[Im4ca-wp1.beta] Final campaign logistics and planning details

Mon May 18 15:22:39 CEST 2026

Hi Sebastian & all,

Dominik and I will be covering the Empa/AVIRIS flight coordination, each staying for one week as indicated in the spreadsheet. To facilitate coordination, it would be good for us to stay in the same hotel as the Bremen aircraft team.

Regarding the team locations, we have a question: the spreadsheet currently lists us under Team East, but with the proposed shift of Team East to west of Bucharest for week 2, it is unclear to us how the aircraft teams fit into this new arrangement. Will they remain around Ploiesti for week 2, or will they also move west? Clarity on this would help us plan logistics.

On that note, since we will not be on the aircraft ourselves, we are happy to offer an extra pair of hands to any ground team operating in the same area. However, this becomes more complicated if the aircraft teams stay near Ploiesti while the ground teams move towards west of Bucharest — so knowing the aircraft teams' week 2 location would also help us figure out where we can be most useful.

In any case, we need accommodation for two people:

- Person 1: May 31 – June 7

- Person 2: June 7 – June 14

Best,

Christoph

Christoph Riess

Postdoctoral researcher

Empa

Swiss Federal Laboratories for Materials Science and Technology

Überlandstrasse 129, 8600 Dübendorf, Switzerland

 <mailto:christoph.riess at empa.ch> christoph.riess at empa.ch

From: Im4ca-wp1.beta <im4ca-wp1.beta-bounces at listserver.vu.nl> On Behalf Of Roubina Papaconstantinou
Sent: Donnerstag, 14. Mai 2026 11:22
To: Iancu Sebastian <iancu.stefan at incas.ro>
Cc: im4ca-wp1 beta <im4ca-wp1.beta at listserver.vu.nl>
Subject: Re: [Im4ca-wp1.beta] Final campaign logistics and planning details

Hi Sebastian,

The whole team from The Cyprus Institute (CyI), which is part of the West team, will actively participate in the measurements. We will have one car for mobile measurements and one truck for aerial measurements. The two vehicles may or may not be at the same location at the same time, so I guess we will need two Romanian speakers — one for each vehicle.

We will need accommodation for 5 people from 31.05 to 15.06.

Staying in Pitești, followed by relocation to Craiova, is fine from our side.

Best,

Roubina Papaconstantinou
Graduate Research Assistant
Climate and Atmosphere Research Center (CARE-C)
The Cyprus Institute
20 Konstantinou Kavafi Street, 2121, Nicosia, Cyprus
Tel:  <tel:+357%2022%20208%20700> +357 22 208 700 | Email:  <mailto:r.papaconstantinou at cyi.ac.cy> r.papaconstantinou at cyi.ac.cy
Web:  <https://cyi.ac.cy/> cyi.ac.cy |  <https://emme-care.cyi.ac.cy/> emme-care.cyi.ac.cy 

Follow us on

 <https://www.facebook.com/EMMECARE/>   <https://twitter.com/EMMECARE/>   <https://www.linkedin.com/company/emme-care> 

P Please consider the environment before printing this email 

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From: Im4ca-wp1.beta < <mailto:im4ca-wp1.beta-bounces at listserver.vu.nl> im4ca-wp1.beta-bounces at listserver.vu.nl> on behalf of Sara.Defratyka < <mailto:sara.defratyka at lsce.ipsl.fr> sara.defratyka at lsce.ipsl.fr>
Sent: 13 May 2026 19:00
To: Iancu Sebastian < <mailto:iancu.stefan at incas.ro> iancu.stefan at incas.ro>
Cc: im4ca-wp1 beta < <mailto:im4ca-wp1.beta at listserver.vu.nl> im4ca-wp1.beta at listserver.vu.nl>
Subject: Re: [Im4ca-wp1.beta] Final campaign logistics and planning details 

Hi Sebastian,

Thanks for putting this acommodation discussion togheter! 

I think we will also need an additional acommodation for 30.05, near your base at Strejnicu (hotel in Pitești?) to start simultanious instrument test, starting morning 31.05. 

As a note, for the accomodation I guess that all teams need secured parking space and posibility to charge batteries. Also, hotels where we could have breakfast and dinner would make our lifeseasier. Also, it would be great if a hotel has some meeting room when we could discuss if needed or look for the data during rainy day. 

The whole LSCE team, which is part of th west team will actively take part in measurements. We will have one car. We will need accomodation for 3 people between 30.05 and 15.06 and acoomodation for one person between 01.06 and 12.06. I'll update excel spreadsheet accordinglly.

