet Café was full.

The volunteer‟s room was in a central location on the 2nd level. It was equipped with chairs,
tables and coat racks. It was serviced with a water cooler as well as fresh coffee, tea and juice
service at 07:00, 09:30 and 14:30; pastries at 09:30 and 14:30. This room served as the meeting
room for volunteers, a storage area for their coats and packsacks and a storage area for the
conference phones and extra supplies. We had three keys to this room so it could be locked when
unoccupied. The early food service allowed the student volunteers to remain on duty in the
breakout rooms during health breaks.

The 2nd level board room was an executive boardroom seating 22 with an attached lounge seating
area and en suite facilities. It was used for meetings on Sunday and through the week. Its lounge
seating area allowed it to be used for lunchtime meeting with a buffet lunch beign served in the
room.

The 3rd level consisted of the final three breakout rooms, two small boardrooms and a large
lounge area around the Atrium. The breakout rooms on this level each had a capacity of 150
seats. One of these rooms (Operational Meteorology) was consistently at or over capacity. The
small boardrooms with capacities of 10 and 16 were used for meetings on Sunday. The larger of
these rooms was also used for a meeting on Monday. The lounge area was used for private
conversations by delegates. We also used this space to serve lunch to the participants of Teachers
Day and as the photo shot area before the Banquet.


V.      Computers, Networking, Technical Services
(by Allyn Clarke)

Computers

Twenty-four PC computers were rented from Century Computer. Four (desktops) were used in
the registration desk cluster, 12 (laptops) in the Internet Café, 7 (laptops) in the breakout rooms
and 1 (laptop) in the Speakers Ready room. All computers came with Microsoft Office as well as
the usual suite of software for displaying media files.

In the registration area, two of the computers were used to self register people registering on site.
The other two were used by the registration desk staff to complete these on-site registrations and
process additional event tickets and guest passes. These four computers were adequate to meet
the demand.




                                                                                                   16
The Internet Café was occasionally at over capacity but never for longer than 15-20 minutes.

The computer supplier had recommended that we not install virus scanning software on the
machines. They argued that such software sometimes interfered with access to outside sites.
Without scanning software, several of the computers in the Internet Café were infected by a
Trojan which appeared to be spread through the USB data keys. It took several hours to clean all
of the computers and to install virus scanning software. As a necessary recommendation, all
computers for public use should have some kind of virus scanner installed.

The projectors in the plenary and breakout rooms were driven by PCs and this information was
passed to all speakers when they were informed of their scheduled presentation times. Mac users
were asked to bring their presentations in a format that was compatible with PCs. We were
prepared to plug a users Mac into the projector if their presentation as incompatible with a PC.
This was done with one of the plenary presentations.

We did see a few Mac users struggling with the PCs in the Internet Café. A future LAC might
wish to consider the cost of including one or two Macs in the Internet Café. This would give the
delegate and the LAC a platform to resolve compatibility issues on a Mac generated presentation.

Network

The WTCC is equipped with a wireless network which is available at the cost of $10 /day per
computer. The WTCC also offers the option of a wired connection to this network. Discussions
with the WTCC event manager and with the DFO organizers of a previous large meeting on the
site, lead us to the conclusion that the WTCC network was over subscribed and that system
response might be poor during much of the time. We opted instead to install direct data lines
from Bell Aliant.

We installed three lines. One line served the registration desk. This consisted of a wired cluster
of four computers plus a dedicated colour laser printer.

The second line served the internet café. This consisted of twelve computers plus a BW laser
printer served by a wireless hub.

The third line was installed in suite 205 to serve a wireless hub to provide connectivity for the
Teachers Day presentations.

Public Address System

We had a microphone at the registration desk that feed a public address system that served the
Exhibits / Posters / Health Break and Internet Café areas. This was used occasionally.

Telephones

The registration desk was equipped with a telephone that was connected to the WTCC
switchboard. This allowed outgoing local calls and incoming calls.

Local telephone lines were also installed in the 2nd level Boardroom, the Speakers Ready Room,
and one of the level 3 boardrooms so that people could join into meetings via telephone. We had




                                                                                                    17
three conference telephones on site (borrowed from DFO, GOAPP1 and MSC) that were
connected to these phone lines as needed. The local lines could dial out to the government
conference service; however, in most cases it was a single participant dialing into the conference
via the WTCC switchboard.

Wireless

We received a number of complaints about the cost of the wireless service provided by the
WTCC. Some of these came from our exhibitors. Some of our exhibitors could access the
wireless signal from the Internet Café, others could not. We debated supplying the password for
the Internet Café to all delegates but chose not to do so because we would be giving a benefit to
some but not all exhibitors.

Website

Issues and recommendations
          All computers need to be protected with virus scanning software.
          Look into the cost and feasibility of including one or two Macs in the Internet Café.
          It was difficult getting information on what various committees and other meetings
           needed in terms of telephones and projectors. Recommend a single point of contact on
           the LAC for all meeting requests and direct communication between this person and the
           person responsible for the meeting.
          Some ad-hoc meetings are not open and therefore their organizers do not want them listed
           in the Congress Program. The LAC contact for such meetings needs to keep a calendar
           of all meetings and include its needs for telephones, network, projectors and food service.
           This calendar should be accessible to LAC members and be posted in a location such as
           the Volunteer‟s Room during the Congress.
          More people are expecting free wireless access. This needs to be considered for each
           particular meeting site. Perhaps CMOS Council needs to set policy on this issue since
           once one congress provides universal wireless access, it may be difficult to turn back the
           clock.

VI. Audio/Visual
(by Allyn Clarke)

Audio-visual services were a major expense. We went to the centre‟s preferred supplier for the
quotes on which we based our original budget. We later learned that this is a competitive
business and found suppliers at considerably lower costs. We ended up with two suppliers who
had a long term working relationship. One supplier, Basil AV, supplied audio services for both
the plenary and breakout rooms as well as the large screens and 5500 lumen projectors for the
plenary room. Century Computer supplied the screens and 2200 lumen projectors for the break
out rooms.

We had two 2000 lumen projectors purchased by CMOS in 2007 but chose not to use them in the
break out rooms. Instead, one was used in the Speaker Ready room (projecting onto the wall) and

1
    Global Ocean-Atmosphere Prediction and Predictability Network


                                                                                                   18
the other was used if any of the meetings during the week needed a projector. We assumed
(rightly) that a meeting needing a projector could probably find a laptop among its participants to
drive the projector.

The plenary set up worked well. We used two large screens on either side of the speakers
platform / podium. On the floor, directly in front of the speaker was a 42 inch plasma screen
tilted at 45 degrees showing what was being projected on the screens. Speakers were given a
very simple remote with only two buttons, forward and reverse. We had considered using a more
complex wireless mouse that would have allowed the speaker to move a point on the screen. We
followed the advice of the contractor that most speakers find such devices difficult to master on
stage. The plenary speakers were told ahead of time that they would not have a pointer and asked
to the power of power point to focus attention to particular aspects of their slides. Audio was
provided by a podium mike and two floor microphones for questions.

The contractor supplied a technician who handled all of the AV equipment in the plenary room
during the plenary, the Tully / Patterson Luncheon and during the Awards Banquet. The AV
technician was able to deal seamlessly with the speaker who needed to project from a MAC was
well as the visually impaired speaker who needed to speak from her laptop. In both cases, these
situations were known in advance and the setup was tested beforehand.

The breakout rooms were equipped with a laptop, 2200 lumen projector and screen. Audio was
provided by a wireless label mike as well as a table mike for the chair of the session. These were
patched into the WTCC ceiling mounted speakers. Some delegates thought that the screens could
have gone higher in the breakout rooms; however, that wasn‟t possible. I wonder why
Conference centres and hotels don‟t install permanent suspension points for screens in their
ceilings. The room was also provided with a timer and a laser pointer. Spare pointers and
batteries were kept in the volunteer‟s room.

We decided not to go with a central site for uploading PowerPoint presentations. Instead, we had
the AV tech (in the case of the plenary sessions) and the AV volunteers (in the case of the
breakout sessions) in the rooms during the Lunch and Health breaks before the start of the
sessions to assist in the uploading of presentations. The computers in the breakout sessions had a
simple folder structure with a separate folder for each session. Presenters had little difficulty
uploading their presentations into the appropriate folder.

Recommendations:

   We didn‟t allow enough time to train out volunteers on the computers and projectors in the
    breakout rooms. We tried to do the training before the start of the plenary on the first day;
    however, this is a time of competing demands. There are two possible solutions. Chose a
    trainer who has no other responsibilities during this critical time or do your training while the
    plenary is in session.
   Session chairs did not like the mechanical timers because they are too loud and jarring. The
    Source clearing a nice electronic timer for $6.99. I purchased all that were available from the
    local store. Future congresses should try to supply electronic timers for all sessions.

VII. Conference Hotels
(by Allyn Clarke)



                                                                                                  19
We had blocked 50 rooms in each of the Delta Barrington and Delta Halifax hotels at prices
ranging from $165 to $215 per night. These hotels are immediately adjacent to the Convention
Centre and are connected to the Centre via enclosed walkways in case of inclement weather.
Under the terms of the booking, CMOS would get one free room night for every 50 room nights
taken up by the Congress.

We underestimated the number of hotel rooms needed. Our reservations exceeded our block size
by early April and we had booked all available rooms in both hotels by the last week in April.
We eventually were credited with 318 room nights at the Delta Halifax and 341 at the Delta
Barrington. This entitled us to 12 room nights which were used to cover the accommodation
costs for two the CMOS office people.

The Delta hotels were also a Health Break partial sponsor (50%).


VIII. Student Accommodations
(by Allyn Clarke)

We had blocked 60 rooms in one of Dalhousie University‟s halls of residence at the rate of
$41.77 / night for a delegate $27.29 / night for a student. The resident hall was situated on a bus
route that went directly downtown to the conference centre. It was also about 20 minute walk
from the congress site. Only half of these 60 rooms were booked for the Congress.

IX.       Special Needs
(by Allyn Clarke)

People with special needs, such as vegetarian meals, food allergies, mobility issues etc., were
asked to identify their concerns at the time of registration. CMOS National provides the LAC
with a list and this list is presented to the Banquet Manager in advance. We also had the special
needs printed on the individual‟s luncheon and banquet tickets. Individuals with special food
needs were asked to give their ticket to the server so that they could be linked to their special
meal which had been prepared in advance.

There were about 30 people with special meal requirements.

The podium platform in the plenary room was equipped with both a ramp and stairs. We did a
dry run of the plenary set up with our visually impaired speaker so that she was aware of the
physical set up on the platform. She was escorted to and from the platform.

X. Food/Beverage
(by Allyn Clarke)

Food and beverage is the largest budget item for the congress, yet is the hardest to
control. The WTCC require 3 business days notice of final numbers for all catered
events. This meant that final numbers for Monday and Tuesday needed to go in on
Thursday and Friday.

Water Service


                                                                                                  20
Pitchers of ice water and glasses were supplied to every table in the plenary room and
boardrooms, and to serving stations in the breakout rooms. The water stations in the
breakout rooms were replenished at all scheduled breaks.

We chose not to supply individual bottles of water at the Health Break stations. Our
event manager suggested that many of the individual bottles would be taken to be
consumed off site. Instead, we installed several water coolers with the large 18 litre
water bottles. One of these was in the volunteer‟s room, the others at several locations on
the 1st level. None of these coolers had to have its water bottle replaced so consumption
was minimal. Provision of bottled water is not recommended at future congresses.

Health Breaks

Morning and afternoon Health Breaks were supplied from Sunday through to Thursday.
Health Breaks consisted of a coffee / tea service, pay on consumption selection of bottled
fruit juices plus pastries and other snacks. Morning pastries were chosen to be more
breakfast like than those in the afternoon, for example muffins in the morning cookies in
the afternoon. Fresh fruit offered on some afternoons seemed to be particularly popular.

Morning coffee / tea service was for 450 people, pastries also for 450. The afternoon
coffee / tea service was reduced to 300, with pastries again for 450. The Thursday
afternoon service was further reduced to 250. The demand for juices varied from service
to service ranging from 80 to 120 bottles consumed.

We had two complaints about the coffee service. A number of people thought that the
coffee was too mild; they learned to top up their caffeine levels in the morning and at
noon by visiting Tims on their passage from hotel to Convention Centre.

The other issue was the provision of decaffeinated coffee. On the first day, Decaf was
available as sachets of instant Sanka beside the dispenser of hot water. I requested
brewed Decaf. This was put out in insulated pitchers. Some people thought that it was
simply instant Sanka mixed in bulk. Regardless of its origin, the Decaf was consumed
and the demand generally exceeded the supply. The WTCC was not able to add a
percolator of Decaf into their serving stations without adding a table and a power cord to
each station. In reflection, we might have been better to convert one of the five serving
stations to deCaf and tea.

Volunteer‟s Room

The volunteeer‟s room had an early morning coffee service (07:00 am) plus the regular
Health Break services at 09:30 and 14:30.

Tully / Patterson Luncheon

We decided to have volunteers look for delegate badges at the entry of the plenary room
for the luncheon. The intention was to simply show a presence to discourage the



                                                                                          21
possibility that someone off the street would join us for a free lunch. A couple of the
volunteers were a little zealous in this role and this slowed the entry into the room.

The Tully / Patterson Luncheon was served as a sit down plated luncheon. The head
table was simply a reserved table close to the speaker‟s platform. The serving staff was
slow in serving the head table and this delayed the presentations of the awards. However,
the award presentations went quickly and the luncheon ended with plenty of time before
the start of the afternoon sessions.

Having the special food needs printed on the luncheon tickets worked well; however, the
special meals were sometimes slow in arriving.

Awards Banquet

A cocktail hour in the exhibits area proceeded the banquet. During this period, formal
photos of various groupings of CMOS personalities were taken in the 3rd level Atrium.
Not everyone came to the cocktail hour; more than 100 people assembled in the 2nd level
hallways waiting for the doors of the ballroom to open.

The movement to the ballroom was signalled by a piper who led the head table guests
from the exhibits level to their table. The room quickly filled following this entry. We
did not do any checking of badges or tickets on entry to the room.

The banquet was a three course plated dinner. Wine was not provided but it could be
purchased from the waiters. This time, the servers were instructed to serve the head table
first. The Award presentations began while people were finishing their desserts and
coffee / tea service was proceeding.

Recommendations:
      Not supply either individual or bulk bottled water to delegates. Rely on ice water
       in pitchers.
      Discuss the issue of decaffeinated coffee when planning your Health Break
       serving stations.
      Instruct serving staff at luncheons and banquet to serve the head table first.


XI. Commercial Exhibits Report
(by Cindy Vallis and Oscar Koren)

Commercial exhibits were located in a spacious room, near the registration and
information desks on the main level at the World Trade and Convention Center
(convention centre). The room was large enough to comfortably house our 20 – 10 foot
square booths, 24 poster boards, the extensive refreshment break spread, as well as some
seating areas.



                                                                                           22
A local convention services company was contracted to supply, set-up, tear-down and
furnish the booths. The booths were separated by 3 foot high curtain walls and were all
equipped with a 6 foot long skirted table, two chairs and a power outlet. The company
also rented any extra furniture, equipment, lighting, etc that the exhibitors needed. Signs
identifying the booth‟s occupant were created locally and hung on the 8 foot high back
curtained wall. Most of the exhibitors‟ displays concealed the sign, but it made locating
their booth on set-up day, quick and easy. Many of the exhibitors asked for and received
these signs at the end of the Congress.

Aside from electricity, exhibitors were responsible for arranging to have all other services
they wished to have in their booth (eg. internet, phone, cable television, extra furniture,
extension cords, etc). This was clearly stated in the information package they received.
Of course, we were available to help them out in this matter, if needed.

Additional details regarding how things were done, what worked and what didn‟t are
discussed below.


Exhibits Convenor – Responsibilities

    Development and distribution of marketing materials
    Marketing of exhibit booths
    Marketing of coffee sponsorships to exhibitors
    Marketing of additional ads for the Program Book to exhibitors
    Obtaining signed contracts for exhibit booths
    Sending signed contracts to CMOS Office for invoicing
    Allocating space to exhibitors
    Maintaining record for each exhibitor of services that they ordered
    Answering questions, providing exhibit information and explaining advantages and
     benefits of being a CMOS exhibitor
    Co-ordinating the exhibitor‟s ads for the Program Book
    Assisting the exhibitors with solving their complaints
    Welcoming the exhibitors to the Congress
    Evaluation of exhibitor satisfaction and their desire to exhibit again at the next CMOS
     Congress
    Consulting with the Grants and Sponsorships person on potential leads
    Working with the Local Exhibits person in arranging for exhibits area floor plan,
     exhibits booth partitions, tables and chairs, exhibits security, signage, electrical power,
     telephone/internet service, cable TV, accommodations for exhibits staff, Canada
     Customs and Revenue Agency clearance of foreign exhibitors, custom broker, air
     carrier (passenger & cargo) discounts for exhibitors, car rental discounts, exhibitor rest
     and relaxation room, exhibitor‟s registration packages, shipping address, temporary
     storage, delivery of shipped materials to the booths, additional display tables, chairs,
     partitions, easels, lighting, return shipments, etc.
    Summary report




                                                                                             23
Local Arrangements Committee Exhibits Lead - Responsibilities

    Coordinated with the National Exhibits Convenor (O. Koren) on much of the above
    Review and edit the exhibitor information package (~6 inclusions) to ensure
     accuracy and up-to-date information
    Update Potential Exhibitors List (including adding local companies, organizations
     and individuals)
    Work with the convention centre to design the Exhibits Hall floor plan/layout
    Contract and coordinate with service providers (booth infrastructure, furnishings,
     phone, IT, electrical, etc)
    Forward all relevant information to the LAC Web-Master for inclusion on the
     Congress web site.
    Manage local exhibits budget
    Coordinate volunteers in the exhibits area
    Assist exhibitors with set-up and tear-down (needs, questions, concerns)
    Work with the exhibitors before, during and after the Congress to ensure their
     CMOS experience was positive
    Foster relationships with exhibitors and encourage future participation
    Review exhibitor evaluations
    Prepare 2009 Congress Report


Marketing

The first step was to develop advertising materials based on the information supplied by the
Scientific Committee and members of the LAC. These materials were used to prepare a
marketing package. Included in this package were: (1) Letter from the CMOS President; (2)
Congress poster; (3) Letter to potential exhibitors; (4) Application for exhibit space; (5)
Floor plan with a price list; and (6) Information for exhibitors.

