Quark Matter 2009

Final Announcement


Dear Colleague,


This is the final announcement for the 21st  International Conference on Ultra-Relativistic Nucleus-Nucleus Collisions (Quark Matter 2009) to be held in Knoxville, Tennessee, USA from March 30 to April 4, 2009. The conference will include a Student Day on Sunday, March 29, five and a half days of conference talks, and an optional half-day excursion. The conference will end after lunch on Saturday, April 4.


If you intend to participate in the conference we will encourage you to register now, if you have not already done so, since all subsequent information concerning this conference will only be send to registered participants.


Important Dates

Deadline for poster submissions                    February 16, 2009

Hotel reservation discount deadline                     February 27, 2009  (reservations made after this date will pay full hotel price)

Student Day                                                      March 29, 2009

Quark Matter 2009 Conference                          March 30 – April 4, 2009



Registration and Conference Fees

You can register for the conference at http://www.phy.ornl.gov/QM09/registration.shtml . The conference fee is now $550 and will cover lunches, coffee breaks, two receptions, the banquet, conference proceedings, the theater play, and a conference bag. There are additional optional fees for the excursions and the accompanying persons program. You have three payment options: bank transfer, checks, or credit card. The details and restrictions for each type of payment option are explained on http://www.phy.ornl.gov/QM09/payment.shtml.


Scientific Program

The scientific program of the conference includes the topics listed on http://www.phy.ornl.gov/QM09/qm09_topics.shtml. We have received more than four hundred contributed abstracts for oral and poster presentations.  The Local Organizing Committee, in cooperation with the International Advisory Committee, has selected abstracts for oral presentation. All abstract authors have been notified regarding the acceptance outcome. The abstracts which unfortunately could not be accommodated are encouraged to present their abstract (or a modified version thereof) as a conference poster instead. Information for speakers is available at: http://www.phy.ornl.gov/QM09/speaker_info.shtml.


A high level overview of the conference time table can be found at http://www.phy.ornl.gov/QM09/qm09_program.shtml. A schedule of the plenary talks can be seen at http://qm09.phys.utk.edu/indico/materialDisplay.py?materialId=0&confId=1. We expect to have confirmations from all plenary speakers in the near future and a preliminary version of the full program, including all parallel sessions and speakers, displayed within the Indico part of the conference web site towards the end of  February http://qm09.phys.utk.edu/indico/conferenceDisplay.py?confId=1 .


Poster submission

The procedure for submitting an abstract is explained at http://qm09.phys.utk.edu/indico/abstractSubmission.py?confId=1#interest.

We expect posters to receive a significant amount of exposure since they will be available for viewing throughout the conference, and there will be official poster sessions on Tuesday and Thursday evenings. In addition, posters will be judged and winning entries will be selected for a special oral session.


Poster submissions, and/or modifications of existing abstracts for posters can be made until the February 16, 2009 deadline. The size requirements, available space and other information regarding the posters will be available at http://www.phy.ornl.gov/QM09/poster_info.shtml. We plan to distribute the posters (in electronic form) to the participants along with the conference proceedings, but the posters themselves will not have written or reviewed proceedings.


Check-In and Conference Office

The conference office will be open for business daily from 8:00 AM to 6:00 PM in the Knoxville Convention Center from Sunday, March 29 to Saturday, April 4. The office will close after lunch on April 4.


Financial Support for Young Participants

There is still financial support available for a limited number of students and participants within 6 years of their Ph.D. We have already awarded support to more than 150 applicants. Participants interested in financial support are encouraged to apply as soon as possible. Applications for financial support should be submitted as part of the registration. The procedure for requesting financial support is described at http://www.phy.ornl.gov/QM09/student_support.shtml. Participants receiving special hotel rates as part of the financial support will be notified separately about their hotel accommodation.


Hotel Accommodations and Reservations

Four hotels offer special rates for QM09. They are all located either right next to the conference site or within a few minutes walk. The conference hotels, rates, and a map showing the hotel locations relative to the conference site can be found at http://www.phy.ornl.gov/QM09/accommodations.shtml. Conference participants (except participants receiving special hotel rates as part of their financial support) will need to arrange their own reservations with the hotels listed at the QM09 web site. The cut-off date for reservations of rooms at the special low rates is Friday, February 27, 2009.


Special Events

A number of special events have been planned, as described in detail at http://www.phy.ornl.gov/QM09/special_events.shtml.

