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Guidelines for Workshop Organizers

Workshop coordinator

In case a workshop has more than one organizer, one should be identified as the coordinator. Once the Scientific Board has accepted the proposed workshop, the local workshop secretaries will contact the coordinator and will assist him/her in the preparation of the workshop. The local workshop secretaries also allocate the workshop budget. If the workshop is directly supported by ENSAR2, its ‘group leader’ (the workshop coordinator) is asked to follow the additional rules specified below. The ECT* workshop secretaries are Ines Campo (ines.campo@ectstar.eu), Susan Driessen (driessen@ectstar.eu) and Christian Fossi ( ).

Timeline for the preparation of the workshop

1. Preparation of the poster: the organizers should, at an early stage, ensure a firm commitment from the key participants and prepare a list of the main topics. This information should be communicated to the secretary responsible for the workshop at least 3 months prior to the beginning of the workshop in order to prepare the poster. Once the workshop poster has been finalized, it will be published on the ECT* website.

2. Suggestions for the library: the organizers may provide a list to the workshop secretary of  3 - 5 relevant textbooks or monographs that they suggest should be available in the ECT* library at the time of the workshop.

3. Registration of participants: each participant is asked to fill in a registration form online. This form is accessible on the workshop page on the ECT* website (click the registration button on the relevant workshop page). The registration is open from 2 months until 2 weeks before the beginning of the workshop.

4. Selection of participants: the organizers have online access to the list of registered participants (via a password provided by the workshop secretary) and can select the participants by ‘approving’ their registration. The organizers should also suggest the amount of support for each approved participant and indicate it on the web form. The selection of the participants has to be done shortly after the registration has been closed. ECT* will then make the hotel reservations and contact the selected participants via e-mail, confirming their hotel reservations and informing them about the support (if any) they will receive from ECT*. The budget will be finalized two weeks before the beginning of the workshop.

5. Detailed program: the organizers should set up a website with the description of the workshop, the outline of the scientific program and a list of participants. This website should be prepared at least 6 weeks before the beginning of the workshop. A link will be put on the ECT* home page. The program of the workshop should appear on the web 2 weeks before the beginning of the workshop. The final program of the workshop, including all alterations made during the workshop, should be communicated to the workshop secretary at the end of the workshop.

6. Final Report: after the workshop the coordinator should submit a workshop report. This report, which will be part of the ECT* annual report, has to be communicated to the ECT* secretary not later than 2 weeks after the closing date of the workshop. The report should be prepared as a Word file, using the template at the bottom of this page. Suggestions and/or comments on the organization of the workshop should not be put in the report but should be transmitted directly to the workshop secretary in charge.

7. ENSAR2 projects: the ‘group leader’ of a workshop supported by ENSAR2 should fill out a questionnaire to be submitted to the European Commision and provide to ECT* a brief report within two weeks after the end of the workshop. This report should contain two paragraphs, of maximum ten lines each, summarizing the objectives and the achievements of the project. The questionnaire can be found under: https://ec.europa.eu/eusurvey/runner/791e56b4-18f9-0ab5-78e8-c9e2b9dc59ec . The secretary in charge of the workshop will send you an email with instructions how to fill out the questionnaire.

Workshop proceedings

ECT* does not particularly encourage the publishing of workshop proceedings. However, if the organizers, in agreement with the speakers, deem it useful for their own field of research to publish workshop proceedings, they should contact the ECT* Director at an early stage of the preparation of the workshop.

Preparation of the workshop budget

The ECT* contribution to the budget is currently limited to 6000 € / per workshop. Some workshops, however, might have additional funds in case they are eligible within the EU project ENSAR2 or support from EMMI. 

Support categories

There are six possible support categories for participants:

  1. Organizers of a workshop can be supported up to 100%: the accommodation and all the meals provided during the workshop program are covered by ECT*;
  2. Participants with partial support for local expenses:  ECT* pays for all the meals provided during the workshop program. Moreover, 30 Euro / night of the hotel expenses are paid directly by ECT* to the hotel;
  3. Partially self-supported participants: all lunches and the two main dinners provided during the workshop program are covered by ECT*. The costs for accommodation and the remaining dinners are at their own expenses;
  4. Participants with support for all meals (only meals that are provided during the workshop program); 
  5. Participants with support for lunch (only lunches that are provided during the workshop program, i.e. at the ECT* canteen);
  6. Fully self-supported participants.

Travel reimbursement

In case ECT* receives extra funds for a workshop, travel expenses might be reimbursed. However, the workshop secretary should be informed well in advance of a request for travel reimbursement. As a rule, ECT* encourages the use of prepaid tickets. However, in case a participant asks to be reimbursed for a travel ticket, ECT* prefers to reimburse to the home institutions or travel agencies directly (because of Italian local taxes ECT* has to pay 30% on top of the reimbursement).

Funding from other institutions

Efforts should be made by the organizers to obtain external funds. These funds increase the chance for workshop participants to be supported by ECT* and may contribute to the general budget of ECT*. However, these funds will be subject to the conditions of the above-mentioned categories of support.