The Exhibitors‟ package was approved by the LAC and sent to approximately 300 potential
exhibitors. Both Canadian and US lists were used. In many instances the packages were
sent to different people within the same organization. Because of the slow response most of
the potential exhibitors had to be contacted by phone or email to find out if they were
interested in having an exhibit at the CMOS Congress. In some instances the person
contacted said that they did not receive the package, a new package was then sent followed
by another call. These telephone/email contacts were continuing until all the booths were
sold out.


Exhibitor Fees

The exhibitor fees were increased to $1600 this year from $1500 in previous years.
There was a $100 price reduction for any exhibitors who registered early (by March 14,
2009). This $100 increase from the 2008 fees was deemed necessary to cover increased



                                                                                         24
costs of doing business. $1600 is similar to fees charged at other similar conferences.
This amount is not an unreasonable amount given everything that is included in this fee.
We discovered that the cost did not deter exhibitors as all booths were sold.

Included in the booth fee:
- 2 full registrations (including tickets to the ice-breaker, Parsons-Patterson Luncheon and
the banquet). Additional registrations were available at an additional cost
 - ½ page black and white advertisement in the Program Book (this could be upgraded to
colour and/or full page at an additional cost)
 - Standard 10‟X10‟ booth (exhibitor‟s choice of location as selected from the supplied
floor plan) with 6‟ skirted table, 2 chairs and electrical outlet.


Advertisements

A half-page black and white advertisement was included in the exhibit fee, however this
½ page ad could have been upgraded to colour at cost of $500; full-page black and white
for $500; full-page colour for $1000.

The deadline to have advertisements included in the Congress Program Book was set at
March 15th, 2009. Any advertisements that arrives too late to go to the printer with the
rest of the Program Book were included separately in delegate registration packages
during the “Bagging Bee”. All advertisements that were received prior to the start of the
Congress were added to the Congress website under Exhibitors.


Sponsorship

Some sponsorship information was included in the Exhibitors package and many
potential exhibitors were approached asking for their support. A more targeted
sponsorship push was undertaken by the LAC Sponsorship Committee.

Our primary sponsorship focus was to obtain health break sponsors. We were fairly
flexible when it came to health break (coffee) sponsorship. The full cost of a break was
$1000. We had several ½ sponsorships and a number of ¼ sponsorships as well. All
health break sponsors were advertised at the entrance to the exhibits/break area and were
mentioned during the opening remarks each morning. Through sponsorship, we were
more than able to cover all health break food costs. In fact, we had to ask one of our
sponsors if they would be willing to sponsor the Ice-Breaker instead of the health breaks,
which they graciously agreed to do.


Exhibitor Evaluations

Exhibitors were surveyed to evaluate their level of satisfaction with this year‟s Congress.
The responses from most exhibitors were positive.        Nearly all exhibitors felt that the



                                                                                         25
facility was ideal (large, bright (for the most-part), well laid out) and were very pleased to
have the health breaks and posters in the room with them. A few exhibitors were
disappointed in the low number of delegates who visited their booth. There was also some
disappointment that wireless internet service was not included in their booth rental and that
they had to pay a fee for wireless service for each of their computers. Most exhibitors
indicated their interest in attending the 2010 Congress in Ottawa, so selling out booths at
the 2010 Congress shouldn‟t be a problem.


Challenges

Selling booths during the economic slowdown we experienced this spring did present
some challenges and while this was a concern for a short time, we were able to sell every
booth. This was a major accomplishment and a testament to the hard work and
persistence of Oscar Koren and the 2009 Local Arrangements Committee.

Potential Exhibitors
The list of potential exhibitors that has been used for the passed number of years was in
need of review. There were a number of companies on the list that were no longer in
business, or whose contact information had changed. The list also contained
companies/organization who no longer wanted to be approached to exhibit at CMOS for
various reasons (they didn‟t find it beneficial to their company, irrelevant to their work,
etc). Susan Woodbury took on the monumental task of reviewing and updating this list.
With her significant knowledge of the private sector, organizations and individuals in the
fields, we were able to pare the list down from more than 300 to a more manageable and
representative 120 potential exhibitors. The list should be reviewed and updated on an
ongoing basis.

Facilities
The lighting along one side of the exhibits hall was quite insufficient and the darkness
there proved to make that area of exhibits uninviting. After a minor rearrangement of the
poster boards and the implementation of some extra lighting provided by some lamps
confiscated from another part of the conference centre, the situation was improved
markedly.

Delegate interaction
Some, if not all of the exhibitors, would have like to have had more interaction with the
delegates. See recommendations below.

Customs Broker
There was one instance of an exhibitor‟s packages getting tied up at the Canada/US
border. As a result, the exhibitor was not able to set up on Sunday. Fortunately, they‟re
packages arrived Monday and they were able to nearly completely set-up in time for the
first health break. This inconvenience could have been minimized had the exhibitor used
the customs broker listed in the information package we provided. It is important that




                                                                                           26
exhibitors who are shipping equipment across borders are aware of and use the
designated customs broker.

Registration
Many of the exhibitors had not registered the individuals who would be staffing their
booth prior to their arrival. Ideally, this would have been done once they purchased their
booth. It appears that this was the result of a communications break-down, where
someone thought someone else was going to process the individual registrations. This
meant that each of the exhibitor‟s representatives had to register when they arrived on
Sunday. This caused some confusion for our exhibitors and our CMOS registration staff.
However, all issues were resolved in a timely fashion.

Cancellations
One exhibitor cancelled their booth less than one week before the start of the Congress.
Following the guidelines provided in the Exhibitors Information package, the
organization was charged 10% of the full booth fee (i.e. $160). The exhibitor purchased
an advertisement, despite not being able to attend the Congress this year, and is looking
forward to participating in the 2010 Congress in Ottawa. See recommendations below.


Successes

Of the 20 booths available for sale, 18 were sold, one was provided in return for
sponsorship contributions to the Congress and one, which had been sold, was returned on
very short notice. This booth was used by the 2010 Congress LAC during the Congress.

Conference Services
Contracting the services of Legault Companies, a local convention service provider, to
assist with logistics worked out very well. Legault personnel were familiar with the staff,
policies and features of the convention centre. They were able to work with our out-of-
town exhibitors to provide local storage prior to the Congress; as the convention centre
had no storage capabilities, this service was essential. Legault delivered the exhibitors‟
shipments when they delivered the booths. They set the exhibitors‟ boxes in their
respective booths at no extra charge, so they were ready for when the exhibitors arrived
to set up. The exhibitors had staff on hand during the exhibitor‟s set-up and take-down
periods in case there were any last minute rentals or set-up requirements. This was a
great help.

Volunteers
We had 2 to 3 CMOS (LAC and student) volunteers in the exhibits area during set-up and
take-down. A number of the exhibitors commented that they greatly appreciated having
the volunteers on hand. In addition to assisting the exhibitors set-up and take down their
displays, the volunteers also provided lunchtime security and general ongoing support to
the exhibits area. It‟s a good idea to have one volunteer devoted to the exhibits area,
especially for the first day of the Congress, as any wrinkles are worked out.




                                                                                        27
Exhibit Hall
Overall, the exhibitors were pleased with the venue and most found it to be one of the
smoothest run Congresses they‟d been to.

All exhibitors appreciated having the poster sessions held in the exhibits hall, as it
brought delegates into the hall for longer periods of time. They also were pleased to have
the health breaks in the exhibits area, with food and beverages evenly distributed
throughout the hall.

Facilities personnel
Whenever there was an issue in the exhibits area, Allyn Clarke (LAC Facilities Lead)
was quickly able to rectify the situation, whether personally or with the assistance of
convention centre staff. This is a testament to the hard work and good working
relationship the LAC had with the convention centre management and staff.


Recommendations

    Go over the Exhibitor‟s Information Package thoroughly with all exhibitors to
     ensure they are clear on their responsibilities and obligations. Ensure exhibitors
     know what is and what is not included in their exhibitor fee.
    Ensure all exhibitors and their representatives are registered prior to their arrival.
     This is something that should be discussed with them when they purchase their
     booth. Exhibitors are responsible for registering their representatives.
    Review the Cancellation Policy for Exhibitors. This may have to be done at the
     LAC level or by the CMOS executive. Ensure everyone is familiar with the policy.
    Ensure exhibitors are familiar with the terms and conditions of the cancellation
     policy
    Continue to review and update the Potential Exhibitors list annually. Sending out
     exhibitor‟s packages is costly and so this process needs to be optimized.
    Review and update the Exhibits Evaluation form.
    Hold health breaks in the exhibits area and arrange to have the refreshments
     distributed as evenly as possible around the exhibits hall.
    Ensure there is plenty of signage to direct delegates to the exhibits hall
    To encourage delegates to visit the exhibits, suggest asking exhibitors if they‟d like
     to donate a gift to be drawn in the exhibits area each day. Perhaps to further
     encourage delegates to visit with the exhibitors, have the exhibitors themselves
     provide the ballots to any delegates who stop by.
    Increase the amount of time delegates spend in the exhibits area. This can be
     accomplished by a number of means (eg. Lengthening the coffee breaks, ensuring
     the poster sessions take place in the exhibits area, encourage delegates to visit the
     exhibits area during lunch breaks (if this is the case, ensure exhibitors know they
     should expect some delegates during that time), …)
    We should strive to make the CMOS Congress THE meteorology and
     oceanography trade show. And convey that information to the meteorology and
     oceanography trade companies attention.



                                                                                        28
 Some useful sample documents are given in Appendix 2.


XII. Social Program Report
(by Colleen Farrell)


Ice Breaker:

It was decided that an off-site locale was preferred to holding the Ice Breaker Reception
within the Convention Centre. This involved some extra expense for renting the space.
Many venues with the capacity for potentially 300+ attendees were already booked a year
in advance. This resulted in going with our third choice for an Ice Breaker venue. Since
the capacity of the Brewery Courtyard was only 250 and we could have had ~400 guests
in attendance, we needed the extra space afforded by the adjoining Red Stag Tavern, who
was catering the event.

Estimating the total number of Ice Breaker attendees is difficult before-hand. We decided
to plan on the high side (400), with the expectation that fewer attendees (350) was more
likely. It turned out that we had ~175-200 actually in attendance on the Sunday evening
of the Ice Breaker (172 tickets were actually redeemed for the complimentary drink).

 We did not have to pay for this extra space in the tavern, but we did need to guarantee
the Red Stag caterer revenues of $8500 (including food and drink).

Since the Ice Breaker was held on Sunday evening, and the Registration desk closed at 6
pm, there were some people arriving at the Ice Breaker who had not yet registered, so
they did not have their name tags or Ice Breaker ticket (Which would have provided them
with one complimentary drink). This caused minor complaints, but we held firm to the
policy of handing over an ice breaker ticket to receive the complimentary beverage.
Otherwise it would have been chaos for the bartending staff. We explained to the
disgruntled late registrants that even if they missed out on getting one free beverage, all
the food was complimentary and they were welcome to stay without having their ticket. I
do not see an alternative as to how this could have been handled.

Holding the Ice Breaker off-site required budgeting for extra expenses for tables, table
linens and extra glassware beyond what the tavern had on hand. Complaints about the
expense and quality of entertainment provided at previous Congresses, it was decided
that we would not hire professional musicians for the Ice Breaker. We had a request from
a group of MSC attendees for the opportunity to perform during the Ice Breaker and the
tavern‟s sound system was rented ($200) to accommodate their request. This resulted in
going slightly over the initial $2000 budgeted for entertainment, but it was still well
below what was spent at recent congresses.




                                                                                        29
Banquet Entertainment:

Two student musicians were hired at a cost of $200 to provide some background music in
the area of the cash bar for one hour prior to the banquet. A Scottish piper was hired to
provide local flavour and a Maritime welcome to banquet attendees. It was relatively
inexpensive ($75) and it was generally well received as having added to the atmosphere.
Since the cash bar was located a floor below the banquet room, the piper also provided a
signal for banquet attendees to make their may upstairs so the banquet could commence.

Accompanying Persons Program:

There was a conscious decision not to offer a formal “Accompanying Persons” program,
due to past experiences of a low demand for such pre-planned activities. It is worthy of
note that one of the registrants‟ wife offered to act as a tour guide to other spouses as she
was familiar with Halifax. She offered her contact information at the registration desk at
the time of registration, in case any other spouses happened to request such a service.
Matching interested parties could be advertised by leaving notes on the message board
beside the registration desk.

XIII. Congress Website Report
(by Maud Guarracino)

The global structure of the official website for CMOS 2009 was delivered before the
Christmas break of 2009. The general design of this website was chosen to follow the
CMOS 2008 website format (in Kelowna, BC).

The general structure includes 18 items which are: home; announcements; registration;
abstracts submission; program; special sessions; plenary speakers; public speaker;
teacher's day; social program; guidelines; volunteering; students; things to do; hotels;
exhibits; sponsorships opportunity; and; contact us. The website was maintained and
updated until the week before that the congress began. Latest updates of the CMOS
website have dealt with hotel room availability and the social activities of the CMOS
congress.

Busy hours were experienced with the creation of the official website to create the
general structure of the site. Then another busy time was identified after the Christmas
break when entering/updating all the special sessions of the CMOS congress 2009.

Some requirements have been identified to maintain the official website of the CMOS
Congress in good shape for archiving purposes. This has been achieved through working
closely with the national CMOS website webmaster during the Congress 2009 website
development.


XIV. Teacher’s Day (TD) assessment report
(by Fred Dupont)


                                                                                           30
Hereafter, we report on the successes or weaknesses of the 2009 TD. Overall, TD went
very well. A lot of teachers could not wait for the end of the day to let us know of their
enthusiasm. Some of the speakers from Environment Canada (EC) went to Claude on the
following day to congratulate him as well. The weaknesses are discussed below.

XIV.1. Organizers
Claude Côté (EC): speaker recruiting
Frederic Dupont (Dalhousie U.): local arrangment committee (LAC) member, teachers
and speaker recruiting.

XIV.2. Participation
54 teachers pre-registered, a large number of which thanks to a Nova-Scotia science
education group (thanks to Rick Danielson for making the initial contact with the group).
41 teachers were formally registered on-line, of which 6 did not make it to the congress.
Thus, 35 teachers actually came to the event with the room filling up to about 53 persons
at the peak. 31 left their names for follow-up contacts (Claude volunteered to manage this
part). 19 filled the TD survey. About 20 teachers staid to the very end.

XIV.3. Speakers
All 14 intended speakers came. They were from EC (4+1 biosphere), 2 from Acadia U., 1
from BIO, 1 from a local group Clean Nova-Scotia, 1 from a local museum (Natural
Museum of NS), 1 from the provincial government water resource dept., 1 from New
Brunswick East Science (a kind of Discovery center), 1 from an Albertan group (SEEDS)
and 1 representing CMOS education program. The presentations were 30mn long
(25+5mn for questions). 3 were intended to be science-oriented while the rest (11) were
specifically oriented towards groups/government providing structured programs or
projects to schools. All were given a gift before their departure, following a TD tradition.

XIV.4. Facilities
A 70-person room on the 2nd floor of the Halifax World Trade & Convention Center was
used with a LCD projector and a computer. Coffee breaks were merged with the ones
served to the main body of CMOS attendees (exhibit/poster area on the first floor) while
the lunch was organized on the 3rd floor on the mezzanine.

XIV.5. Results of the survey
The survey is based on the responses of 19 teachers who took the time to fill up the form.
In general, all teachers were quite impressed by the level of organization, the quality of
the food, the quality of the presentations and the quality of the material/projects proposed
to them. They liked the level of interaction. There is a hint that they were less positive



                                                                                          31
whether the material is directly applicable to them, although it will take them time to
fully digest the large amount of information provided to them and find the proper
material relevant to their class. One teacher was critical of the scientific presentations.
Finally, they seemed less enthusiastic about the exhibit/poster area.
A sample summary survey is given in Appendix 3.1.

XIV.6. TD's Legacy
Claude Côté and Mrs. Webster of the NS Department of Education are setting up a web
space in both New-Brunswick and Nova Scota where teachers will be able to retrieve
material presented or relevant to the Teacher's Day.

XIV.7. Discussion and conclusion

XIV.7.1 Difficulty with recruiting teachers to the event.
A large drop was observed between the number of expected teachers and the ones who
came. The success of the TD was really due to a core of dedicated science teachers that
were faithful to the event right from the start --in the previous fall (the group mentioned
at the beginning of the document). Most of the rest of the expected attendance was
recruited through direct emails to the different junior and high schools around Halifax
and the French Acadian schools. These teachers were less enthusiastic and probably less
aware of the procedure to follow to get their professional development leave in time
(despite warning in the initial promotional email) and are likely the main cause of the
drop. Unfortunately, the local boards did not answer a single email which did not help
neither the promotion, nor the facilitating of applications to professional development
leaves. Given that the pre-registration over-achieved its goal of 50 teachers, the school
board issue was not pursued. It however left a false feeling of accomplishment when the
recruiting effort should have been continued. Better coordination with the local school
boards will be essential in future CMOS congress in order to help the less familiar
teachers through the procedure.