Sunday evening we will have a welcome reception in the Knoxville Convention Cenrer. Tuesday and Thursday evening we will have receptions in connection with the poster sessions, followed by a special showing of the play “Copenhagen” at the Carousel Theater at University of Tennessee. Additional special events are described below.



Three excursions have been arranged for the afternoon of Wednesday, April 1 that should appeal to a wide range of interests: either a beautiful hike in the Smoky Mountains, a fascinating Civil War history tour with experienced guides, or inspection of high technology at Oak Ridge National Laboratory.   Please, double-check that your registration form in Indico properly indicates your excursion choice and that of any accompanying persons and check whether the corresponding excursion fee has been paid. The excursion fee is payable in advance either along with or separately from the conference registration fee using the same payment details described here: http://www.phy.ornl.gov/QM09/payment.shtml.  The deadline remains February 25 for (a) selecting at most one optional excursion per person via the conference registration form, including modifying an existing registration as needed, (b) sending required additional information for any Accompanying Persons if Excursion #3 is selected, and (c) paying the corresponding excursion transportation fee.  Please, carefully review the updated instructions and associated deadlines available at http://www.phy.ornl.gov/QM09/excursion.shtml concerning the excursions.

Accompanying Persons Program

We have arranged a series of outings for Accompanying Persons.  The cost of the QM 2009 Accompanying Persons Program is $100. It includes morning and afternoon excursions on Monday, Tuesday, Thursday, and Friday. Also, it permits free admission to the Conference Banquet, play, and daily conference lunches; however, accompanying persons are encouraged to attend the organized lunch outings. A companion may participate in one of the three conference excursions on Wednesday afternoon for an additional fee. Please, review the updated instructions available at  http://www.phy.ornl.gov/QM09/tours.shtml concerning registering for the Accompanying Persons Program and contact qm09@ornl.gov with any questions.

Career Forum

On Monday evening March 30th the RHIC/AGS Users Executive Committee, in collaboration with the Quark Matter Local Organizing Committee, will host a discussion on career advancement for young physicists. A panel of physicists with permanent jobs in academia, national labs and industry will field questions and give their best advice on what is needed to succeed in finding a career in their field. Information will also be given about websites where job seekers can see postings by prospective employers. All students and post docs are encouraged to attend. Refreshments will be provided.


Student Day

The one-day student school prior to QM09 will be held on Sunday, March 29 (2009). The Lecture Hall in the Knoxville Convention Center (KCC) will be used. There will be one "general/big picture" talk, followed by three "experimental" and three "theoretical" (in mixed order) lectures. Each lecture will have a Q&A period at the end. In addition, at the end of the morning/afternoon session, there will be a 1 hour discussion session in the “Hot Quarks” style. For further details, please see http://www.phy.ornl.gov/QM09/student_day.shtml.


About Knoxville

The metropolitan Knoxville area has a population of more than 650,000 and is located in the Tennessee Valley, between the Appalachian and Cumberland Mountains. The Knoxville Convention Center is only a few years old and is located close to the downtown area with easy access to numerous restaurants, bars, and entertainment opportunities. Please refer to http://www.phy.ornl.gov/QM09/tourist_info.shtml for more information. In particular, you can obtain more information on the weather at http://countrystudies.us/united-states/weather/tennessee/knoxville.htm.



Knoxville is served by McGhee Tyson Airport (TYS) www.tys.org. This airport is not an international airport, but is served by a multitude of US airports as listed on the QM09 web site:  http://www.phy.ornl.gov/QM09/transportation.shtml. The airport is served by several limousine and taxi companies and the participants will be responsible for their own transportation from the airport to the hotels.


Visa information

Conference participants are requested to familiarize themselves with visa requirements well in advance of the conference. The official source for US visa information is at http://www.unitedstatesvisas.gov/.  Many conference participants will be able to use the "Visa Waiver Program"(VWP), but please note that from January 2009 people using the VWP need to obtain pre-authorization several days before traveling to the US. Details are at http://travel.state.gov/visa/tempvisitors_novisa_waiver.html. Letters of invitation for visa purposes will be available for conference participants who request this in their conference registration. For further information, please also see http://www.phy.ornl.gov/QM09/visa_info.shtml. If you need a visa for entry into USA, we strongly urge you to apply as soon as possible.



The conference web site is http://www.phy.ornl.gov/QM09. Please send an email to QM09@ornl.gov for all issues or inquiries not covered in this announcement or on the web site.



We are looking forward to see you in Knoxville!


Sincerely yours,


Glenn Young

Chair, QM09 Local Organizing Committee