Best,

Sara

  _____  

From: "Iancu Sebastian" < <mailto:iancu.stefan at incas.ro> iancu.stefan at incas.ro>
To: "T. Röckmann, Thomas" < <mailto:t.rockmann at uu.nl> t.rockmann at uu.nl>
Cc: "im4ca-wp1 beta" < <mailto:im4ca-wp1.beta at listserver.vu.nl> im4ca-wp1.beta at listserver.vu.nl>
Sent: Wednesday, 13 May, 2026 17:10:39
Subject: Re: [Im4ca-wp1.beta] Final campaign logistics and planning details

Dear all,

I would like to summarize and clarify the main points discussed during today’s meeting.

First, the schedule for Team East remains unclear. From what I understood, Team East is expected to cover the regions near Ploiești, as well as the regions west of Bucharest. However, the exact periods and host cities have not yet been confirmed. One possible option would be to plan for the Ploiești area and surrounding regions between 31 May and 8 June, followed by the regions west of Bucharest between 8 and 15 June. If Bucharest is not suitable as a hotel base, we will need to identify an appropriate host city. This information is important for the INCAS teams carrying out the measurements, as we need to finalize the required internal planning as soon as possible.

Second, regarding Team West, I would appreciate confirmation on whether staying in Pitești from 31 May to 10 June, followed by relocation to Craiova, is considered a suitable option.

For the aircraft team, namely the Bremen team, hotel reservations will be arranged in Ploiești, as there appears to be no suitable hotel option in Strejnicu. The reservation period would be from 30 May to either 11 June or 21 June, in line with Konstantin’s previous email.

We would also need the exact specifications for the N₂O cylinders as soon as possible, including the number of cylinders, volume, and concentrations/mixing ratios. In addition, please confirm the billing details to be used for the cylinders, as well as the required delivery date or preferred delivery window.

I also kindly ask everyone to update the Excel file on the server by indicating whether they will actively participate in field measurements or remain at the Strejnicu base. This information is important for the logistical planning of the hotel reservations.

Please send us your input, comments, or suggestions as soon as possible, so that we can proceed with the necessary planning.

Kind regards,

Sebastian

--

Sebastian IANCU
Research Scientist
Research & Development Department

INCAS - National Institute for Aerospace Research "Elie Carafoli"
220 Iuliu Maniu Blvd, Sector 6, 061126, Bucharest, ROMANIA
Tel.: (+40-21) 434 00 83; Fax: (+40-21) 434 00 82
Mobile: +40731 486 101
E-mail: iancu.stefan at incas.ro <mailto:iancu.stefan at incas.ro> 
Web: www.incas.ro <http://www.incas.ro> 

On 5/12/2026 10:33 AM, Röckmann, T. (Thomas) wrote:

Thanks a lot, Sebastian,  

This is an important topic to discuss in the campaign preparation meeting tomorrow!

I remember that it was difficult to find accommodation in the west of Bucharest also during ROMEO. TO make more measurements there it may indeed be better if the team East moves for a few days to the western side of Bucharest, or some “satellite city” to the west so that we can access this area more easily. 

Thomas

On 11 May 2026, at 12:20, Iancu Sebastian  <mailto:iancu.stefan at incas.ro> <iancu.stefan at incas.ro> wrote:

CAUTION: This email originated from outside of Utrecht University. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Thomas,

Thank you for all the information.

I have discussed the planning with my colleagues, and we would like to share a few suggestions and points for clarification:

Finding suitable accommodation in Mirosi may be challenging. For this reason, we propose extending the stay in Pitești from 31 May to 10 June, and then relocating to Craiova, as you suggested.

Regarding the areas specified for the East team, namely regions 5a and 5b, we believe that some accommodation along the route may still be necessary, depending on the exact location of the target areas within the box. However, if accommodation along the way is not required, we think it would be more efficient for the East team to be based in Bucharest. This would be easier from a logistical perspective and would also significantly reduce travel times to and from the target regions. 

In addition, as we need to plan the campaign budget, it would be helpful to have a more precise indication of where the INCAS teams are expected to carry out measurements.

Of course, we can discuss these in more detail during our meeting on Wednesday.

Kind regards,

Sebastian

--

Sebastian IANCU
Research Scientist
Research & Development Department

INCAS - National Institute for Aerospace Research "Elie Carafoli"
220 Iuliu Maniu Blvd, Sector 6, 061126, Bucharest, ROMANIA
Tel.: (+40-21) 434 00 83; Fax: (+40-21) 434 00 82
Mobile: +40731 486 101
E-mail:  <mailto:iancu.stefan at incas.ro> iancu.stefan at incas.ro
Web:  <http://www.incas.ro/> www.incas.ro
<Logo.png>

On 5/8/2026 5:56 PM, Röckmann, T. (Thomas) wrote:

Thanks a lot for the organisational questions, Sebastian,  

Many of the team are still at EGU, maybe you can quickly discuss there and provide a list with how many vehicles we need, and whether they are all independent or whether some will stay together. Sebastian’s questions refers to the fact that we want a Romanian speaking person in each vehicle (or if two stay together one per team. 