XIV.7.2 Speakers and presentations
The speakers were in general very impressive and inspiring, displaying a surprising ease
of communication, including the smaller or local groups, which came as a real bonus.
Some use interactive activities despite the short duration of their presentation. One
scientist used up his time improvising a very inspiring lecture on motivating students. On
the other hand, one scientist had more trouble conveying a simple message across. The
duration (30 mn in total for each presentation) seemed right. The level of material/project
presented was of very high quality in general. A (very) few teachers had trouble relating
their interest (finding material) to the science, questioning the very purpose of the CMOS
TD. In general, I would recommend continuing inviting science experts to speak to
teachers, but selecting the very best communicator is of the prime importance, given the
high level of expectations. A hands-on experiment session was initially advertised in a
promotional poster but had to be abandoned at mid-point in the year-long planning given
the large number of interested speakers. Retrospectively though, it was not really needed.
Stopping the day around the afternoon break might be wise, given the large drop in


                                                                                              32
attendance around that time. Teachers prefer to start the day early in general and finish
early as well. Just one note of caution concerning one group: the SEEDS group seems to
have a curious, if not suspicious, agenda revolving around the potentially negative
feedback effect of clouds on climate change, but since their project offers an opportunity
to high school students to access real satellite measurements and compare them to the
local conditions, it is still found worthy.

XIV.7.3 Conclusions
The teachers were in general very impressed by the quality of the TD, the food and the
fact that it was served in a very nice separate room (which helped building contacts, for
discussions and interactions with the speakers), and the large number of (free!) projects
relevant to their classrooms. The combination of an education EC expert and a LAC
scientist worked well, but the LAC person should be more knowledgeable about the
school system and have contacts inside the boards as the recruiting/helping teachers with
their professional development leave can be a difficult task. It would be best to reduce the
number of speakers so that the session could finish early (or reduce the time alloted to
speakers?). If coffee breaks are served in the room or close to the room they could also be
shortened. This would be done at the expense of the exhibits/posters though. As found in
general in previous CMOS TDs, the teachers did not relate to the exhibits or posters as
they found them too technical. So future TDs should not try too hard to accommodate
those in their planning and schedules. The main focus of teachers is probably more in
finding material and ready-made projects rather than updating themselves on science.
Therefore, scientific presentations (and I would recommend to maintain them, as one
important purpose of the society is to educate the public) have no choice but being really
fun and entertaining. Hence, a great care has to be devoted to finding very good scientific
communicators.


XV. Program book report
(by Yuri Geshelin)

      The compilation of the Program Book takes longer time than it can be imagined. In
addition, many last-minute changes make things even more hectic. Those changes are
cancellations and late ads submissions. The deadline for ads was originally set in March,
then moved to April, but we were still receiving the ads in May, because other LAC
members (especially O.Coren) succeeded in persuading more companies to by booths.
All deadline have to be set fairly strictly, the earlier the better.
      Nevertheless, the errata are inevitable, and the list of Errata will be inserted in the
final version of the Program Book as loose sheets. This will be done a day or two before
the Congress by the Bagging Bee team. The list of errata will be published by the same
printer, so allow for the cost of it. Also, the printer can do the signs for you.
      Explain to the people who provide you with electronic versions of ads that the final
look of an ad is their responsibility, the ads are published as is.
      The printer we worked with was the UPS store. We, at the Bedford Institute of
Oceanography, had bought their services in the past and knew that they were reliable.
This is important. When looking for a printer, note that many of them want at least a


                                                                                           33
month to complete the job, but in reality, 2 weeks is good enough, provided that there
will not be any more changes after the final submission to the printer.
       It is important to provide the printer with all specs, such as size, format and so on.
Color pages are more expensive that black and white, so plan in advance and maintain an
Excel sheet for all calculations.
       Use blue pages for daily schedules.
       A relatively difficult issue is the author index. Establish good communication with
Ian Rutherford who will be providing you with the electronic version of the index a few
times. Even so, the insertion of it into a Word (or pdf) document is a bit tricky.
       Allow time for the translation and obtaining letters from the Mayor and Premier. In
fact, these letters will be written by LAC members (most likely, the Chair), but it is the
approval process that takes time.
       A good working schedule is needed and at least 2-week cushion for contingencies.
Finally, although it may seem too trivial, back up your data. We had a crash situation
because of a PC crash.


XVI. Treasurers’ report
(by Susan Woodbury)

Since CMOS congresses are the largest financial events operated by the Society, our
auditor recommended that financial control be transferred from the Local Arrangements
Committee to CMOS Headquarters. The 2009 Congress in Halifax is the first one which
was operated in this manner.

Highlights include:

1. Responsibility for budgetary line items was assigned to individual LAC members in
   accordance with their positions on the committee. Each member submitted detailed
   budgets to the treasurer for inclusion in the budget. The budget format which was
   developed has been circulated with this report.

2. A small amount of money was transferred from Headquarters to Halifax for the LAC
   Treasurer to pay for local volunteer expenses. Otherwise invoices were processed in
   the Ottawa office. The LAC remained responsible for drafting the budget which was
   then approved by CMOS Council in the usual manner.

3. Statistics regarding CMOS attendance, compiled by Ian Rutherford, were invaluable
   resources for the calculation of attendance, abstract submissions, banquet attendance
   and so forth.

4. An expense claim form was designed and distributed to the LAC. Volunteers used it
   to calculate their claims for reimbursement and attached original receipts. (See
   Figure 1)

5. In total, over $65,000 was raised for CMOS nationally and locally.


                                                                                           34
                                             APPENDICES


   Appendix 1. Scientific Program Committee report: sample documents

Table of Contents

  Appendix 1.1 – Call for Sessions (September 2, 2008) ................................................ 35
  Appendix 1.2 – Call for Papers (September 26, 2008) ................................................. 38
  Appendix 1.3 – Instructions to Session Conveners .................................................... 441
  Appendix 1.4 – Guidelines for Chairpersons and Presenters ....................................... 44
  Appendix 1.5 – Student Travel Bursary ....................................................................... 48
  Appendix 1.6 – Plenary Speaker Invitation Letter........................................................ 51
  Appendix 1.7 – Abstract Acceptance Email/Abstract Assignment Email .................... 53
  Appendix 1.8 – Week at a Glance ................................................................................ 58


Appendix 1.1 – Call for Sessions (September 2, 2008)

The following Call for Sessions was sent out to the CMOS community by the CMOS
Office in early Sept 2008.

(la version française suit)

Please ignore this message, if it is a repeat

Dear CMOS member,

The Canadian Meteorological and Oceanographic Society (CMOS) Congress 2009 will
be held in Halifax, Nova Scotia, Canada at the World Trade and Convention Centre from
31 May to 4 June, 2009. The Congress theme is "Sea and Sky Come to Life". In addition
to the normal CMOS Congress Program, the Scientific Program Committee has proposed
the following special sessions:

Extratropical Transition of Tropical Systems; Marine Meteorology; Atmosphere-Ocean
Interaction & Waves; Air Quality Forecasting; Polar Climate Stability; Paleo-
Oceanography and Paleo-Climatology; Dynamical and Statistical Downscaling;
Monitoring the Atmosphere and Ocean; Carbon cycle in the Arctic; Ocean Acidification;
Arctic Freshwater Flux; The Labrador Sea: Physics, Chemistry and Biology; Coastal
Oceanography and Inland Waters; Meridional Overturning Circulation in the NW
Atlantic; Intermational Polar Year; Tropospheric Chemistry; Effects of Climate
Variability and Change on Marine Ecosystems; Acoustical Oceanography; Physical-
Biological Interactions in the Ocean; Climate Data Homogenization.




                                                                                                                 35
Special Session Proposals:
If you are interested in proposing a new special session, please submit your session
proposal through:
22https://www1.cmos.ca/abstracts/proposal_default.asp
The proposal should include a short paragraph describing the special session. The
deadline for proposing a special session is September 22, 2008.

Convenors:
If you are interested in being a convener/co-convener of one the above sessions, please
contact the Chair of the Scientific Program Committee.

Sincerely,
Blair Greenan (greenanb@mar.dfo-mpo.gc.ca) Chair of the Scientific Program
Committee CMOS 2009 Congress

***********************************************************************
Prière d'ignorer ce message si c'est une répétition

Cher membre de la SCMO,

Le congrès 2009 de la Société canadienne de météorologie et d'océanographie (SCMO)
se tiendra au Canada, à Halifax, en Nouvelle-Écosse, au World Trade and Convention
Centre du 31 mai au 4 juin 2009. Le thème du Congrès est "Mer et ciel s'animent". En
plus, comme proposé par le Comité du programme scientifique, viennent s'ajouter au
programme normal du congrès de la SCMO, les sessions spéciales suivantes:

Transition extratropical des systèmes tropicaux; Météorologie marine, Interaction de
l'Atmosphère-océan et les vagues; Prévision de la qualité de l'air; Stabilité du climat
polaire; Paléo-océanographie et paléo-climatologie; Rétrogradation dynamique et
statistique; Surveillance de l'atmosphère et de l'océan; Cycle du carbone dans l'Arctique;
Acidification de l'océan; Flux de l'eau fraîche dans l'Arctique; Physique, chimie, et
biologie de la mer du Labrador; Océanographie côtière et les eaux de l'intérieur;
Circulation renversée méridionale dans le nord-ouest de l'Atlantique; Année
internationale polaire; Chimie troposphérique; Effets de la variabilité et du changement
climatique sur les écosystèmes marins; Océanographie acoustique; Les interactions
physico-biologiques dans l'océan; et Homogénéisation des données climatiques.

Propositions pour une session spéciale:

Si vous êtes intéressé à proposer une nouvelle session spéciale, s'il vous plaît veuillez
soumettre votre proposition à travers le site web suivant:
https://www1.cmos.ca/abstracts/proposal_default.asp

La proposition doit inclure un court paragraphe décrivant la session spéciale. La date
d'échéance pour proposer une session spéciale est le 22 septembre 2008.




                                                                                            36
Délégués:
Si vous êtes intéressé au rôle de délégué/assistant-délégué pour une des sessions
mentionnées, s'il vous plaît veuillez vous adresser au président du Comité du programme
scientifique.

Sincèrement,

Blair Greenan (greenanb@mar.dfo-mpo.gc.ca) Président du Comité du programme
scientifique du Congrès 2009 de la SCMO


IMPORTANT NOTES FROM 2008 CONGRESS :
We recommend modifying this so that the potential session convenors are instructed to:
   Give their session a title less than 40 or so characters (check with the CMOS
      publications director on limitations for bilingual titles on the abstract submission
      webpage drop down menus)
   Write their session description in such a way that it will be directly suitable to
      describe the session in the congress program without any editing or modifications.
   Give a maximum word count for the abstract (say 300 words).




                                                                                       37
Appendix 1.2 – Call for Papers (September 26, 2008)
** Call for Papers**

43rd Annual Canadian Meteorological and Oceanographic Society Congress May 31 to
June 4, 2009 Halifax, Nova Scotia, Canada http://www.cmos.ca/Congress2009

The Canadian Meteorological and Oceanographic Society (CMOS) Congress 2009 will
be held in Halifax, Nova Scotia, Canada at the World Trade and Convention Centre from
May 31 to June 4, 2009. The Congress theme is "Sea and Sky Come to Life".

The Congress will feature:
* Plenary presentations by leading researchers.
* Science sessions that highlight top Canadian and international research contributions to
climate, meteorology, oceanography, and hydrology, as well as the policy implications of
research in these fields.
* An evening lecture of general-interest, open to the public, on the theme of hurricanes.
* A banquet, a hosted lunch, awards of CMOS prizes, and the CMOS Annual General
Meeting.

Please submit abstracts electronically to the link found on the Congress website
(http://www.cmos.ca/Congress2009) after January 7, 2009 and before the deadline of
February 15, 2009. You will be asked to submit your abstract to one of several planned
sessions that are listed on the website and to specify your preference for either an oral or
a poster presentation. An abstract fee of $50 will be charged at the time of submission.
Your abstract will be evaluated by the Congress's Science Program Committee and you
will be notified of acceptance by 1 March 2009. Details for your oral or poster
presentation will be provided by 13 March 2009.

Student CMOS members are welcomed and encouraged to apply for a Student Travel
Bursary when submitting an abstract.

If you are an exhibitor, an educator, a member of the media, or anyone else with an
interest in the meeting, please visit the Congress website
(http://www.cmos.ca/Congress2009) and contact the Chair of the Local Arrangements
Committee for further information.

Sincerely,

Blair Greenan
Chair of the CMOS 2009 Scientific Program Committee
(greenanb@mar.dfo-mpo.gc.ca)

John Parker
Chair of the CMOS 2009 Local Arrangements Committee
(john.k.parker@ec.gc.ca)


                                                                                           38
**Appel à la soumission des résumés** ......
43e Congrès annuel de la Société canadienne de météorologie et d'océanographie du
31 mai au 4 juin 2009 à Halifax, Nouvelle-Écosse, Canada
http://www.cmos.ca/Congress2009
Le congrès 2009 de la Société de météorologie et d'océanographie (SCMO) aura lieu
du 31 mai au 4 juin 2009 à Halifax en Nouvelle-Écosse, Canada, au World Trade and
Convention Centre. Le thème du congrès est " Mer et ciel s'animent ".
Le congrès inclura:
* Des présentations plénières par des scientistes à la pointe de la recherche.
* Des sessions scientifiques accentuant les contributions ultimes de la recherche
canadienne et internationale dans les domaines du climat, de la météorologie, de
l'océanographie et de l'hydrologie, ainsi que les implications politiques de la
recherche avancée dans ces domaines.
* Une présentation d'intérêt général dans la soirée, ouvert au public, sur le thème des
ouragans.
* Un banquet, un petit déjeuner accueilli, remise des récompenses SCMO, et réunion
générale annuelle de la SCMO.
Veuillez soumettre vos résumés électroniquement en utilisant le lien sur le site du
congrès (http://www.cmos.ca/Congress2009) entre le 7 janvier et le 15 février 2009.
Vous devrez soumettre votre résumé sous une des nombreuses sessions affichées sur
le site et spécifier votre préférence quant à une présentation orale ou une présentation
affichée. Un frais de $50 sera chargé au moment de la soumission. Votre soumission
sera évaluée par le comité du programme scientifique du congrès qui vous avisera
avant la fin du mois de mars 2009 de la décision de présenter votre contribution
oralement ou avec une affiche.
Les membres étudiants de la SCMO sont les bienvenus et sont encouragés à
appliquer pour une bourse étudiante d'aide au voyage lors de leur soumission.
Si vous êtes un exposant, un éducateur, un membre des médias, ou quelqu'un avec un
intérêt pour le congrès, veuillez visiter le site Web du




                                                                                           39
congrès(http://www.cmos.ca/Congress2009) ou contactez-nous ou le président du
Comité des arrangements locaux pour obtenir plus d'information.


Bien à vous,


Blair Greenan
Président, Comité du programme scientifique de SCMO 2009
(greenanb@mar.dfo-mpo.gc.ca)


John Parker
Président, Comité des arrangements locaux de SCMO 2009
(john.k.parker@ec.gc.ca)




                                                                                40
Appendix 1.3 – Instructions to Session Conveners

From: Greenan, Blair [mailto:GreenanB@mar.dfo-mpo.gc.ca]
Sent: February 13, 2009 12:41 PM
To: CMOS 2009 Conveners
Cc: Ian Rutherford; Asselin, Richard
Subject: IMPORTANT: CMOS 2009 Review Instructions

Dear Conveners,

Below are instructions for the review process for abstracts. Please note that the following
deadlines:

Phase 1 - Feb 24th
Phase 2 - Mar 3rd
Phase 3 - Mar 10th

It will be very important that you adhere to these deadlines so that we can have the
Science Program set by Mar 13th.



                         INSTRUCTIONS FOR REVIEWERS



General

Abstracts have been submitted to a theme ; your task is to assign them to a session ; these
are two different lists. To facilitate your task, the system has, by default, pre-assigned
each abstract to a generic poster or oral session corresponding to the theme selected.
Abstracts entered with Either presentation style have been placed in the corresponding
poster session. The review module allows you to make any desired change.

Clicking on a list will give you access to all abstracts for which you are responsible,
listed either by theme or by session, depending on the tab that you select at the top of the
review pages. You will notice that the background colour is blue when you are looking at
themes, or green when working with sessions. You can look at the All Abstracts list, but
you cannot make changes to the abstracts that are not in your own theme or session.

Phase 1 of Review (accept/reject, invited or not?, recommend for another session) -
Deadline Feb 24th

Please start with the theme list (initial default), and click Details to examine each
abstract.



                                                                                          41
The top part of the individual Abstract To Review page is what the author submitted. You
can only change whether the abstract was invited (authors are often confused about this).
The bottom part of the page is for the reviewers decisions and comments.

Check whether the abstract fits in your nominal session. If it would better fit under a
different session, please enter a comment to this effect. If the Scientific Committee has
allowed you to make session shifts at this time, reassign the abstract to a different session
by means of the pull-down menu. The comments that any of the reviewers enter will be
visible to all other reviewers for this abstract; therefore, you should add your name to
your comments.

NOTE : You must always click SUBMIT before moving to another page; otherwise your
input will not be saved to the database and will be lost.

Next enter your decision to Accept the abstract, place it Under Review, or Reject it,
through the pull down Status menu. If the abstract is a duplicate, please Withdraw the
second copy (it will not appear again on the web, but CMOS can re-instate it upon
request). unless the Status of an abstract is set to Accepted, the abstract will not appear in
the session list, but will remain in the theme list. ). Please do not use the status codes
referring to Session Theme Proposals when dealing with abstracts. You may enter
comments for your review colleagues about this abstract, particularly if you are keeping it
Under Review .

