Thanks Kareem I will upload all abstracts on Friday no problem. Easiest way to do this I think is have a rough schedule of the program- counting in keynotes and sessions, and then how many 12-15 minutes slots we have available for oral presentations. There are 25 abstracts in so far. Some have opted for poster presentation only, some oral only, and some both. A quick screen of the oral only declarations to make sure they are suitable should be quick, then those that chose both, and if we need more oral presentations we reach out to the poster only to see if they prefer give a talk. Best Michael From: Kareem Elsayad via Soc25 <soc25@biobrillouin.org> Sent: Monday 6 October 2025 23:35 To: Kareem Elsayad via Soc25 <soc25@biobrillouin.org> Subject: [Soc25] Program planning/abstract assignment meeting + Plan for coming week [External Email] This email originated outside of Trinity College Dublin. Do not click links or open attachments unless you recognise the sender and know the content is safe. Dear SOC, For the Program planning/abstract assignment meeting on the 13th and 14th there are no times in the doodle that work for all (there are also no two consecutive hours where we could cover all). The times and days with the most votes are Tuesday 14th October 5-6pm and 6-7pm. Please block these two hours for safety if you can (i.e. 5-7pm), incase things take longer, although I would hope we can finish in the less than 2 hours. Zoom link is at end of email. Will try and remember to send reminder day before, but please already add to callender. Below are the steps and time stamps I envision that could get us to our goal in the assigned time. Please be sure to read through. It is important that given not least the current circumstances, as SOC we all step up to the plate and put extra efforts into making this happen and are active/supportive on all fronts. This may mean some overtime for the next week especially, but also going forward, if we want this meeting to be great -- and let’s make it really great for Jochen! Collating of Abstracts (10 Oct): @Michael: would it be possible to upload all the abstracts on some cloud (e.g. google drive) we can all access on Friday 10th October by noon (we expect to get some late abstracts so only fair to give everybody in-official grace period for submitting). Rating abstracts (10-12 Oct): I will then immediately after receiving from Michael setup an online spread sheet (listing authors/titles of each) and share, where we can then all rank each abstract on a scale from 1 to 5 (5 being excellent), and also tick a box whether it should be preferably talk or poster, that we can all fill in. If we could all manage to do this by the end of the Sunday 12th October that would be great. I will also create a mailing list that can be used to contact all persons who submitted abstract. First draft of schedule (13 Oct): Robert and myself will through together and make a first rough sketch of schedule that will serve as a starting template to work with in our meeting on the 14th Oct to save us time. We will send this out end of Monday 13th October. The meeting on the 14th will then largely consist of re-arranging things to have most coherent structure and representation of different fields, addressing any concerns, etc. For those that cannot make the meeting. Please provide your feedback on rough draft schedule sent out on the 13th Oct before the meeting at 5pm Tuesday 14th Oct and we will consider your recommendations/suggestions. Finalization of Program (14 Oct): Following our meeting (however long it takes - I have blocked 2 hrs but am open ended that day) we should have a final schedule. I will upload the final schedule onto the website that evening (14th October) still and send email out to mailing list of all those that submitted abstract as well as info@biobrillouin.org<mailto:info@biobrillouin.org>, telling them that schedule is online. All the best, Kareem PS. We may get several requests/questions/.. especially once registration opens (see subsequent emails I will send you) and conference gets closer, that go to this soc mailing list - I do not know how many, and it may not be an issue, but may potentially be a lot. Please feel free and do answer them individually, but make sure you put soc25@biobrillouin.org<mailto:soc25@biobrillouin.org> in cc so others know that the email has been answered. PPS. I have added Anastasia Asvestopoulou (anastasia.asvestopoulou@meduniwien.ac.at<mailto:anastasia.asvestopoulou@meduniwien.ac.at> ) based here by me, to this mailing list. She will help with issuance of invoices, and oversight of state of finances. Feel free to also contact her directly at above address as needed. Note though that she is a Scientist not a legal expert, and will not be able to off the bat answer complex legal questions – although she can check with / forward things to our university finance and legal departments should complex issues arise. Zoom Link for Meeting on 14th October 5-7pm CET https://us02web.zoom.us/j/5191046969?pwd=alpzaldoZEd3N2ZEQ0hYZU1RR1dOdz09 Meeting ID: 519 104 6969 Passcode: jY3zH8