Program Organizer Information

Program Quick Facts

  • Janell Rodgers is the Program and Workshop Coordinator for the Simons Center. She will be your contact in regards to the organization of your program.
  • The program will have a designated space on our website. Please, be sure to send us the dates of the program and a short description of the program to post on this page as soon as it is available. See our website for examples from current and recent programs.
  • Our goal is to have 10 program participants in attendance at the Center at any time. Janell Rodgers will help determine the number of invitees/budget and keep track of acceptances as the program develops.
  • The Center invites people for a one-month stay and tries to avoid short-term visits (no visits of less than 2 weeks).
    • A visitor can split up their one-month stay into two visits (only one set of travel can be reimbursed- if they are offered travel).
    • If a visitor chooses to come for less than two weeks, they will not have travel reimbursed (if offered). Housing will still be covered.
  • Our visitor offers in terms of travel/housing are:
    • Reimbursement for travel to and from your home institution and Stony Brook up to a maximum of $700 from the U.S./Canada, $1100 from Europe, and $1600 from Africa/Asia/Australia/New Zealand/South America (So that the Center may include a maximum of participants in this program, we ask those participants who can to support their travel expenses from other sources. If this is not possible, participants will be reimbursed as stated).
    • Lodging expenses in SCGP shared faculty housing (1 bedroom) or equivalent for up to one month.

Program Organizer Offer

The normal offer for a program organizer includes the following:

  • Travel to and from your home institution and Stony Brook up to a maximum of $700 from the U.S./Canada, $1100 from Europe, and $1600 from Africa/Asia/Australia/New Zealand/South America,
  • Lodging expenses in SCGP shared faculty housing (1 bedroom) or equivalent for the duration of your stay. If this option is not suitable, the Simons Center can provide a $2000/month housing allowance.
  • An organizer who plans to be at the Center for significant amount of time (e.g., a semester) and those who want to make several shorter visits during the program should discuss financial arrangements with the Director or Deputy Director.

List of Invitees

Janell Rodgers will provide the organizers with a program travel budget and fillable budget excel, which will be used to create the original invitation list. Here is some important information in regards to the budget excel:

  • There are invitee information columns to fill out: first name, last name, email, institution, and region. Please include yourselves, as organizers, in this excel.
  • There is 1 financial column for you to fill out, which is travel. Housing is offered for all non-local participants (lodging expenses in SCGP shared faculty housing (1 bedroom) or equivalent for up to one month). If you wish to support travel, please put a 1 in the respective column. If you do not, please put a 0.
  • The estimated total travel cost will be at the bottom of the sheet. Next to this number will be a prompt that will let you know if you are within budget or not.
  • Detailed information on the costs of travel by region and housing can be seen on the second sheet. The number of people that can be accepted/invited to your program will be listed here too (in regards to space, subject to budget requirement as well). Locals do not count towards this number as they do not cost anything. Please put them on the list regardless with no support.
  • If an invitee is only offered housing (no travel), but they cannot attend without travel support, they will have the option to apply for financial aid once they decline the invitation. The deadline to apply for financial aid and to respond to the invitation will be the same as the deadline for the application to the workshop (for those who were not invited originally by the organizers). After this deadline, all of the applicants will be sent to the organizers for discussion. Based on the program travel budget and space in the program, you can potentially invite more people.

Online Web Applications/Travel Financial Aid

  • The Simons Center accepts applications for workshops via our webpage here. There is a section in this application for travel financial aid.
  • The deadline to apply is two months prior to the program. At this time, the application will be closed and the list of applicants will be given to the organizers. The organizers can choose to invite any of these people, subject to space limitations and the program travel budget.

Draft Invitation

The invitation includes:

  • The name of the program
  • Dates of the program
  • The organizers of the program
  • The offer
  • The credentials for the invitees to log in to our online registration system. Here is where they can confirm or decline an invitation.
  • The link to the program website
  • The link to the visa help website
  • The link to the acknowledgement help website

An example:

Dear {first_name} {last_name},

The Simons Center for Geometry and Physics is hosting the {event_name} organized by {event__organizers}. This program occurs from {event__date_start} to {event__date_end}. On behalf of the Simons Center, I would like to invite you to spend one month at the Center during this time. The Center will provide:

– Reimbursement for travel to and from your home institution and Stony Brook up to a maximum of $700 from the U.S./Canada, $1100 from Europe, and $1600 from Asia/Australia/New Zealand/South America,*
– Lodging expenses in SCGP shared faculty housing (1 bedroom) or equivalent for up to one month.

*So that the Center may include a maximum of participants in this program, we ask participants to support their travel expenses from other sources. Participants who cannot will be reimbursed as described above. Please respond to this message if you are able to cover all or part of your travel expenses. Please also let us know as soon as possible if your planned reimbursed flight is a multi-destination trip.

Please log in into the online registration page to confirm (or decline) your attendance.

You can access your registration information here: http://scgp.stonybrook.edu/register
Last Name: {last_name}
Email: {email}
Pin: {password}

Please enter your preferred arrival and departure dates. Two weeks is the minimum amount of time for a program visit. Visitors can attend for less than two weeks but no travel can be reimbursed (housing coverage only). Visitors can also separate their visit into two two-week visits but only one set of travel as described above can be reimbursed (housing coverage for both visits). If you will be visiting under these circumstances, please respond to this email.

Our staff will contact you in the future to arrange/confirm your local accommodations. Please let us know if you need help with travel arrangements.

For more information please see the following important links:

– Program information page: {event_url}
– Visa guidelines: http://scgp.stonybrook.edu/about/visitor-info/visa-information
– Publication acknowledgement guidelines: http://scgp.stonybrook.edu/scientific/acknowledging-the-scgp

We are looking forward to this program and we hope that you will be able to join us and participate in these activities. It is our hope that you will be present and engaged in the activities of the Center and add your expertise to our programs, lectures, and seminars.

If you have any questions please feel free to contact Janell Rodgers (jrodgers@scgp.stonybrook.edu) or simply reply to this message.

Best regards,
{event__organizers}

Talks

  • As an important part of the programs activities we usually have one or two weekly talks throughout the entire program. For example, you might want to have one of the talks to be more pedagogical review while the other as a more technical seminar.
  • The contact for talk scheduling is Maria Guetter.

 

Upon Conclusion of Your Program:

Upon conclusion of your academic activity at the Center, we kindly ask that you submit a final report detailing your programs academic achievements, including, but not limited to, a formal summary of your programs notable participants, key lectures and/or workshop topics, and the research results or continuing collaborations. To submit your formal report, please visit this page: http://scgp.stonybrook.edu/programworkshop-final-report