Phase 2 of Review (assign abstracts to actual sessions) - Deadline Mar 3rd

After you have been informed that the Scientific Program Committee has developed a
plan for the actual sessions, based on the abstracts that you have Accepted, enter the list
of abstracts by theme again and reassign any abstract that does not fit the session for
which you are responsible. You must deal with all abstracts in your theme list. Ensure
you select the appropriate presentation style and place the abstract in the proper poster
session. You do not need to set the presentation time just yet.

Phase 3 of Review (Set order within a session) - Deadline Mar 10th

You are now ready to look at your abstracts in the context of the session. Click the green
tab List by Session to see all the papers that have been Accepted in this session. You
must assign the presentation time relative to the beginning of the session for each oral
abstract, and you should assign an order to poster abstracts by using seconds in the time
box. In the schedule shown on the public web site, the seconds will not be shown, but the
order will be indicated in the abstract code. When the start time of the sessions has been
determined by the Scientific Program Committee, the system will add it to the relative
time and show the final time on the abstract itself and on the schedule.




                                                                                           42
From:          Greenan, Blair
Sent:          February 18, 2009 11:15 AM
To:            CMOS 2009 Conveners
Cc:            Greenan, Blair; 'Helmuth Thomas'; 'John Parker'; 'Rick Danielson';
               'Tetjana Ross'; 'Tom Duck'
Subject:       CMOS 2009 Abstract Review

Dear Conveners,

 When you enter the review web site, you see a web page with what appears to be two
tabs (one blue, one green). The blue list contatins the abstacts as submitted to the themes
by the authors. If you review an abstract and accept it, it is pushed over to the "Session
List" (green tab).

I would like to point out one small quirk of the abstract review system. If you review an
abstract submitted to your session, but determine that it is better suited to another session,
you can move it to that session. However, you must "accept" it in order to push it over
the the green tab. So, if you do this, it is very important that you put a note in the
"Comments" box so the convener from the other session knows where the abstract came
from. Even after you have moved it to the other session, it will still appear in your blue
list as this list maintains the original author's choice. The final program is based on the
green list.

DEADLINE: You must go through the abstracts in your theme and accept/reject them by
Tuesday Feb 24th. The SPC cannot move on to the next step of designing the program
until we know how many abstracts are in each theme.




                                                                                           43
Appendix 1.4 – Guidelines for Chairpersons and Presenters

2009 Guidelines for Chairpersons:

Oral-session:

One assistant will be present in the session room. The assistant will be available to help
with any A/V or computer technical problem. Each computer will be equipped with the
following software: Microsoft Office 2003 Pro, Adobe Acrobat Reader, Quicktime Player
and Windows Media Player.

Before the session starts, the chairperson should touch base with the assistant, check if all
talks are loaded in the computer and if all speakers are in the session room.

Before the start of the session, the chairperson should verify that the person to speak is
listed in the program as the presenter, or one of the authors, or otherwise is sufficiently
acquainted with the work in order to answer questions.

The chairperson is responsible for opening and closing the session on time. The time
allocated for a presentation includes the time for questions and discussions as well as the
change over. In consideration of many parallel sessions, the time schedule of the session
should be strictly kept. A timer will be available in each session room. Should an
unforeseen gap in the schedule appear, it should be filled with a standby paper, an
extended question period on previous talks or a short description of the poster sessions
associated with the session.

The updated session program will be shown outside of the session room well before the
session starts. The chairperson will receive a copy from the assistant.

Poster presentation
The Science Posters for the Congress will be located on Level 1 of the World Trade and
Convention Centre. The posters will be on display for the duration of the Congress. Each
poster is allocated a space of approximately 4 ft (1.2 m) by 4 ft (1.2 m). The poster
boards can accept both Velcro and pins (a supply of both will be available). Posters can
be mounted any time after 10:00 on Monday. Presenters will be required to be by their
posters to discuss their work during the assigned poster session. Posters are to be
removed by the end of the afternoon refreshment break on Thursday.

Poster Session Schedule:
Interdisciplinary Themes - Tuesday, June 2nd between 15:30 – 17:00
Atmosphere, Climate and Oceanography Themes - Wednesday, June 3rd between 15:00 –
16:30




                                                                                              44
Directives de 2009 pour les président(e)s:
Session orale :

Un/une assistant(e) sera présent(e) dans la chambre de session. L‟assistant(e) sera
disponible pour aider à résoudre les problèmes A/V ou techniques d‟ordinateur. Chaque
ordinateur sera équipé des logiciels suivants : Microsoft Office 2003 Pro, lecteur Adobe
Acrobat, lecteur Quicktime et lecteur Windows Media.

Avant le début de la session, le/la président(e) devra communiquer avec l‟assistant(e),
vérifier si tous les discours sont chargés dans l‟ordinateur et si tous les orateurs/oratrices
sont présent(e)s dans la chambre de session.

Avant le début de la session le/la président(e) devra s‟assurer que chaque orateur/oratrice
soit inscrit(e) dans le programme comme présentateur/ présentatrice, ou comme auteur(e),
et que chacun/chacune soit suffisamment familier avec le travail pour répondre aux
questions.

Le/la président(e) est responsable de faire observer le temps d‟ouverture et de fermeture
de la session. Le temps alloué pour une présentation inclut la période pour les questions
et discussions, ainsi que le changement d‟orateur/oratrice. Par considération pour les
autres sessions qui se déroulent en parallèle, le temps alloué pour chaque session devra
être observé strictement. Un minuteur sera disponible dans chaque chambre de session. Si
un espace imprévu apparaît dans l‟horaire, cela devra être rempli soit par un papier en
réserve, ou une prolongation de la période de questions sur le discours précédent ou par
une courte description des sessions affichées concernant la session actuelle.

La mise à jour du programme de session sera affichée à l‟extérieur de la chambre bien
avant le début de la session. Le/la président(e) recevra une copie de l‟assistant(e).

Présentation d’affiche
Les affiches scientifiques pour le Congrès seront situées sur le 1er niveau du World
Trade and Convention Centre. Les affiches seront exposées pour la durée du Congrès.
Chaque affiche est allouée un espace de 4 pi (1.2 m) par 4 pi (1.2 m). Les tableaux
d‟affichages peuvent accepter le Velcro ou les épingles (une provision des deux sera
disponible). Les affiches pourront être montées n‟importe quant lundi après 10:00 AM.
Les présentateurs/ présentatrices seront obligé(e)s de rester près de leurs affiches pour
expliquer leur travail durant la période assignée à la session d‟affichage. Les affiches
devront être enlevées vers la fin de la pause de rafraîchissement dans l‟après-midi de
jeudi.

Horaire de la session d’affichage :
Thèmes interdisciplinaires – mardi, le 2 juin entre 15 :30 – 17 :00
Thèmes de l‟atmosphère, du climat et d‟océanographie – mercredi, le 3 juin entre 15:00
et 16:30.



                                                                                             45
2009 Guidelines for presenters:

Oral presentation
Please label your presentation with the session number, paper number and presenter
name. We will have volunteers in the lecture theatres at least 30 minutes before the start
of the sessions to assist with uploading of presentations. Your presentation must be
brought to your session room at least 15 minutes prior to the start of your session. The
Congress computers run Microsoft Windows XP Pro with the following software:
Microsoft Office 2003 Professional, Adobe Acrobat Reader, Quicktime Player and
Windows Media Player. Please bring your presentations on one of the following media:
USB hard drive, USB flash drive, CD-ROM, CD-R, or DVD. Presenters will be able to
edit their presentations on site using a laptop that has a USB port. Note that if graphics or
video clips are not embedded in a presentation, they must be downloaded as well.
Presentations created on a Macintosh and converted to run on a PC should be tested on a
PC before arriving at the meeting. In cases where the presentation conversion is not
possible, we will attempt to accommodate connecting a Macintosh computer directly to
the LCD projector. Any links should be checked at the meeting to ensure that they
remain functional. Please note that there is no internet connection on the presentation
computers. There will be a computer and projector in the Speakers Prep room where
speakers can test drive their presentations.

Poster presentation
The Science Posters for the Congress will be located on Level 1 of the World Trade and
Convention Centre. The posters will be on display for the duration of the Congress. Each
poster is allocated a space of approximately 4 ft (1.2 m) by 4 ft (1.2 m). The poster
boards can accept both Velcro and pins (a supply of both will be available). Posters can
be mounted any time after 10:00 on Monday. Presenters will be required to be by their
posters to discuss their work during the assigned poster session. Posters are to be
removed by the end of the afternoon refreshment break on Thursday.

Poster Session Schedule:
Interdisciplinary Themes - Tuesday, June 2nd between 15:30 – 17:00
Atmosphere, Climate and Oceanography Themes - Wednesday, June 3rd between 15:00 –
16:30




                                                                                           46
Directives 2009 pour les présentateurs/présentatrices:

Présentation orale :
Veuillez marquer vos présentations avec le numéro de la session, numéro du papier et le
nom du présentateur et de la présentatrice. Nous aurons des volontaires dans les théâtres
de lectures au moins 30 minutes avant le début des sessions pour assister avec le
chargement des présentations. Votre présentation doit être amenée à votre chambre de
session au moins 15 minutes avant le début de la session. Les ordinateurs du Congrès
sont équipés avec Microsoft Windows XP Pro, les logiciels Microsoft Office 2003 Pro, le
lecteur Adobe Acrobat, le lecteur Quicktime et le lecteur Windows Media. Veuillez
apporter vos présentations sur un des média suivant : lecteur disque dur USB, lecteur
éclair USB, CD-ROM, CD-R ou DVD. Les présentateurs/présentatrices seront capable
d‟éditer leurs présentations sur place en utilisant un ordinateur portable avec port USB.
Notez que si les graphiques et les échantillons vidéos ne sont pas contenus dans la
présentation, alors ils devront être téléchargés. Les présentations générées sur un
Macintosh et converties pour rouler sur un PC doivent être examinées sur un PC avant
d‟arriver à l‟assemblée. Dans les cas où la conversion de la présentation n‟est pas
possible, nous tenterons de faciliter en branchant un ordinateur Macintosh directement au
projecteur LCD. N‟importe quel lien devrait être vérifié à l‟assemblée afin de s‟assurer
qu‟il fonctionne bien. Veuillez remarquer qu‟il n‟y a pas de ligne internet sur les
ordinateurs dédiés aux présentations. Il y aura un ordinateur et un projecteur dans la
chambre de préparation des orateurs/oratrices afin de permettre l‟essai de leurs
présentations.

Présentations des affiches :

Les affiches scientifiques pour le Congrès seront situées sur le 1er niveau du World Trade
and Convention Centre. Les affiches seront exposées pour la durée du Congrès. Chaque
affiche est allouée un espace de 4 pi (1.2 m) par 4 pi (1.2 m). Les tableaux d‟affichages
peuvent accepter le Velcro ou les épingles (une provision des deux sera disponible). Les
affiches pourront être montées n‟importe quant après 10 :00 AM le lundi. Les
présentateurs/ présentatrices seront obligé(e)s de rester près de leurs affiches pour
expliquer leur travail durant la période assignée à la session d‟affichage. Les affiches
devront être enlevées vers la fin de la pause de rafraîchissement dans l‟après-midi de
jeudi.


Horaire de la session d’affichage :
Thèmes interdisciplinaires – mardi, le 2 juin entre 15 :30 – 17 :00
Thèmes de l‟atmosphère, du climat et d‟océanographie – mercredi, le 3 juin entre 15 :00
et 16:30.




                                                                                        47
Appendix 1.5 – Student Travel Bursary


                  CMOS CONGRESS 2009 Student Travel Bursary Application

Name of Applicant...........................................................................................................
Home Address ...............................................................................................................
City....................................................Province ................................................................
Postal Code ......................... ....               Tel. ( ).........................Fax: ( ).......................
University..........................................................................................................................
Department.............................................................................................................................
Address..............................................City..................................Province.............................
Postal Code........................................Tel. ( )..........................Fax ( )............................
e-mail..............................................
Member of CMOS ?                    yes.................no...................

Name of Supervisor................................................................
Tel. ( )...............................Fax. ( )...............................e-mail.......................................
Member of CMOS ? yes.................no.....................

Abstract Title .........................…........................................................................................
Author(s)...................................................….....................................................................

Have you received CMOS travel bursary before?          Yes........
.No.........Year..................
Have you presented a talk at a previous CMOS Congress? Yes........
.No.........Year..................

Briefly justify your request for travel support. What other sources of funding are
available to you?
................................................................................................................................................
................................................................................................................................................
................................................................................................................................................

Signature ………………………………                                                  Date …………………………..

Application forms must be submitted before 28 February 2009, electronically or by post
to:
Dr. Ian Folkins
Department of Physics and Atmospheric Science
Dalhousie University
Halifax, NS
B3H 3J5 Canada
E-mail: Ian.Folkins@Dal.Ca
Tel: (902) 494-1292


                                                                                                                                            48
                 Congrès SCMO 2009 Demande de bourse de voyage

Nom de postulant(e)………………………………………………………………………...
Adresse à domicile………………………………………………………………………….
Ville………………………………………Province……………………………………….
Code postale…………….Tel. ( )…………………….Fax( )………………………….

Université…………………………………………………………………………………...
Département………………………………………………………………………………...
Adresse……………………………………………………………………………………...
Ville………………………………………Province……………………………………….
Code postale…………….Tel. ( )…………………….Fax( )………………………….
Courriel……………………………………………………………………………………..
Membre de SCMO? Oui……………Non……………

Titre du résumé………………………………………………………………......................
………………………………………………………………………………………………
Auteur(s)……………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………

Avez-vous jamais reçu une bourse de voyage de SCMO? Oui…..Non……Année………
Avez-vous jamais fait une exposé à un congrès précédent du SCMO? Oui……Non……..

En bref justifier votre demande pour une bourse de voyage. Auxquelles autres sources de
financement pouvez-vous accès?
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………

Signature………………………………..                    Date…………………………………………...

La demande doit être soumise d‟ici le 28 février 2009 par courriel or poste à:

Dr. Ian Folkins
Department of Physics and Atmospheric Science
Dalhousie University
Halifax, NS, Canada
B3H 3J5
Courriel: Ian.Folkins@Dal.Ca
Tel: (902) 494-1292




                                                                                    49
The CMOS 2009 SPC notified the student travel bursary winners via email and indicated
that their award could be picked up at the registration desk in Halifax during the
Congress. We did not send out a formal award letter, but have attached the template used
by the 2008 Congress in case future a SPC would decide to mail this acceptance.


                     Canadian Meteorological and Oceanographic Society
                    Société canadienne de météorologie et d’océanographie
                     CMOS / SCMO, P.O. Box / C.P. 3211, Stn./ Succ. D, Ottawa ON, Canada K1P 6H7
                           Tel: (613) 990-0300; Fax: (613) 990-1617; e-mail: CMOS@cmos.ca
                              Homepage: www.CMOS.ca       Page d’accueil: www.SCMO.ca




       March 25, 2008

       Dear :

       Thank you for applying for the CMOS Congress 2008 Student Travel Bursary. 22
       students applied within the deadline, and we are providing a total of $5000 to 15
       students. I am pleased to tell you that you will receive a travel bursary for $XXX.

       Funding was awarded according to the following criteria. Students who presented
       at a CMOS conference in previous years, but did not receive a travel bursary,
       received priority funding this year. The distance to travel to the conference
       determined the bursary amount: $500 for students travelling from eastern Canada;
       $375 for students from central Canada; and $250 for students from BC and
       Alberta. Approximately equal numbers of bursaries were granted in each
       category. Where supervisors had more than one student attending the conference,
       those students received lower amounts (e.g. two students from eastern Canada
       with the same supervisor each received $250 rather than one student receiving
       $500). Finally, preference was given to students who were CMOS members.

       A cheque will be available for you when you arrive and register for the
       conference. We wish to acknowledge the student recipients of the travel bursaries
       by taking a group photo, either at the luncheon or at the banquet, and we
       encourage you to participate.

       Best wishes, and enjoy the conference.

       Sincerely,

       Trudy Kavanagh
       Chair, Subcommittee Student Travel Bursaries
       CMOS Congress 2008



                                                                                             50
Appendix 1.6 – Plenary Speaker Invitation Letter

                   Canadian Meteorological and Oceanographic Society
                  Société canadienne de météorologie et d’océanographie
                   CMOS / SCMO, P.O. Box / C.P. 3211, Stn./ Succ. D, Ottawa ON, Canada K1P 6H7
                          Tel: (613) 990-0300; Fax: (613) 990-1617; e-mail: CMOS@cmos.ca
                            Homepage: www.CMOS.ca        Page d’accueil: www.SCMO.ca




November 14, 2008

Dear Dr. ,

I would like to thank you for accepting the invitation to be a Plenary Speaker at the 43rd
Annual Canadian Meteorological and Oceanographic Society Congress May 31 to June 4
2009, in Halifax, Nova Scotia.

As a Plenary Speaker, I would be pleased to cover your Congress Registration, as well as
your travel, accommodation and meal expenses while at the Congress. The airline ticket
(economy class fare) could either be submitted to me for reimbursement after the
Congress or I can purchase the ticket on your behalf. I could also reimburse your
expenses for travel to and from the airport (taxi) and a per diem for all meals beyond
those provided with the Congress registration. Four our budgeting purposes, it would be
appreciated if you could indicate at this point whether you will be requesting any
financial support.

The Plenary presentations occur at the start of the Congress each day and are 45 minutes
long, including questions. I anticipate an audience of approximately 500 from a diverse
academic and professional background spanning the meteorological, oceanographic,
climatic and hydrologic sciences. The specific date for your presentation would be
decided as the scientific program is assembled and communicated to you by mid-April
2009. If you have limitations on your availability between May 31 and June 4, please let
me know as soon as possible.

I will require a description of your research background/career/awards in a few
paragraphs that we can include in the conference program. It would be greatly
appreciated if you could provide this by mid-December.