>From my perspective we have 6 different teams, one of them is INCAS so 5 without INCAS, namely AGH, CyI, LSCE, UU-drone, UU-vehicle. Or will AGH also split up into two smaller teams?

Regarding the timing for the accommodation and the regions: 

Unlike ROMEO, we will not have the first three days together in Stejnicu this time. We do not have sufficient time for that. The simultaenous sensor checks will take place on May 31, but in the afternoon/evening of May 31 the team west will likely already leave to Pitesti. 

I had discussed with Jarek and Kuba, and they suggested: 

31 May–5 June in Pitesti, 5–10 June in Mirosi, and 10–14 June in Craiova. 

For the team east: We will not spend a lot of time in Urziceni, but probably in the wester part of Bucharest. This region is so large that we need parts of both teams there. In Romeo we only covered region 5b, bwcuas ewe had no information on 5a, the time we will also go to 5a. Last time we drove up and down from Ploiesti, we can discuss on wednesday whether we want to book accommodation for some days in the Southern part, but I remember that last time it was difficult to find accommodation there so we stayed in Ploiesti. 

We will likely also drive 1-2 days to the landfill in Brasov, but maybe only one vehicle/drone team.

Regarding the daily schedule. We will have debriefings and planning for the following day after the daily measurement surveys. Likely also short morning briefings, but this may not always be necessary/possible given the slight/driving plans. We cannot really “fix “ them now since it also depends on the wind.  

Thomas

On 8 May 2026, at 09:39, Iancu Sebastian  <mailto:iancu.stefan at incas.ro> <iancu.stefan at incas.ro> wrote:

Dear all, 

I hope you are well.

As the campaign date is approaching, we need to clarify and finalize several logistical and planning details. Your input on the points below would be very helpful.

I also understand the concerns regarding the smooth planning and execution of the campaign. Please be assured that we are doing our best to address all outstanding points in good time and to ensure that the campaign proceeds according to plan.

Number of cars/teams

*	We need to know exactly how many cars and teams are expected to participate in the campaign. This is not fully clear from the Excel file currently available on the server, and the information is essential for us to estimate the required INCAS personnel effort.

Teams travelling together

*	Please also confirm whether any cars/teams are expected to remain together throughout the campaign. This is important for the same reason mentioned above, as it affects the level of support personnel required.

Accommodation locations and periods

*	We need to confirm the cities and time periods for which accommodation will be required. As a working proposal, we suggest the following schedule:

31 May – 2 June: all teams, East and West, perform collocated measurements

West team:

3 – 8 June: Pitești and surrounding areas

9 – 12 June: Craiova and surrounding areas

East team:

3 – 8 June: Strejnicu/Ploiești and surrounding areas

9 – 12 June: Urziceni and surrounding areas

This follows the planning used for the ROMEO campaign in 2019. Please let us know as soon as possible if you have comments, changes, or alternative suggestions.

Lunch arrangements during collocated measurement days

*	For the days when all teams will perform measurements together, INCAS will provide lunch. Please inform us of any dietary requirements, such as vegetarian, vegan, or other specific requests.

Billing details

*	As discussed, the travel agency will invoice each partner separately. Therefore, we kindly ask each participating institution to provide its billing details.

Briefings and daily schedule

*	We also need to agree on the arrangements for the morning briefings and afternoon debriefings, as well as prepare a draft daily schedule for the campaign.

Incomplete accommodation information

*	For participants who have not yet indicated their period of stay or number of nights, please confirm whether they should still be included in the accommodation arrangements.

Equipment shipment

*	If anyone needs to ship equipment to Romania, please let us know in advance. The delivery address is:

Strada Principală, Nr. 22, Sat Strejnicu, Comuna Târgșoru Vechi, Județul Prahova, cod poștal 107592Romania

EORI number: RO434670

Kind regards,

Sebastian

-- 

Sebastian IANCU
Research Scientist
Research & Development Department

INCAS - National Institute for Aerospace Research "Elie Carafoli"
220 Iuliu Maniu Blvd, Sector 6, 061126, Bucharest, ROMANIA
Tel.: (+40-21) 434 00 83; Fax: (+40-21) 434 00 82
Mobile: +40731 486 101
E-mail:  <mailto:iancu.stefan at incas.ro> iancu.stefan at incas.ro
Web:  <http://www.incas.ro/> www.incas.ro
<Logo.png>

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