2 months before the event

The organizer confirms to the Janssen Center (centre.janssen@obspm.fr) the date and place of the event, to keep the Center’s website updated.

Reservation of rooms

– To reserve rooms at the Observatory, use the Observatory’s room reservation tool: https://reservations.obspm.fr/
– The Janssen Center also has several rooms in Meudon (capacity of 8 to 24 people). If you did not request them in your response to the call for proposals, but you would like to use these rooms, please contact us (centre.janssen@obspm.fr)
– If you are using the Janssen Center rooms, please also read the specific procedure for organizers: Janssen Center rooms.

1 month prior to the start of the event

Transportation and Hotel Reservations:

– Send the list of people for whom transportation tickets and/or accommodations are to be arranged to your laboratory’s management department (list of first name, last name and email address).

15 days before the event

– Send the list of external participants to the guardians of the site where the event will take place (Meudon: gardiens.meudon@obspm.fr; Paris: gardiens.paris@obspm.fr) with copy to admin.psis@observatoiredeparis.psl.eu, mokhtar.sadji@obspm.fr and centre.janssen@obspm.fr
– Information to be provided to your laboratory’s management department:
— Dates, times, location and name of the event;
— Name and contact information of the person in charge of the event (e-mail, office phone, cell phone).
– Coffee breaks (Convivio quotation):
— contact your laboratory’s management department to request a quotation;
— Specify the name of the event at the Janssen Center, building, room number and time;
— Specify the name of the organizer and his phone number.
– Cantine meals :
— Identify the number of participants from outside the Observatory who will have lunch at the Observatory;
— Contact the management of your laboratory to ask for an estimate for these external participants that you wish to have lunch at the Observatory;
— Inform the manager of the restaurant of the site where the event will take place of the total number of participants who will have lunch (Meudon : jeanmarc.vousemer@convivio.fr ; Paris : cyril.hachet@convivio.fr).

3 days before the event starts

– Ask your lab’s IT department for WIFI access for people outside the Observatory who would not have access to eduroam.
– Cantine meals:
— Option 1: Print the list of external participants who will be eating lunch in the restaurant, specifying: the name of the event, its date, and the order form number provided by your manager.
— Option 2: Prepare meal coupons: one coupon per meal per person; each coupon includes the name of the event manager, the name of the laboratory and the date of each meal.

Day of event

– Distribute travel orders and original ticket mailing envelopes to participants receiving transportation or lodging vouchers.
– Collect the signed travel orders and return them to your laboratory’s secretariat.
– Give the list of external participants (option 1) who are having lunch at the restaurant so that the cashier can check off the names; on the last day of the event, count the number of meals with the cashier and send to your manager the number of meals consumed so that she can modify the number of meals invoiced in her SIFAC order.
For option 2, count the number of meal coupons that the cashier has acquired and transmit to your manager the number of meals consumed so that she can modify the number of meals billed in her SIFAC order.

Practical information

– Access to the restaurant: from 1pm
– Access to the restaurant not allowed to external participants for the Christmas meal and the summer solstice meal!

After the event (the week following)

– Give the budget balance and indicate any remaining funds;
– Give your remarks to improve the functioning of the workshops.

Recommendations

– The feet of the screens are fragile: avoid moving the screens.
– If you accidentally break something, please inform us at centre.janssen@obspm.fr.
– Do not leave any appliances on, turn off the lights, close the windows.
– The organizer must make sure that no one is left alone in the premises.