Sincerely,


Dr. Blair J.W. Greenan


                                                                                           51
Email: greenanb@mar.dfo-mpo.gc.ca
Telephone: 1-902-426-9963
CMOS 2009 Scientific Program Committee Chair




                                               52
Appendix 1.7 – Abstract Acceptance Email/Abstract Assignment
Email

Abstract Acceptance
-----Original Message-----
From: CMOS/SCMO [mailto:abstracts@cmos.ca]
Sent: February 27, 2009 1:05 PM
To: Greenan, Blair
Subject: Abstract 3092 Accepted - Resume 3092 accepte

Français plus bas

Dear Blair Greenan,

On behalf of the Scientific Program Committee, I am pleased to inform
you that abstract 3092 entitled Oceanographic Setting and Variability
of Orphan Knoll, that you submitted to the 43rd CMOS Congress has been
Accepted.

The first draft of the congress schedule will be available on 14March,
at
https://www1.cmos.ca/abstracts/congress_schedule.asp.   You will
receive another message at that time, confirming
the session, date and time of your presentation and whether it is to be
oral or by poster. Minor adjustments may be possible afterwards, as
required. Until the schedule is completed we cannot confirm whether
your presentation is to be oral or by poster.
For now, I suggest that you reserve your hotel accommodation as soon as
possible.

You can find more details on the Congress website
http://www.cmos.ca/Congress2009/index.htm or by clicking the hotel link
http://www.cmos.ca/Congress2009/en/hotels/index.html. If you have any
questions, do not hesitate to contact our local arrangements committee
at lac2009@cmos.ca.

Thank you; we look forward to meeting you in Halifax

John Parker, Blair Greenan
Chair, Local Arrangements, Chair, Scientific Program Committee
spc2009@cmos.ca, abstracts@cmos.ca
___________________________________________________________
Cher Blair Greenan,

De la part du Comité du programme scientifique, il me fait plaisir de
vous informer que le résumé 3092, intitulé Oceanographic Setting and
Variability of Orphan Knoll que vous avez soumis au 43e Congrès a été
Accepté.

Le premier jet de l'horaire du congrès sera disponible à compter du 14
mars à :




                                                                         53
https://www1.cmos.ca/abstracts/congress_schedule.asp. Vous recevrez à
ce moment un second message pour confirmer la session, la date et
l'heure de votre présentation, et si ce doit être oral ou sur affiche.
Des ajustements mineurs pourront être apportés par la suite, si
nécessaire. Notez que nous ne pouvons confirmer si votre présentation
doit être orale ou par affiche tant que le programme n'a pas été
complété.

Pour le moment, je vous suggère de faire vos réservations d'hôtel
aussitôt que possible. Vous pouvez trouver plus de détails sur le
site-web du Congrès http://www.cmos.ca/Congress2009/index.htm ou en
allant à http://www.cmos.ca/Congress2009/fr/hotels/index.html

Si vous avez des questions, n'hésitez pas à contacter le comité local à
lac2009@cmos.ca Merci; nous avons hâte de vous rencontrer à Halifax.

John Parker, Blair Greenan
Président, Organisation locale, Président, Comité du programme
scientifique spc2009@cmos.ca, abstracts@cmos.ca




Abstract Assignment
-----Original Message-----
From: CMOS/SCMO [mailto:abstracts@cmos.ca]
Sent: March 13, 2009 3:33 PM
To: Greenan, Blair
Subject: CMOS Congress schedule- Programme du congrès SCMO: ref: 3092

Dear Blair Greenan,

We are pleased to inform you that your abstract has now been scheduled
for presentation.

Abstract number: 3092

Title: Oceanographic Setting and Variability of Orphan Knoll

Your presentation is scheduled for:

Session title: POSTERS Physical-Biological Interactions in the Ocean /
Interactions physiques et biologiques dans l

Session date: 2009-06-02

Session time: 03:30 pm

NOTE:if the session title indicates that it is a POSTER session, the
maximum poster size is




                                                                         54
4 feet x 4 feet (120 cm x 120 cm). Otherwise, it is an ORAL
presentation, that normally is

12 minutes plus 3 minutes for questions. Check the schedule to confirm
the exact length of

your presentation. Further instructions for both oral and poster
presenters will be

available 1 April 2009 on the congress website under "Guidelines".


Please check the Congress schedule at:
https://www1.cmos.ca/abstracts/congress_schedule.asp

for more details about your session. This schedule is always up-to
date.

There will be no printed book of abstracts. You are encouraged to
download and print the

abstracts for the sessions that interest you. Simply click on the link
in the rightmost

column of the Congress_schedule. You can also download and print the
abstracts for a

complete day by clicking the link at the start of the schedule for that
day.

A Program book will be distributed to all registrants, but the book
will not include the

abstracts themselves.

Please forward this message to your co-authors and presentor. If you
need to correspond

about this notice, please contact abstracts@cmos.ca

DO NOT FORGET TO REGISTER FOR THE CONGRESS at

https://www1.cmos.ca/meetings/meetings_register.asp. The deadline for
early registration is

10 April 2009.


Sincerely yours,

Blair Greenan

Chair, Science Program Committee
CMOS Congress 2009




                                                                         55
_______________________________________________________________________
________________

Cher Blair Greenan,

Il nous fait plaisir de confirmer l'horaire de votre présentation :

Numéro du résumé: 3092

Titre: Oceanographic Setting and Variability of Orphan Knoll

Votre présentation a été programmée pour:

Titre de la session: POSTERS Physical-Biological Interactions in the
Ocean / Interactions physiques et biologiques dans l

Date de la session: 2009-06-02

Heure de la session: 03:30 pm

NOTE: Si le titre de la session commence par "POSTER",votre
présentation doit être sur une

affiche dont les dimensions maximum sont 4 pi x 4 pi (120 cm x 120 cm).
Autrement il s'agit

d'une présentation ORALE, qui est normalement de 12 minutes plus 3
minutes de questions.

Vérifiez l'horaire pour confirmer la durée exacte de votre
présentation. Des instructions

supplémentaires pour les présentations orales et par affiche seront
placées sur le site web

du congrès le 1 avril 2009, sous la rubrique "Lignes directrices".

Veuillez consulter le programme complet du congrès à:

https://www1.cmos.ca/abstracts/congress_schedule.asp pour y trouver
d'autres détails sur

votre session. Cet horaire est toujours à date.

Il n'y aura pas de livre imprimé des résumés. Nous vous suggérons de
télécharger et

d'imprimer les résumés pour les sessions qui vous intéressent en
cliquant sur le lien dans

la colonne de droite de la page Congress_schedule. Vous pouvez aussi
télécharger les résumés

pour toute une journée au moyen du lien placé au début de l'horaire
pour cette journée.




                                                                       56
Un livre du programme sera distribué à chaque participant, mais il ne
contiendra pas les

résumés eux-mêmes.

Veuillez faire suivre ce message à vos co-auteurs et au présentateur de
votre article. Si

vous devez correspondre au sujet de cette présentation, veuillez vous
adresser à

resumes@scmo.ca.

N'OUBLIEZ PAS DE VOUS INSCRIRE AU CONGRÈS à:

https://www1.cmos.ca/french/meetings/meetings_register.asp   La date
limite pour

l'enregistrement hâtif est le 10 avril 2009.


Sincèrement vôtre,

Blair Greenan,

Président, Comité du programme scientifique Congrès 2009




                                                                        57
Appendix 1.8 – Week at a Glance




                                  58
Week at a Glance
Session Time                 1                    2                         3                        4                        5                          6                      7
Code                   Room 202              Room 203                 Room 204                 Room 205                 Room 301                   Room 302               Room 303
Sunday, May 31 Registration Desk Open 13:00 – 18:00 (Level 1)
     08:30–18:00                                        Committee Meetings (available on-line at https://www1.cmos.ca/abstracts/congress_schedule.asp)
     18:00–21:00                                                    Ice Breaker Reception at the Brewery Market (1496 Lower Water Street)
Monday, June1 Registration Desk Open 07:30 – 16:00 (Level 1)
1A   08:30–10:30                                          Opening Session, Plenary Sessions 1 (Cullen) and 2 (Peltier) in the Grand Ballroom (Level 2)
     10:30–11:00                                                                           Coffee Break (Room 100)
                   Atmosphere-Ocean      Physical-Biological     Remote Sensing of the                              Global Atmosphere-
                                                                                           Weather and Social                                 Regional Climate        Operational
1B   11:00–12:30   Interaction & Waves   Interactions in the     Atmosphere and
                                                                                           Science (I)
                                                                                                                    Ocean Prediction and
                                                                                                                                              Modeling (C)            Meteorology (A)
                   (I)                   Ocean (I)               Ocean (I)                                          Predictability (I)
     12:30–14:00                                                                             Lunch (on your own)
                   Atmosphere-Ocean      Physical-Biological     Remote Sensing of the                              Global Atmosphere-
                                                                                           Weather and Social                                 Regional Climate        Operational
1C   14:00–15:30   Interaction & Waves   Interactions in the     Atmosphere and
                                                                                           Science (I)
                                                                                                                    Ocean Prediction and
                                                                                                                                              Modeling (C)            Meteorology (A)
                   (I)                   Ocean (I)               Ocean (I)                                          Predictability (I)
     15:30–16:00                                                                           Coffee Break (Room 100)
                   The Bay of Fundy:
                                         Physical-Biological     Remote Sensing of the     Health Issues of         Global Atmosphere-
                   Tidal Power and                                                                                                            Regional Climate        Operational
1D   16:00–17:30
                   Sediment Dynamics
                                         Interactions in the     Atmosphere and            Weather and Climate      Ocean Prediction and
                                                                                                                                              Modeling (C)            Meteorology (A)
                                         Ocean (I)               Ocean (I)                 (I)                      Predictability (I)
                   (O)
                                                                                                                    CMOS Annual
     17:30–19:00
                                                                                                                    General Meeting
                                                                                                                                               MSC-ADM Town Hall
     19:00–20:00
                                                                                                                                                    Meeting
Tuesday, June 2 Registration Desk Open 07:30 – 16:00 (Level 1)
2A   08:30–10:00                                                 Plenary Sessions 3 (Beven) and 4 (Wallace) in the Grand Ballroom (Level 2)
     10:00–10:30                                                                           Coffee Break (Room 100)
                                                                                           Carbon Uptake in the
                   Water, Weather and                            Atmosphere, Ocean         Ocean – Problems of
                                         Acoustics in                                                                                         Climate Data            Operational
2B   10:30–12:00   Climate Serving the
                                         Oceanography (O)
                                                                 and Climate Dynamics      Ocean Acidification      CONCEPTS (I)
                                                                                                                                              Homogenization (C)      Meteorology (A)
                   Energy Sector (I)                             (I)                       and Feasibility of
                                                                                           Iron Fertilization (O)
     12:00–14:00                                                         Parsons - Patterson Luncheon in the Grand Ballroom (Level 2)
                                                                                           Meteorological
                   Water, Weather and                            Atmosphere, Ocean                                                                                    Extratropical
                                         Acoustics in                                      Preparations for the                               Coastal Oceanography
2C   14:00–15:30   Climate Serving the
                                         Oceanography (O)
                                                                 and Climate Dynamics
                                                                                           2010 Olympic
                                                                                                                    CONCEPTS (I)
                                                                                                                                              and Inland Waters (O)
                                                                                                                                                                      Transition of Tropical
                   Energy Sector (I)                             (I)                                                                                                  Systems (A)
                                                                                           Winter Games (A)
2D   15:30–17:00                                        Poster Session 1 (Interdisciplinary Themes) – Refreshments Provided and Cash Bar (Room 100)
                                                                                                                    NSERC Town Hall
     17:00–18:00
                                                                                                                    Meeting
     19:30–20:30                                          Public Lecture (Bowyer) at the Maritime Museum of the Atlantic (1675 Lower Water Street)



                                                                                                                                                                                               59
Session Time                 1                         2                       3                        4                         5                         6                       7
Code                   Room 202                  Room 203                Room 204                 Room 205                  Room 301                 Room 302                 Room 303
Wednesday, June 3 Registration Desk Open 07:30 – 16:00 (Level 1)
3A   08:30–10:00                                                     Plenary Sessions 5 (Bower) and 6 (de Vernal) in the Grand Ballroom (Level 2)
     10:00–10:30                                                                              Coffee Break (Room 100)
                                                                                                                        IPY and related
                   Paleo-Oceanography                                Recent Progress with                               atmospheric,
                                              Numerical Modelling                                                                               Coastal Oceanography      Radiation, Aerosols
3B   10:30–12:00   and Paleo-Climatology
                                              for Research (I)
                                                                     the GEM-LAM 2.5km         Teacher‟s Day            oceanographic, and
                                                                                                                                                and Inland Waters (O)     and Cloud (A)
                   (C)                                               Model (A)                                          hydrological studies
                                                                                                                        (I)
     12:00–13:30                                                                                Lunch (on your own)
                                                                                                                        IPY and related
                                                                                                                        atmospheric,
                   Argo in ocean and          Numerical Modelling    Military Meteorology                                                       Coastal Oceanography      Radiation, Aerosols
3C   13:30–15:00
                   climate sciences (O)       for Research (I)       and Oceanography (I)
                                                                                               Teacher‟s Day            oceanographic, and
                                                                                                                                                and Inland Waters (O)     and Cloud (A)
                                                                                                                        hydrological studies
                                                                                                                        (I)
3D   15:00–16:30                             Poster Session 2 (Atmospheric Sciences, Climate, and Oceanography Themes) – Refreshments Provided and Cash Bar (Room 100)
                   Argo Town Hall
     16:30–17:30                                                                               Teacher‟s Day
                   Meeting
     18:30                                                                             Banquet in the Grand Ballroom (Level 2)
Thursday, June 4 Registration Desk Open 07:30 – 12:00 (Level 1)
4A   08:30–10:00                                           Plenary Sessions 7 (Drummond) and 8 (President‟s Prize Winner) in the Grand Ballroom (Level 2)
     10:00–10:30                                                                              Coffee Break (Room 100)
                                                                                                                        IPY and related                                   Composition,
                                              Monitoring the                                   UNSTABLE (A)             atmospheric,                                      variability and
                   Air Quality: Delivering                           Climate Change and                                                         Climate variability and
4B   10:30–12:00
                   the Right Message (A)
                                              Atmosphere and
                                                                     Extreme Events (C)
                                                                                                                        oceanographic, and
                                                                                                                                                marine ecosystems (I)
                                                                                                                                                                          circulation of
                                              Ocean (I)                                                                 hydrological studies                              seawater: bays to
                                                                                                                        (I)                                               basins. (O)
     12:00–13:30                                                                                Lunch (on your own)
                                                                                                                        IPY and related                                   Composition,
                                              Monitoring the                                   UNSTABLE (A)             atmospheric,                                      variability and
                   Air Quality: Delivering                           Climate Change and                                                         Climate variability and
4C   13:30–15:00
                   the Right Message (A)
                                              Atmosphere and
                                                                     Extreme Events (C)
                                                                                                                        oceanographic, and
                                                                                                                                                marine ecosystems (I)
                                                                                                                                                                          circulation of
                                              Ocean (I)                                                                 hydrological studies                              seawater: bays to
                                                                                                                        (I)                                               basins. (O)
     15:00–15:30                                                                               Coffee Break (Level 2)
                                              Monitoring the
                   Air Quality: Delivering                           Climate Change and
4D   15:30–17:00
                   the Right Message (A)
                                              Atmosphere and
                                                                     Extreme Events (C)
                                              Ocean (I)




