Guidelines for Workshop Organizers
Organizers and coordinator
In case a workshop has more than one organizer, one should be identified as lead organizer. Once the Scientific Board has accepted the proposed workshop, the local workshop coordinator will contact the lead organizer and will assist them in the preparation of the workshop.
Venue
The workshop is hosted at the historical Villa Tambosi. The lectures and seminars take place in the conference room “Aula Renzo Leonardi” in the so-called Rustico of Villa Tambosi (grey/brown building), while the coffee breaks and lunches take place in the main building (foyer “Cerere & Venere”, ground floor).
Hours
Workshop hours cannot exceed 8:30 am to 18:00 pm, Monday through Friday. Organizers are asked to take these opening hours into account when preparing the workshop program, and to communicate them to participants.
The website Indico
The local coordinator will set up a page in Indico with the description of the workshop and the outline of the scientific program. A link to Indico will be available on the workshop page of the ECT* website. Organizers will have access. Instructions for the use of Indico can be found at https://www.ectstar.eu/wp-content/uploads/2022/05/Indico_Guidelines-for-organizers.pdf. The local coordinator will give support when needed.
Registration in Indico
Registration open four months before the start of the workshop. it closes about four weeks before the start of the workshop.
Moderation of registration
The organizers are in charge of approving or rejecting participants in Indico. Organizers should make sure that applicants can contribute to the scientific topic of the workshop, taking particular care when applicants do not provide evidence of institutional affiliation. Organizers must take into account the restrictions expressed at https://www.ectstar.eu/science-and-peace/. The maximum number of participants will be agreed in communication with the ECT* coordinator.
Program
The workshop organizers are kindly asked to keep the program updated and to upload the slides of the speakers on the Indico website. Speakers will be asked to fill out a privacy disclaimer. It is the speaker’s responsibility to ensure images comply to copyright restrictions. It is hoped that the program will be inclusive and allow ample time for scientific discussion.
Remote participation
Whenever possible, ECT* expects the organizers and participants to be present in person in order to fully contribute to all activities of the workshop, including discussions outside the lecture room. In exceptional cases, participation by Zoom is possible. In this case, the local coordinator will open a room in the Zoom platform and send remote participant(s) an invitation to join the meeting with tips and netiquettes for a correct participation in the online event. The Zoom link is not to be shared with participants that are not registered.
Budget
At the time registration opens, the local coordinator will contact the organizers about the level of ECT* support for the workshop. At this point, organizers must confirm the provisional level of support from other sources mentioned in the proposal. When confirmed, ECT* will include the logos of external institutions in its communication material (print and electronic). Organizers are asked to provide high-resolution jpeg and/or png images.
The number of possible participants will depend on the total budget.
Support categories
Shortly after the registration closes, the ECT* coordinator will contact the organizers to decide the level of support for each participant. There are three possible levels of support:
— support for meals;
— partial support for local expenses: meals and up to 40 Euro/night for hotel expenses;
— full support: meals and hotel expenses at the rate of our partner hotels.
With meals we mean: all lunches and coffee breaks provided by ECT*, a social dinner, and a welcome pizza dinner on the evening prior to the beginning of the workshop. Depending on the workshop budget, ECT* might cover additional dinners. Please note that ECT* does not reimburse lunches/dinners outside of the workshop program. Hotel expenses can only be covered for a number of nights not exceeding the number of days of the workshop plus one.
Once the level of support is decided, it will be communicated to participants by the ECT* coordinator, together with the reservation at partner hotels. Other useful information for participants can be found at https://www.ectstar.eu/activities/workshops/welcome-to-participants-info/.
Horizon Europe Projects
Some workshops are eligible for support from Horizon Europe projects. If the workshop is directly supported by such a project, a ‘group leader’ (normally, the main organizer) is identified by ECT* in consultation with the organizers. The group leader is asked to
— fill out a questionnaire to be submitted to the European Commission
— provide ECT* with a brief report within two weeks after the end of the workshop. The report should contain two paragraphs, maximum of ten lines each, summarizing the objectives and the achievements of the workshop.
HADRON-2030:
The ECT* Scientific Board is the selection panel for HADRON-2030 workshops. For selected workshops,
— tag all workshop dissemination actions with the HADRON-2030 logo, when it is available;
— include the following funding acknowledgement in publications that are a result of the workshop: “This work has been supported by the European Community Horizon 2020 – research and innovation programme, contract HADRON-2030 no. 101292522“;
— inform ECT* about any outputs of the workshop in order to allow the centre to report on publications that have appeared in journals (or conference proceedings) and that are a result of workshops funded by EU-projects.
Support from EMMI, MPP, EUSTIPEN
Some workshops are eligible for support from EMMI and/or MPP, as decided by these institutions in consultation with the ECT* Director. If the workshop is identified as eligible, organizers will be asked to prepare short proposals. Workshops co-funded by EMMI are labeled ECT*-EMMI/GSI Workshops.
Similarly, workshops on low-energy nuclear physics might be eligible for support from the EUSTIPEN program at FRIB-TA. Organizers will be informed of eligibility by the local coordinator when registration opens. It is important that potential participants be informed quickly about this possible support, as applications from the participants must reach FRIB-TA no later than three months before travel.
Acknowledgements
In any publication resulting from the workshop, organizers are asked to remind participants of acknowledging support received by ECT* and other sources. The acknowledgement formulation for each source can be found in https://www.ectstar.eu/acknowledgements/.
Final Report
After the workshop, the lead organizer should submit a workshop report. This report, which will be part of the ECT* Annual Report, has to be sent to the ECT* coordinator no later than two weeks after the end of the workshop.
The report should be prepared as a Word file, using the Template scientific report.