                                                                                                                                                                                                60
Aperçu de la semaine
Code / heure                 1                        2                          3                        4                         5                         6                          7
de session             salle 202                salle 203                   salle 204                salle 205                salle 301                  salle 302                  salle 303
dimanche, le 31 mai bureau d'inscription ouvert de 13:00 – 18:00 ( Étage 1)
     08:30–18:00                                          Réunions des comités (disponible en ligne à https://www1.cmos.ca/abstracts/congress_schedule.asp)
     18:00–21:00                                                     Réception Brise-glace à l'ouverture, Brewery Market (1496 Lower Water Street)

lundi, 1 juin bureau d'inscription ouvert de 07:30 – 16:00 (Étage 1)
1A   08:30–10:30                                                Session d‟ouverture, Sessions plénières 1 (Cullen) et 2 (Peltier), Grand Ballroom (Étage 2)
     10:30–11:00                                                                                     Café (salle 100)
                                            Interactions                                                                 La Prévision et la
                   Interaction                                         Télédétection de
                                            physiques et                                         La météo et la          Prévisibilité globale     Modélisation Régionale      Météorologie
1B   11:00–12:30   atmosphère-océan et      biologiques dans
                                                                       l'atmosphère et de
                                                                                                 Science Sociale (I)     de l‟Atmosphère-          Climatique (C)              opérationnelle (A)
                   les vagues (I)                                      l'océan (I)
                                            l‟océan (I)                                                                  Océan (I)
     12:30–14:00                                                                                        Déjeuner
                                            Interactions                                                                 La Prévision et la
                   Interaction                                         Télédétection de
                                            physiques et                                         La météo et la          Prévisibilité globale     Modélisation Régionale      Météorologie
1C   14:00–15:30   atmosphère-océan et      biologiques dans
                                                                       l'atmosphère et de
                                                                                                 Science Sociale (I)     de l‟Atmosphère-          Climatique (C)              opérationnelle (A)
                   les vagues (I)                                      l'océan (I)
                                            l‟océan (I)                                                                  Océan (I)
     15:30–16:00                                                                                     Café (salle 100)
                   La Baie de Fundy : Le    Interactions                                         Problèmes de santé      La Prévision et la
                                                                       Télédétection de
                   pouvoir de la Marée et   physiques et                                         liés aux conditions     Prévisibilité globale     Modélisation Régionale      Météorologie
1D   16:00–17:30
                   la Dynamique des         biologiques dans
                                                                       l'atmosphère et de
                                                                                                 météorologiques et      de l‟Atmosphère-          Climatique (C)              opérationnelle (A)
                                                                       l'océan (I)
                   Sédiments (O)            l‟océan (I)                                          au climat (I)           Océan (I)
                                                                                                                         Réunion génerale
     17:30–19:00
                                                                                                                         annuelle de la SCMO
                                                                                                                                                     Séance de discussion
     19:00–20:00                                                                                                                                      publique du SMC-
                                                                                                                                                     Sous-ministre adjoint
mardi, 2 juin bureau d'inscription ouvert de 07:30 – 16:00 (Étage 1)
2A   08:30–10:00                                                          Sessions plénières 3 (Beven) et 4 (Wallace), Grand Ballroom (Étage 2)
     10:00–10:30                                                                                     Café (salle 100)
                                                                       Dynamiques de                                                               Homogénéisation des
                   Eau, temps et climat                                                          Assimilation du
                                            L‟Acoustique dans          l‟atmosphère, de                                                            données climatiques et      Météorologie
2B   10:30–12:00   servant le secteur
                                            l‟Océanographie (O)        l‟océan et du climat
                                                                                                 carbone dans l‟océan    CONCEPTS (I)
                                                                                                                                                   l'analyse des tendances     opérationnelle (A)
                   énergétique (I)                                                               (O)
                                                                       (I)                                                                         (C)
     12:00–14:00                                                                 Déjeuner Parsons – Patterson, Grand Ballroom (Level 2)
                                                                                                 Préparations
                                                                       Dynamiques de
                   Eau, temps et climat                                                          météorologiques                                   Océanographie côtière       Transition
                                            L‟Acoustique dans          l‟atmosphère, de
2C   14:00–15:30   servant le secteur
                                            l‟Océanographie (O)        l‟océan et du climat
                                                                                                 pour les jeux           CONCEPTS (I)              et les eaux intérieures     extratropicale des
                   énergétique (I)                                                               Olympiques d'hiver                                (O)                         systèmes tropicaux (A)
                                                                       (I)
                                                                                                 2010 (O)
2D   15:30–17:00                            Session d‟affiches 1 (Thèmes interdisciplinaires) – Rafraîchissements fournis et barre à paiement en argent comptant (salle 100)
                                                                                                                         Séance de discussion
     17:00–18:00                                                                                                         publique avec
                                                                                                                         CSNRG
     19:30–20:30                                               Conférence publique (Bowyer), Maritime Museum of the Atlantic (1675 Lower Water Street)

                                                                                                                                                                                               61
Code / heure                 1                       2                         3                        4                         5                         6                           7
de session             salle 202                salle 203                salle 204                 salle 205                salle 301                 salle 302                  salle 303

mercredi, 3 juin    bureau d'inscription ouvert de 07:30 – 16:00 (Étage 1)
3A   08:30–10:00                                                      Sessions plénières 5 (Bower) et 6 (de Vernal), Grand Ballroom (Étage 2)
     10:00–10:30                                                                                   Café (salle 100)
                                                                                                                       AIP et les études
                   Paléo-Océanographie      Modélisation             Progrès récents avec
                                                                                               La journée des          reliées à l‟atmosphère,   Océanographie côtière et   Radiation, Aérosols et
3B   10:30–12:00   et Paléo-Climatologie    numérique pour la        le modèle GEM-LAM
                                                                                               enseignants             l‟océanographie et        les eaux intérieures (O)   Nuages (A)
                   (C)                      recherche (I)            2.5km (A)
                                                                                                                       l‟hydrologie (I)
     12:00–13:30                                                                                      Déjeuner
                                                                                                                       AIP et les études
                   Argo dans les            Modélisation             Météorologie et
                                                                                               La journée des          reliées à l‟atmosphère,   Océanographie côtière et   Radiation, Aérosols et
3C   13:30–15:00   sciences de l‟océan et   numérique pour la        Océanographie
                                                                                               enseignants             l‟océanographie et        les eaux intérieures (O)   Nuages (A)
                   le climat (O)            recherche (I)            Militaire (I)
                                                                                                                       l‟hydrologie (I)
3D   15:00–16:30                 Session d‟affiches 2 (Thèmes de l‟atmosphère, du climat et d‟océanographie) – Rafraîchissements fournis et barre paiement argent liquide (salle 100)
                   Réunion générale sur                                                        La journée des
     16:30–17:30
                   Argo                                                                        enseignants
     18:30                                                                             Banquet dans le Grand Ballroom (Étage 2)

jeudi, 4 juin   bureau d'inscription ouvert de 07:30 – 12:00 (Étage 1)
4A   08:30–10:00                                     Sessions plénières 7 (Drummond) et 8 (Le gagnant du prix du Président), dans le Grand Ballroom (Étage 2)
     10:00–10:30                                                                                   Café (salle 100)
                                                                                                                                                                            Composition,
                                                                     Le changement                                     AIP et les études
                   Qualité de l'air:        Monitorage de                                      INSTABLE (A)                                                                 Variabitlité et
                                                                     climatique et les                                 reliées à l‟atmosphère,   Le climat et les
4B   10:30–12:00   délivraison du vrai      l‟atmosphère et de
                                                                     évènements extrêmes                               l‟océanographie et        écosystèmes marins (I)
                                                                                                                                                                            Circulation de l'eau
                   message (A)              l‟océan (I)                                                                                                                     salée: des baies aux
                                                                     (C)                                               l‟hydrologie (I)
                                                                                                                                                                            bassins. (O)
     12:00–13:30                                                                                      Déjeuner
                                                                                                                                                                            Composition,
                                                                     Le changement                                     AIP et les études
                   Qualité de l'air:        Monitorage de                                      INSTABLE (A)                                                                 Variabitlité et
                                                                     climatique et les                                 reliées à l‟atmosphère,   Le climat et les
4C   13:30–15:00   délivraison du vrai      l‟atmosphère et de
                                                                     évènements extrêmes                               l‟océanographie et        écosystèmes marins (I)
                                                                                                                                                                            Circulation de l'eau
                   message (A)              l‟océan (I)                                                                                                                     salée: des baies aux
                                                                     (C)                                               l‟hydrologie (I)
                                                                                                                                                                            bassins. (O)
     15:00–15:30                                                                                    Café (Étage 2)
                                                                     Le changement
                   Qualité de l'air:        Monitorage de
                                                                     climatique et les
4D   15:30–17:00   délivraison du vrai      l‟atmosphère et de
                                                                     évènements extrêmes
                   message (A)              l‟océan (I)
                                                                     (C)




                                                                                                                                                                                            62
Appendix 2. Commercial Exhibits report: sample documents


Appendix 2.1 – 2009 Letter from CMOS President to Exhibitors………………64
Appendix 2.2 – 2009 Exhibits Invitation………………………………………..65
Appendix 2.3 – 2009 Exhibits Application form………………………………..66
Appendix 2.4 – 2009 Information for Exhibitors………………………………..68
Appendix 2.5 – 2009 Floor Plan…………………………………………………72
Appendix 2.6 – List of 2009 Exhibitors…………………………………………73
Appendix 2.7 – Sample Exhibits Evaluation form………………………………74
Appendix 2.8 – 2009 Potential Exhibitor list……………………………………75




                                                                       63
                    Canadian Meteorological and Oceanographic Society
                    La Société canadienne de météorologie et d’océanographie
                    CMOS-SCMO, P.O. Box / C.P. 3211, Station D, Ottawa ON, Canada K1P 6H7
                    Tel: (613) 990-0300; Fax: (613) 993-1617;Email: CMOS@cmos.ca
                    Homepage: www.CMOS.ca Page d’accueil: www.SCMO.ca
                    Exhibits Convener : Oscar Koren Tel: (905) 669-2365; Fax: (905) 669-4838; Email: okoren@sympatico.ca




Dear Potential Exhibitor,                                   Cher exposant potentiel,

On behalf of the Canadian Meteorological and                Au nom de la Société canadienne de
Oceanographic Society, I would like to                      météorologie et d‟océanographie, j‟ai le plaisir
cordially invite you and your organization to               de vous inviter à participer comme exposant
become an exhibitor at the 43rd Congress of                 commercial au 43e Congrès de la société qui
the Society, to be held 1- 4 June, 2009 in                  se tiendra à Halifax N.S. 1-4 juin, 2009. Le
Halifax, N.S. This is the one time each year                Congrès SCMO est la seule occasion cette
when virtually the entire community of                      année où vous pourrez promouvoir votre
meteorologists, oceanographers, climatologists,             organisation auprès de la communauté de
hydrologists, limnologists and cryosphere                   spécialistes en météorologie, océanographie,
scientists comes together and it is therefore a             climatologie, hydrologie, limnologie et la
unique opportunity for you to present your                  cryosphère. C‟est une opportunité unique de
message and to raise the profile of your                    hausser le profil de votre organisation. La
organization. The enclosed package presents                 trousse d‟information ci-inclus explique
information on how to participate. More                     comment participer. Pour de plus amples
information on the Congress can be found on                 renseignements sur le Congrès visitez:
the Internet at www.cmos.ca/Congress2009                    www.cmos.ca/Congress2009

Sincerely,                                                  Sincèrement,



Andrew Bush                                                 Andrew Bush
President                                                   président




                                                                                                                     64
                     Canadian Meteorological and Oceanographic Society
                     La Société canadienne de météorologie et d‟océanographie
                     Mailing Address: CMOS-2009 Exhibits, Attn.: Oscar Koren
                     14 Oakmount Crescent, Concord, Ontario L4K 2C3
                     Tel: (905) 669-2365 Fax: (905) 669-4838
                             E-mail: okoren@sympatico.ca

             Reserve your exhibit space for CMOS-2009 Congress TODAY!

Dear Potential Exhibitor:

The 43rd Annual Congress of the Canadian Meteorological and Oceanographic Society (CMOS) will be held at
the World Trade and Convention Centre in downtown Halifax, Nova Scotia, Canada, June 1–4, 2009. The
theme of the conference will be ‘Sea and Sky Come to Life’. Led by experts in meteorology, climatology, hydrology
and oceanography, this conference will address some of the most significant scientific issues and hottest technologies
in the marketplace. More than 500 presentations on all aspects of the meteorological and oceanographic sciences are
planned. The highlights of the conference program include keynote addresses from top scientists, commercial
exhibits, meetings, receptions and more!

I am writing to invite you to take advantage of this opportunity to display your products and services at Canada's most
important meteorological, hydrological and oceanographic conference. Only CMOS brings you Canada's #1
opportunity to sell your products and services across the entire meteorological, hydrological and oceanographic
spectrum. You will enjoy meeting with numerous specialists and decision makers, while discussing their requirements.

You will also receive free publicity in the CMOS Congress Program book. In addition, we will introduce your exhibit
at a Plenary Session to all delegates. The latest information on CMOS-2009 Congress is available at:
www.cmos.ca/Congress2009.

The exhibits will be centrally located in the conference area and co-located with the delegate poster session & Internet
Cafe′. Coffee and pastries will be served in this area at mid-morning, and mid-afternoon each day. Hence these will be
the busiest times for the exhibitors as hundreds of delegates break from presentation sessions.

The booth rental fee has been fixed at the rates shown on the Application Form with a discount of $100.00 for
PREPAID orders received before March 14, 2009. This fee includes two Congress registrations with all the privileges,
including two copies of the Program book and banquet tickets.

Exhibitors are encouraged to sponsor coffee breaks, and have their name prominently displayed before and during the
break. Several additional opportunities exist, ranging from co-sponsoring the banquet or a reception to sponsoring
delegate bags or placing an extended advertisement in the Program Book.

Space is limited and will be allocated in the order in which applications are received. To avoid disappointment please
complete and sign the attached application form and fax it to 905-669-4838 or email it to okoren@sympatico.ca. The
CMOS Executive Office in Ottawa will send you an invoice after your completed application is received.
 Wishing you a successful exhibit in Halifax, the heart of Canada’s Ocean Playground.

Sincerely,


Oscar Koren
Commercial exhibits

                                                                                                             65
                        Canadian Meteorological and Oceanographic Society
                       Société canadienne de météorologie et d‟océanographie
                        CMOS 2009 Exhibits, Attn: Oscar Koren, 14 Oakmount Crescent, Concord ON L4K 2C3
                        Tel: (905) 669-2365; Fax: (905) 669-4838; e-mail: okoren@sympatico.ca
                        Homepage: www.CMOS.ca          Page d‟accueil: www.SCMO.ca



     CMOS-2009 CONGRESS
                      1-4 JUNE, 2009 – Halifax, Nova Scotia, Canada
                                APPLICATION FOR EXHIBIT SPACE
1. EXHIBITOR: Company/Agency Name______________________________________________

Address_________________________________________________________________________

Telephone _______________________              Fax _______________________________________

E-mail ___________________________________________________________________________

2. STATEMENT OF THE NATURE OR TYPE OF PRODUCT/SERVICE TO BE DISPLAYED:
(meteorology, oceanography, hydrology, instrumentation, computer hardware, software, books, etc.)
_____________________________________________________________________________________

3. EXHIBIT DESCRIPTION: (refer to the attached floor plan)
Each exhibit booth will be partitioned by dividers and furnished with a skirted table and two chairs. All
booths will have access to 110V AC power and can be serviced with telephone/Internet lines. The layout
may be altered slightly depending on the number of booths required.

4. EXHIBIT LOCATION: First choice #_____ Second choice: #_____ Third choice: #_____

5. PAYMENT: Number of Booths ______ @ $1600.00 per booth........ . . . . . . . . . . . . . . . $__________
Less discount of $100.00 per booth for payments received before March 14, 2009 . . . . . . . $ (_________)

6. COFFEE SPONSORSHIP
I/We wish to sponsor____ coffee breaks @ $500.00 each...............................….…………… $___________

7. OTHER SPONSORSHIPS (Please specify) _________________________________….$ ___________
Other sponsorship opportunities:
 [ ] Program Book Ad $250 half page (colour $500.00)    $ __________________
 [ ] Program Book Ad $500 full page (colour $1000.00)  $ __________________
 [ ] Ice-breaker / reception sponsorship        $ ___________________
 [ ] Delegate bags sponsorship                          $___________________
 [ ] Other (please specify) ________________________ $___________________

TOTAL AMOUNT REMITTED............................................................………. ……………   $____________

8. ELECTRICAL POWER
110v AC is provided in each booth. To ensure we have adequate power available, please approximate your
power requirements ________AMPS at 110v AC. Please supply your own extension cords and power bars.

9. TELEPHONE & INTERNET REQUIREMENTS
Please indicate if you will need Internet at your booth.   [ ] YES;       [ ] NO.


                                                                                                         66
Wireless Internet connection will be available through a Congress network at a cost of $10 per day with
unlimited access. For details send an email to Steve Latham at slatham@tradecentrelimited.com or call Mr.
Latham at (902) 421-1302 ext. 120. Alternatively, a dedicated secured hardwired connection may be
purchased from Aliant by calling 1-800-821-6717 or email WTCC_Events@aliant.ca

11. SHIPMENTS
If you plan to ship displays and/or equipment before arrival, please indicate approximate weight and size of
each box.
Number of boxes __________. Weight of each box______________________ (there may be an extra
charge for storage, see Information for Exhibitors)

12. PROPOSED PLAN FOR EXHIBITORS
1) Ship equipment by May 25 (see Instructions for Exhibitors for shipping address, name of custom broker,
etc.)
2) Exhibitor set-up Sunday, May 31. Exhibits area opens Monday morning.
3) Exhibits will be open Monday morning to Thursday noon. (see Instructions for Exhibitors)

                           The latest information on CMOS 2009 is available on our web site:
                                                  www.cmos.ca/Congress2009

                                                        CONTRACT TO EXHIBIT

I hereby apply to the Canadian Meteorological and Oceanographic Society (CMOS) for the rental of
commercial exhibit space at the CMOS2009 Congress. I understand that acceptance of this application by
CMOS constitutes a binding agreement. I certify that I have read and agreed to all conditions of this
application and contract, including the note below.


Authorized Representative



_________________________                             _________________________                             ________________
Name (please print)                                           Signature                                            Date

Please fax or email a signed copy of this application to: Oscar Koren, CMOS2009 Commercial Exhibits.

         Tel: (905) 669-2365                         Fax: (905) 669-4838                        E-mail: okoren@sympatico.ca

                               An Invoice will be sent to you from the CMOS Executive Office:
                                    P.O. Box 3211, Station D, Ottawa, Ontario K1P 6H7

Note: While every precaution will be taken to ensure the safety and security of the exhibit materials, CMOS cannot be held responsible for loss or
damage. Exhibitors are expected to carry their own liability insurance.




                                                                                                                                                67
                           Canadian Meteorological and Oceanographic Society

                                       CMOS-2009 CONGRESS, 1- 4 June, 2009

                                          World Trade and Convention Centre
                                                  1800 Argyle Street
                                            Halifax, NS, CANADA, B3J 2V9
                                                     (902) 421-8686
                                          Web page: www.cmos.ca/Congress2009

                                  INFORMATION FOR EXHIBITORS

CMOS Exhibition

The conference exhibition area is centrally located on Level 1 of the World Trade and Convention Centre.
You will benefit from a large, bright area with plenty of space and 9 ft ceilings. This is a highly
professional facility, usually rented for international conferences.

Dates and Times of Commercial Exhibits
The exhibits will be open during the following hours:

Monday,           June 1   09:30----------- 16:00
Tuesday,         June 2    09:30------------16:00
Wednesday,       June 3    09:30 -----------16:00
Thursday,        June 4    09:30 -----------12:00

Exhibit set-up should be done between 1:00 pm and 5:00 pm on Sunday, May 31.
Take-down should be done between 12:00 pm and 4:00 pm on Thursday, June 4.

Receptions/Coffee
Exhibitors are invited to the ice-breaker, held on Sunday evening, May 31 and the awards luncheon at noon
on June 2. You are also invited to the banquet on Wednesday, June 3. There is an opportunity for exhibitors
to co-sponsor these events. Contributions towards an event and entertainment sponsorships will be accepted.

Refreshments will be served in the exhibit area at mid-morning and mid-afternoon each day. Accordingly,
these will be the busiest times for the exhibitors. There is an opportunity for exhibitors to sponsor the "coffee
breaks" and gain exposure by having their names prominently displayed before and during the break.

Location & Shipping address
Shipping address is:
CMOS-2009 Congress
World Trade and Convention Centre
1800 Argyle Street
Halifax, NS, CANADA B3J 2V9
(902) 421-8686




                                                                                                               68
The Convention Centre will accept shipments on May 30, 2009. Please contact the Convention Centre at
(902) 421-8686 for additional information. Shipments delivered prior to May 30, 2009, may be arranged
through a drayage company of your choice or through the CMOS Congress exhibit service provider
Legault Companies Inc. Legault offers a full Material Handling service. Their service allows you to
have your shipments delivered to their warehouse, using the courier of your choice, where they will store
your freight until set-up day, at which time they will deliver your items right to your booth. Legault will
even store your empty crates for you during the show. Fees for this service start at $70 plus tax (for
shipments under 200 pounds). For additional information, please contact Madelyne Gooding at: (902)
835-8912 or info@legaultcompanies.com.

For U.S. shipments please use the Custom Broker (see page 3).

Exhibit Booths
Booth locations are shown on the attached floor plan.

All booths will be separated by 3 feet high and 10 feet long curtain partitions. Each booth will be equipped with
a skirted table (2 feet wide and 6 feet long) and two chairs. Optional plants and additional furniture may be
rented, please contact Legault Companies Inc at (902) 835-8912.

Signage
A small sign identifying your booth will be provided. However, you may bring your own sign or display
which will identify your company.

Electrical Power
Each booth will have access to 15 amps, 110 volts, 60 Hz power. Exhibitors must provide their own
extension cords and power bars for inside the booth.

Internet Service & Security
Wireless Internet connection will be available throughout the World Trade and Convention Centre at a
cost of $10 per day with unlimited access. For details please send an email to Steve Latham at
slatham@tradecentrelimited.com or call Mr. Latham at (902) 421-1302 ext. 120. Alternatively, a
dedicated secured hardwired connection may be purchased from Aliant by calling 1-800-821-6717 or
email WTCC_Events@aliant.ca

The exhibit area will be staffed by a security person. While every precaution will be taken to ensure the
security of the exhibit materials, CMOS cannot be held responsible for loss or damage.

Air travel –Air Canada
Air Canada offers a 10% automatic discount off their regular on-line fares for flights during the period
May 28-May-June 10, 2009. To book your flights you must go on-line to aircanada.com, enter your
flight information AND the „Promotion Code‟ DH86ED71 and click Search on the homepage. This
promotion will automatically deduct 10% off the fare.



Air travel - WESTJET
WestJet offers a 10% automatic discount off their regular on-line fares for flights during the period May
31- June 7, 2009. To book your flights you must contact Meeting and Convention Travel by phone 1-
877-952-4696 or fax 1-800-582-7072 or email: conventions @ westjet.com AND quote Convention Code
QC#5655. Note: You will not be able to earn Air Miles, but will receive the 10% discount. If you choose
to use their on-line booking tool, you will earn Air Miles, but the10% discount will not be applicable.

                                                                                                                    69
Car rental
Hertz is the official car rental company for the CMOS 2009 Congress in Halifax, NS. Special rates have
been set up for all participants as noted below.
                                            CMOS 2009 Congress
                           Halifax, Nova Scotia, Canada - May 30 – June 7, 2009

                         Rates available from Halifax from May 23-June 14, 2009:
                       Car Class
                                                         Daily Weekend Weekly
                                                       Per Day Per Day 5-7 Days
                       A Subcompact                     $51.99 $24.99 $219.99
                       B Compact                        $51.99 $24.99 $219.99
                       C Intermediate                   $53.99 $26.99 $229.99
                       D Standard                       $55.99 $28.99 $239.99
                       F Fullsize 4DR                   $55.99 $28.99 $239.99
                       G Premium                        $57.99 $30.99 $259.99
                       I   Luxury                       $66.99 $40.99 $299.99
                       R Minivan                        $81.99 $54.99 $349.99
                       L Sports Utility                 $81.99 $54.99 $349.99

Rates shown in Canadian Dollars and include unlimited free kilometres.

Reservations can be booked online at hertz.com with CV#02360007 to take advantage of special rates, which
include unlimited mileage. Advance reservations may be placed at 800-654-2240 and are recommended, as cars
are subject to availability. Please note, when reservations are booked, the enclosed rates will be automatically
compared to Hertz published rates to ensure the CMOS delegates receive the best comparable rates.

Customs Broker


SHIPMENTS ORIGINATING OUTSIDE OF CANADA
Livingston Event Logistics, (Formerly Mendelssohn Customs & Transportation Services) has been
appointed as official Customs Broker for the CMOS-2009 Congress. For all Customs and shipping needs, we
recommend that you deal directly with the official Customs Broker. Livingston Event Logistics will advise
on how best to ship goods and will assist those shipping in the completion of any required Customs
documents. Their Canada Bound Customs and Shipping Guide PDF forms are available on-line @
www.livingstonintl.com . If you are shipping from the USA it is necessary to complete their Order Form
and Canada Customs Invoice, prior to shipping, please fax John Santini copies of these completed forms as
well as your shipment tracking number; fax: 514-849-3446.
For CUSTOMS INQUIRIES PLEASE CONTACT: John Santini, Operations Manager
Tel: 514-987-2700 ext. 24; Mobile: 514-466-0680; Fax: 514-849-3446;
 Email: jsantini@livingstonintl.com

HAND CARRYING or PRIVATE VEHICLE
Please notify Livingston Event Logistics in advance if you are bringing commercial goods with you on the
plane or driving your own vehicle into Canada. This will permit Livingston Event Logistics to supply you
with the appropriate customs forms and advise their border offices of your crossing.

Rest and Relaxation


                                                                                                                   70
There are a variety of facilities at the convention centre to facilitate your business contacts, as well as, provide
a place for private discussions and rest periods.

Congress Registration
Your exhibit booth fee includes two registrations to the conference and two copies of the Program book. You
should pick up your registration package (including tickets and name badges) at the registration desk when
you arrive at the conference. Please supply names for the name badges to okoren@sympatico.ca ahead of
time to avoid delays. Exhibits staff will be registered as a group.

Banquet
Your fee also includes two tickets to the banquet to be held on the evening of June 3. See the Registration
Desk if you wish to purchase more banquet tickets.

Publicity
You will receive free publicity in the CMOS Congress Program book. Please provide up to one-half page
B/W description of the products & services offered by your booth by March 15, 2009. We will publish your
description free of charge. You may also place extended advertisements in the Program/Abstract book at
reduced rates. See application form for prices. If you own a web site, we offer a free button on our web site to
link to your web site. Please provide the address of your web site.


Accommodations
A block of rooms have been reserved for the CMOS Congress at:
Delta Barrington (http://www.deltabarrington.com/cmos) and Delta Halifax
(http://www.deltahalifax.com/cmos)

Please reserve early to avoid last minute rush.

How to get to Halifax NS and from the Airport to the Hotel
The most direct way is to fly to Halifax Stanfield International Airport (YHZ) then take a taxi or hotel shuttle
to the hotel.
The rate (as of summer 2008) for a taxi is around $53 and for shuttle around $18 ( prices are in Canadian
dollars)

Need More Information?
The latest information on the CMOS Congress is available at: www.cmos.ca/Congress2009 or contact Oscar
Koren, Tel: (905) 669-2365; Fax: (905) 669-4838; E-mail: okoren@sympatico.ca

We hope to make your presence at the congress an enjoyable and profitable one!




                                                                                                                 71
72
CMOS Congress 2009 – Exhibitors
                                     Exhibit Staff /
               Name                  Contact Name
CMOS                            Ian Rutherford
CFCAS                           Kelly Crowe
Info-Electronics Systems Inc.   Wendy Borsuk
ASL Environmental Sciences      David Fissel
Environment Canada              Serge Deschamps
CBC News                        Mike Prokopec
Canadian Ice Service            Guy Stogaitis
AXYS Technologies Inc.          Robin Thomsen
ECO Canada                      Grant Tump
Vaisala Inc.                    Herb Winston
Campbell Scientific             Jackie Ayotte
Romor Atlantic Limited          Matt Davis
ATS Services                    Larry Malenfant
BIRAL                           Larry Malenfant
Hoskin Scientific Limited       Derek McKeown
JOUBEH Technologies Inc.        Paul Hill
Satlantic Inc.                  Jessica Williams
CANDAC                          Lisa LeBlanc
BIO Outreach and Promotion      Richard Eisner
Hydro Group                     Mario Colon




                                                       73
74
                                                                                                          Prov                                          ext or
Company                    Contact person           Address                    Address 2     City                     PC    Country              Tel             Email
                                                                                                              .                                        2nd Tel

                                                                                             Corner
Aliant                     Vic Simmons              19 Main Stree                                           NL              CANADA
                                                                                             Brook
AMEC Earth &                                        133 Crosbie Road, Suite    PO Box        ST
Environmental Ltd.         Dave Robbins             202                        13216         JOHN'S         NL    A1B 4A5   CANADA      7097227023               dave.robbins@amec.com

                                                    32 Troop Avenue, Unit
AMEC Marine Services       Bruce Batstone           301                                      Dartmouth     NS     B3B 1Z1   CANADA      9024682848               bruce.batstone@amec.com
                                                                                                                                                        866-
Approach Navigation
                           Eric Gionet              667 Malenfant Blvd.                      Dieppe        NB     E1A 5T8   CANADA    (506) 854-2967    647-     bahern@approach.nb.ca
Systems Inc.
                                                                                                                                                       AWOS
Aquatic Informatics Inc.   Mr. Edward J. Quilty     200-322 Water Street                     Vancouver     BC     V6B 1B6   CANADA      6048732782               ed@aquaticinformatics.com
                                                                                                                                                          204
                           Joe Lougheed or Jeff                                                                                                           753
Aquatic Life Ltd.          Simpson                  32 Alexander Ave.                        Pinawa        MB     R0E 1L0   CANADA     800 409 8378      5270    aquatic@aquaticlife.ca
ASL Environmental
Sciences Ltd.              David D. Lemon, ACO      1986 Mills Road, R.R. 2                  SIDNEY        BC     V8L 5Y3   CANADA      2506560177               dlemon@aslenv.com
ATS Services Ltd.          Larry Malenfant          183 Briancrest Rd.                       Halifax       NS     B2T 1Z9   CANADA    (902) 860-1096             lmalenfant@atsservices.ca
AXYS Environmental         Harry Weiler or          2045 Mills Road West,
                                                                                             Sidney        BC     V8L 3S8   CANADA    (250) 655-5850             prutten@axys.com;ndilay@axys.com
Systems                    Silvana Bhondi           Box 2219
Bedford Inst. of                                                                             DARTMO
Oceanography               Mike Sinclair            P.O. Box 1006                            UTH          NS      B2Y 4A2   CANADA     902 426 3490              Michael.Sinclair@mar.dfo-mpo.gc.ca
                                                    114 - 9865 West Saanich
Borstad Associates Ltd.    Dr. Gary Borstad                                                  Sidney        BC     V8L 5Y8   CANADA    (250) 656-5633             gary@borstad.com
                                                    Road
                                                    1A, 3850 - 19th Street
                                                                                                                            CANADA
Calvin Consulting          Barry Lough              NE                                       Calgary       AB     T2E 6V2              403.547.7557              barryccgl@shaw.ca

Campbell Scientific        Claude Labine or Carl                                             EDMONT
(Canada) Corp.             deLeeuw                  11564 - 149th Street                     ON            AB     T5M 1W7   CANADA      7804542505               dataloggers@campbellsci.ca
Canadian Coast Guard -                              Marine House, 176
                           Nancy Hurbult                                                     Dartmouth    NS      B2Y 4T3   CANADA     902 426 3907              Nancy.Hurlburt@mar.dfo-mpo.gc.ca
Maritimes Region                                    Portland St
                                                                               PO Box 1035
Canadian Foundation for
Climate & Atmospheric                               350 Sparks Street, Suite
Sciences                   Dawn Conway              901                                      OTTAWA        ON     K1R 7S8   CANADA      6132382223               conway@cfcas.org
Canadian Ice Service       Guy Stogaitis            373 Sussex Drive                         Ottawa        ON     K1A 0H3   CANADA     613-947-1867              Guy.Stogaitis@ec.gc.ca
                                                                                             Saint-
Canadian Space Agency      Nellie Lapointe          6767 route de l’Aeroport                               QC     J3Y 8Y9   CANADA    (450) 926-4452
                                                                                             Hubert
CANATEC Associates                                  Suite 105, 3553 - 31st
                           Chris Hill                                                        Calgary       AB     T2L 2K7   CANADA    (403) 228-0962             chris_hill@canatec.ca
International Ltd.                                  Street N.W.
                                                    205 Wellington Street                                                                 (416) 205-
CBC Newsworld              Mike Prokopec                                       4H100-E       Toronto       ON     M5V 3G7   CANADA                               mike.prokopec@cbc.ca
                                                    West                                                                                       6367
                                                    Captain Robert A.          Morrissey
C-CORE                     Dr. Charles Randell      Bartlett Building          Road          St. John’s     NL    A1B 3X5   CANADA     709-737-8354              charles.randell@c-core.ca
                                                                                             Grand
CD Nova-Tech Inc.          Ray Boutilier            5168 Hwy 2                               Lake          NS     B3T 1B5   CANADA     902-860-4993              rboutilier@cdnova.com
Climatronics Corporation   David Gilmore            140 Wilbur Place                         Bohemia       NY       11716      USA     519-567-7300              sales@climatronics.com
                                                                                             NEWMAR
Climet Systems             Dr. Michael Morassutti   565 Rourke Place                         KET           ON     L3Y 8S8   CANADA      9059541193               mikem@climetsystems.com
Cobham Tracking &
Locating Ltd.              Howard Hart              271 Brownlow Avenue                      Dartmouth     NS     B3B 1W6   CANADA    (902) 468-3007             hhart@cobhamtl.com




                                                                                                                                                                                                      75
COM DEV Ltd.                 Neil Rowlands         303 Terry Fox Drive        Suite 100       Ottawa       ON   K2K 3J1   CANADA      6135917777           neil.rowlands@comdev.ca
Custom Climate Services      Ron Hopkinson         3519 Queen Street                          Regina       SK   S4S 2G1   CANADA   (306) 586-5489          r.hopkinson@accesscomm.ca
                                                   Department of              1355 Oxford
                                                                                                                                                           sean.hartwell@dal.ca
Dalhousie University         Sean Hartwell         Oceanography               Street          Halifax,     NS   B3H 4J1   CANADA   (902) 494-1434
                                                                                              Charlottet
Dasco Equipment Inc.         David Stewart         PO Box 370                                              PE   C1A 7K7   CANADA   (902) 566 9285          dastewa@attglobal.net
                                                                                              own
Defence R&D Canada –                                                                                                               (902) 426-3100
                             Chris Prowse          P.O. Box 1012                              Dartmouth    NS   B2Y 3Z7   CANADA
Atlantic                                                                                                                                  Ext 166
                                                                                              Lower
DONMEC Consulting Inc        Dr. A.D.J. O'Neill    110 Johnson Crescent                       Sackville    NS   B4C 3A5   CANADA     9029657208
                                                                              PO Box
                                                   6080 Young St, Suite       8660, Station
Eastlink                     Paul Bugden           100                        A               Halifax      NS   B3K 5M3   CANADA   (902)444-3722
                                                   Suite 200, 308 - 11th
ECO Canada                   Grant Trump                                                      Calgary      AB   T2G 0Y2   CANADA   (403) 233-0748          gtrump@eco.ca
                                                   Avenue SE
EMPRESS SOFTWARE                                   3100 Steeles Ave, Suite
                             Serge SAVCHENKO                                                  Markham      ON   L3R 8T3   CANADA    905-513-8888
INC.                                               300
Enviro-BC Weather                                                                             Salmon
Services                     Robin W. Pigott       281 17th St. SE                            Arm          BC   V1E 1R7   CANADA     2508334845            envirobc@telus.net
Enviromet International                                                                       MONTRÉ
Inc.                         Dr. Claude Lelievre   2404, rue Fleury est                       AL           QC   H2B 1L2   CANADA     5143849990

Envirometrex                 Richard Kolomeychuk   14A Hazelton Ave, #302                     Toronto      ON   M5R 2E2   CANADA   (416) 928-0917          r.kolomeychuk@envirometrex.ca

Environment Canada,                                                           45 Aldernay
                             Dave Wartman          15th floor, Queen Square                   Dartmouth    NS   B2Y 2N6   CANADA    902-426-9132           dave.wartman@ec.gc.ca
MSC Operations Atlantic                                                       Drive

Envirosphere                                                                  Unit 5-120
                             Patrick Stewart       PO Box 2906                                Windsor      NS   B0N 2T0   CANADA    902 798-4022           enviroco@ns.sympatico.ca
Consultants Limited                                                           Morison Drive
                                                                              1701 Hollis
ENCANA                       Lori Maclean          Suite 700                  Street          Halifax      NS   B3J 3M8   CANADA    902-492-5537           lori.maclean@encana.com
FTS Forest Technology                              1065 HENRY ENG
                             Craig Williams                                                   Victoria     BC   V9B 6B2   CANADA    800-548-4264           cwilliams@ftsinc.com
Systems Ltd.                                       PLACE

GENEQ Inc.                   René Parisé           8047 Rue Jarry Est                         Montréal     QC   H1J 1H6   CANADA   (514) 354-2511          rparise@geneq.com;info@geneq.com
Geo-Met Instruments,                                                                          New
                             Philip Mosher         1014 Birch Street                                       NS   B4N 4H4   CANADA   (902) 681-4347          pmosher@geo-met.com
Inc.                                                                                          Minas
                                                                                              Mississau
Golder Associates Ltd.       Ron Bianchi           2390 Argentia Rd                                        ON   L5N 5Z7   CANADA   (905) 567-6100   1383   Ron_Bianchi@golder.com
                                                                                              ga
                                                   1471, boul. Lionel-                        VARENNE
GPCo                         Christine Sura        Boulet, Suite 26                           S            QC   J3X 1P7   CANADA   (450) 929-0062          christine.sura@gpco.ca
                                                                                              Smiths
Guildline Instruments Ltd.   Edwin Tromanhauser    P.O. Box 99                                             ON   K7A4S9    CANADA   (800) 310-8104          sales@guildline.ca
                                                                                              Falls
Halifax Regional                                   5251 Duke Street, 3rd      Department
                             Peta Jane Temple                                                 Halifax      NS   B3J 1P3   CANADA   (902)490-5469
Municipality                                       floor                      of Finance
Harmony Solutions            Lou Ranahan           64 Stonemeadow Drive                       Kanata       ON   K2M 2K2   CANADA   (613) 592-8130          harmony@magma.ca
Hay and Company,                                   1066 West Hastings
Consultants                  Dr. James Stronach    Street                     Suite 900       Vancouver    BC   V6E 3X2   CANADA     6048756391            jstronach@hayco.com
                                                   4100 Molson Street,
Helimax Energy Inc.          Marc Poulin           suite 100                                  Montreal     QC   H1Y 3N1   CANADA     5142722175            poulinm@helimax.com
Hoskin Scientific Limited    Frank van der Have    239 East 6th Avenue                        Vancouver    BC   V5T 1J7   CANADA     6048727894            salesv@hoskin.ca
                                                                                              Mississau
Hunter and Associates        Garry Hunter          2285 Dunwin Dr. Unit 18                                 ON    L5L3S3   CANADA   (905) 607-4120          ghunter@hunter-gis.com
                                                                                              ga




                                                                                                                                                                                              76
                                                                                              Dollard
Info-Electronics Systems                                                                      des
Inc.                         Ms. Wendy Borsuk       1755 St-Regis, Suite 100                  Ormeaux     QC   H9B 2M9   CANADA     5144210767
Institut Maurice-                                                              850 Route de   MONT-
                                                                                                                                                          Ariane.Plourde@dfo-mpo.gc.ca
Lamontagne                   Ariane Plourde         CP 1000                    la mer         JOLI        QC   G5H 3Z4   CANADA   (418) 775-0555
                                                                               1389
Institute for Catastrophic                          University of Western
                             Gordon McBean                                     Western        London      ON   N6A 5B9   CANADA    519-661-4274
Loss Reduction                                      Ontario
                                                                               Road
Jacques Whitford Limited     Megan Tilly            3 Spectacle Lake Drive                    Dartmouth   NS   B3J 1W8   CANADA   (902) 468-7777   7209
Lakes Environmental
                                                                                                                         CANADA
Software                     Cherl Porter            419 Phillip St. Unit 3                   Waterloo    ON   N2L 3X2              519-746-5995          info@weblakes.com
Levelton Consultants Ltd.    Dr. Bob Humphries      150-12791 Clarke Place                    Richmond    BC   V6V 2H9   CANADA   (604) 278-1411          bhumphries@levelton.com

MacDonald, Dettwiler
                             Wendy Gregory          60-1000 Windmill Rd.                      Dartmouth   NS   B3B 1L7   CANADA   (902) 468-3356          john@mdacorporation.com
and Associates Ltd.

MacDonald, Dettwiler                                13800 Commerce
                             Wendy Keiser                                                     Richmond    BC   V6V 2J3   CANADA    604-278-3411
and Associates Ltd.                                 Parkway
Mark F. Pinet &                                     1150 Morrison Drive,
Associates Ltd.              Mark F Pinet           Suite 302                                 Ottawa      ON   K2H 8S9   CANADA     6138255716            mark@pinet-assoc.com
                                                    11 645 boul. Gouin
Météoglobe Canada inc.       Richard Gilbert                                                  Montréal    QC   H8Y 1Y4   CANADA
                                                    Ouest
                                                                                              St-
Météopro                     Michel Mondou          555 Judd                                  Eustache    QC   J7R 4N6   CANADA     4504721911            meteopro@videotron.ca
METOCEAN Data                Tony Chedrawy or
                                                    21 Thornhill Drive                        Dartmouth   NS   B3B 1R9   CANADA   (902) 468-2505          tony@metocean.com
Systems Limited              Greg Connor
Millennium EMS                                      217, Plaza 14 811 14
Solutions Ltd.               Randy Rudolph          Street NW                                 Calgary     AB   T2N 2A4   CANADA     9999999999            sloh@mems.ca
MOCA-09: IAMAS-
IAPSO-IACS Joint             Michèle Bourgeois-                                Builing M19,
                                                    1200 Montreal Road                        Ottawa      ON   K1A 0R6            (613) 993-9495          montreal2009@nrc-cnrc.gc.ca
Assembly Management          Doyle                                             Room 274
Office
Mountain Weather
Services                     Uwe Gramann            4262 Railway Ave           PO Box 4191    Smithers    BC   V0J 2N0   CANADA     2508773785            weather@uniserve.com
                                                    Manager, Aviation          77 Metcalfe
Nav Canada                   John Foottit           Weather Services           Street         Ottawa      ON   K1P 5L6   CANADA    613-563-5603           foottjo@navcanada.ca
                             Dana Atwell, Dir. Of
                             Environmental Policy
Nova Scotia Power            and Programs           Box 910                                   Halifax     NS   B3J 2W5   CANADA    902-428-6533           Dana.atwell@nspower.ca
NSERC                        Brigit Viens           350 Albert Street                         OTTAWA      ON   K1A 0H5   CANADA
                                                    Suite 202, Purdy’s         1969 Upper
Oceans Ltd.                  Simon Melrose                                                    Halifax     NS   B3J 3R7   CANADA   (902) 492-9222          smelrose@oceans.nf.net
                                                    Wharf, Tower 2             Water Street
ODIM Brooke Ocean            Arnold Furlong         461 Windmill Road                         Dartmouth   NS   B3A 1J9   CANADA    902-468-2928           glebans@brooke-ocean.com
                                                                                              Musquodo
Open Seas
                             Dan Wellwood           124 W. Petpeswick Rd.                     boit        NS    B0J2L0   CANADA   (902) 889-3339          dan@openseas.com
Instrumentation Inc.
                                                                                              Harbour
ORTECH Environmental                                                                          Mississau                           (905) 822-4120
                             Don McKay              2395 Speakman Drive                                   ON   L5K 1B3   CANADA                           dmckay@ortech.ca
Inc.                                                                                          ga                                         Ext 499

Pelmorex Media Inc.          John Mills             2655 Bristol Circle                       Oakville    ON   L6H 7W1   CANADA                           jmills@pelmorex.com
                                                    #103, 2710 3rd Avenue
Phoenix Engineering Inc.     David Baker            NE                                        Calgary     AB   T2A 2L5   CANADA     4032489463            turnerbj@phoenixengg.com




                                                                                                                                                                                         77
Pottinger Gaherty
Environmental                                    1200-1185 WEST                              VANCOU
Consultants Ltd.           Ned Pottinger         GEORGIA STREET                              VER          BC    V6E 4E6    CANADA     6046823707
Presentey Engineering                            2784 Fenton Road, Box
                           N. Presentley                                                     Gloucester   ON    K1T 3T7    CANADA   (613) 822-1251          npresentey@presentey.com
Products Limited                                 919, RR5
Promet Environmental                             101, 1120 - 53 Avenue
                           Dr. Bill Murray                                                   Calgary      AB    T2E 6N9    CANADA   (403) 275-0414
Group Ltd.                                       N.E.                                                                                                       bam@promet.ca
                                                 Provincial Building, 1723
Province of Nova Scotia    Stacy Jones-Oxner                                 PO Box 608      Halifax      NS    B3J 2R7    CANADA    902-424-4163
                                                 Hollis Street
Provincial Airlines
Limited, Environmental     Pip Rudkin            PO Box 29030                                St. John's   NL    A1A 5B5    CANADA   (709) 576-1939          pip@provair.com
Services Division
                                                                                                                                                     877-
RadHyPS Inc.               Daniel Jobin          214 boulevard St-Joseph                     Gatineau     QC     J8Y 3X4   CANADA    819-771-9898    771-   Daniel.Jobin@radhyps.com
                                                                                                                                                     9898
RBR Ltd.                   Bart Geleynse         27 Monk Street                              Ottawa       ON    K1S 3Y7    CANADA     6132331621            info@rbr-global.com

Rescan Environmental                                                         1111 West
Services Ltd.              Daniel L. Jarratt     Suite 600                   Hastings St.    Vancouver    BC     V6E 2J3   CANADA     6046899460            djarratt@rescan.com
Rockland Scientific Inc.   Fabian Wolk           520 Dupplin Road                            Victoria     BC    V8Z 1C1    CANADA     2503701688            fabian@rocklandscientific.com
Rogers Communications      Lyle Ryder                                                                     NS                                                lryder@RCI.ROGERS.COM
Romor Atlantic Limited     Darrin Verge          51 Raddall Ave              Unit 10         Dartmouth    NS    B3B 1T6    CANADA     9024667000            romor@romor.ca
RWDI AIR Inc.              Michael F. Lepage     650 Woodlawn Rd. West                       Guelph       ON    N1K 1B8    CANADA     5198231311            mfl@rwdi.com
Saskatchewan Research
                           Elaine Wheaton        15 Innovation Blvd                          Saskatoon    SK    S7N 2S8    CANADA   (306) 933-8179          wheaton@src.sk.ca
Council
                                                                             3481 North
                                                 Richmond Terminal, Pier     Marginal
Satlantic Inc.             Marlon Lewis          9                           Road            Halifax      NS    B3K 5X8    CANADA     9024924780            marlon@satlantic.com
Scotia Weather Services
Inc.                       Malcolm MacLeod       192 Wyse Road, Suite 8                      Dartmouth    NS    B3A 1M9    CANADA     9024683866            mmacleod@scotiaweather.com
Seaforth Engineering                             300 Prince Albert Road.,                    DARTMO                                     (902) 468-
Group                      Stan Mason            Suite 200                                   UTH          NS   B2Y 4J2     CANADA            3579           smason@seafortheng.ca
Sea-Image                                        #20-4560 West Saanich
                           Simon Skey                                                        Victoria     BC    V8Z 3G4    CANADA    250-519-0244           sskey@sea-image.com
Communications Ltd                               Road.
                                                                                                                                    (905) 764-9389
SENES Consultants          Dr. James W. S.       121 Granton Drive, Unit                     RICHMON
                                                                                                                                              x337
Limited                    Young                 12                                          D HILL       ON    L4B 3N4    CANADA                           jyoung@senes.ca
                                                                             P.O. Box
                                                 Aviation Weather            1012, Station   Goose                         CANADA   (709) 896-6900
Serco                      Bob McCarthy          Services                    C               Bay          NL    AOP 1C0                     x 7666          bob.mccarthy@forces.ca
Signal Weather Services    Mr. William Laidlaw   49 Davis Street                             Dryden       ON    P8N 1R7    CANADA     8072238458            signalweather@shaw.ca

SNC Lavalin Inc / BAE-                                                                       Mount
Newplan Group Ltd          Dr. Bassem Eid        1133 Topsail Road                           Pearl        NL    A1N 5G2    CANADA     7093680118            Bassem.eid@snclavalin.co
Stantec Consulting Ltd.    Lisa Avis             10160 - 112 St.                             Edmonton     AB     T5K 2L6   CANADA     7809177033            lavis@stantec.com
                                                                                             Woodbridg
Technel Engineering Inc.   Carlo Rea             60 Marycroft Ave., Unit 2                   e            ON     L4L 5Y5   CANADA     9058514244            carlo.rea@technel.com
TELUS                      Bill Haley                                                                     NS               CANADA    902-830-8500           bill.haley@telus.com
True North Weather
                           Beverly Archibald     10304 177 Ave                               Edmonton     AB    T5X 5X4    CANADA   (780) 472-3664          bev@truenorthweather.com
Consulting Inc.




                                                                                                                                                                                            78
UCAR-COMET                  Elizabeth Lessard      P.O. Box 300                                Boulder      CO   80307-300      USA    303-497-8470            info@comet.ucar.edu
VAISALA Inc.                Karl Boivin            37 de Tarascon                              Blainville   QC    J7B 6B7    Canada     4504300880             karl.boivin@vaisala.com

VEMCO - AMIRIX                                     211 Horseshoe Lake                          Halifax      NS    B3S 0B9    CANADA    902-450-1700      279   nancy.edwards@amirix.com
Systems Inc.                Nancy Edwards          Drive
W.F. Baird & Associates                            1145 Hunt Club Rd.,
                            Dave Anglin                                                        Ottawa       ON    K1V 0Y3    CANADA   (613) 731-8900           danglin@baird.com
Coastal Engineers                                  Suite 500

Weather Innovations
                            Ian Nichols            7159 Queen's Line RR 5                      Chatham      ON    N7M 5J5    CANADA    519.352.5334            nichols@weatherinnovations.com
Incorporated
Weather Modification Inc.
                            Terry Krauss           P.O. Box 27177                              Red Deer     AB    T4N 6X8    CANADA   (403) 342-5685           krausst@agt.net
Canada
Wm. Thompson and                                   702 - 4554 Valiant Dr.
                            William C. Thompson                                                Calgary      AB    T3A 2V5    CANADA   (403) 286-6215           thompsow@telus.net
Associates                                         NW

Woodbury Management         Ms. Susan K.           76 Fairfax Drive, Suite
Solutions                   Woodbury               215                                         HALIFAX      NS    B3S 1M8    CANADA     9024043933             swoodbury@eastlink.ca
                            Dr. Sean W. Fleming,   302 - 3125 Capilano                         North
WorleyParsons Komex         ACM                    Crescent                                    Vancouver    BC    V7R 4X5    CANADA     6049245256             fleming_sean@hotmail.com
Xeos Technologies Inc.      Darrn Penney           2 Bluewater Rd.                             Bedford      NS    B4B 1G7    CANADA    902-444-7650
                                                                                                                                          (905) 335-
Zephyr North Ltd.           Dr. Jim Salmon         4034 Mainway                                Burlington   ON    L7M 4B9    CANADA                            Jim.Salmon@ZephyrNorth.com
                                                                                                                                               9670



                                                                               805
                                                   Dept. of Atmospheric &      Sherbrooke      MONTRE                                                          jacques.derome@mcgill.ca
McGill University           Dr. Jacques Derome     Oceanic Sciences            St. W.          AL           QC    H3A 2K6    CANADA   (514) 398-5350
                                                                               Rm A1024,
Memorial University of                             Division of Marketing and   Memorial
Newfoundland                Sarah Stoodley         Communications              University      St. John's   NF    A1C 5S7    CANADA    709-737-8663
University of British                                                          #217-1984       VANCOU
Columbia                    Dr. T. R. Oke          Dept. of Geography          West Mall       VER          BC    V6T 1Z2    CANADA     6048222900             toke@geog.ubc.ca
                                                                               1-26 EARTH
                                                   DEPT. OF EARTH &            SCIENCES        EDMONT                                                          myers@sumeria.eas.ualberta.ca
University of Alberta       Dr. Paul Myers         ATMOSPHERIC SCI.            BUILDING        ON           AB    T6G 2E3    CANADA   (780) 492-6706
                                                                               University of
                                                                               Toronto, 60
                                                                                                                                                               chair@physics.utoronto.ca
                                                   Chair, Department of        St. George      TORONT
University of Toronto       Michael Luke           Physics                     St.             O            ON    M5S 1A7    CANADA    416-978-2936
                                                   School Earth & Ocean        P.O. Box
University of Victoria      Dr. Andrew Weaver      Sciences.                   3055            VICTORIA     BC    V8W 3P6    CANADA    250-472-4006
                                                   Dept. of Earth and          4700 Keele
York University             Dr. Peter Taylor       Atmosph. Science            Street          NORTH        ON    M3J 1P3    CANADA    416-736-2100    77707   pat@yorku.ca




                                                                                                                                                                                                79
Appendix 3. Teacher’s Day (TD) assessment report: sample documents


Appendix 3.1 – Summary survey of TD …………….…………..………………81
Appendix 3.2 – TD poster (English)……………………………………………..83




                                                                     80
               Summary survey of TD (sample of 19)
Has the TD fulfilled your expectations?
Exceeded 9
Excellent 9
Good 1
Poor 0
NA 0

Have you found interesting material, projects?
Exceeded 8
Excellent 9
Good 2
Poor 0
NA 0

Have you been satisfied with the level of interactions with the speakers?
Exceeded 8
Excellent 7
Good 4
Poor 0
NA 0

Will you be able to use the material in your classroom?
Exceeded 6
Excellent 7
Good 5
Poor 0
NA 1

Did you appreciate the scientific presentations?
Exceeded 5
Excellent 6
Good 5
Poor 1
NA 2

Have you found the exhibits and poster area of interest?
Exceeded 1
Excellent 7
Good 8
                                                                            81
Poor 1
NA 2

General comments:
        Great organization, great food
        poster/exhibits too technical
        One complained that there were not enough classroom-ready-made material
        Scientific presentations: careful with scientific jargon, teachers expect really good
         communicators.
        One wonders if it would be better to discriminate between grade levels?




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