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Workshop Organizer Information

Workshop Organizer Timeline

The Simons Center follows a timeline in order to have efficient and successful workshops. The timeline can be seen below. Janell Rodgers is the Program and Workshop Coordinator for the Simons Center. She will be your contact in regards to the organization of your workshop. Please see the below chart for a generalized timeline for organizing a workshop.

SCGP Workshop Organizer Timeline

Activity

Deadline

Submit workshop activity proposal to Director John Morgan at inquiry@scgp.stonybrook.edu. For complete instructions on how to apply to organize a workshop, please see our Call for Proposals webpage. Decisions about workshops for an academic year are made in the Spring preceding that academic year and applications for a workshop are due on January 31. For example, applications to organize a workshop in either Fall of 2015 or the Spring of 2016 are due January 31, 2015.
Use organizer budget excel to create a list of original invitees and their offer. 6 months prior to workshop start date.
Review online web applications and accept all final participants depending on the budget. 2 months prior to workshop start date. *Note: The deadline for all online web applications will be set at 2 months prior to workshop start date.
Graphic designers or organizers will provide an image or idea for the workshop poster and work with staff on the design. 6 weeks prior to workshop start date. This will allow ample time for the graphic designer to create drafts.
Submit schedule of talks. SCGP staff will contact speakers to request titles and abstracts and will also work on AV requirements. 1 month prior to workshop start date.
Finalize schedule of talks and approve poster design for advertisement. 2 weeks prior to workshop start date.

Workshop Invitation

*Please note that this invitation is for fully funded participants (housing and travel).

Dear Professor {last_name},

It is our pleasure to invite you to the Simons Center’s {event_name} held from {event__date_start} to {event__date_end} at the Simons Center for Geometry and Physics. 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 Africa/Asia/Australia/New Zealand/South America,*
  • Hotel expenses (1 room) for up to 7 nights.

*So that the Center may include a maximum of participants in this workshop, 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.

In addition, the Center will provide breakfast and lunch daily for registered participants at the Simons Center Cafe. There will also be a workshop banquet available for $40.

Please login to the online registration page to confirm (or decline) your attendance. The deadline to respond to this invitation is {date_registration_deadline}. You can access your registration information here: http://scgp.stonybrook.edu/register

Last Name: {last_name}
Email: {email}
Pin:{password}

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:

We hope very much that you will be able to attend this conference and help make it a success. 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}

List of Invitees

Janell Rodgers will provide the organizers with a workshop 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 are 2 financial columns for you to fill out, which are travel and housing (they each have their own column). If you wish to support travel or housing, please put a “1” in the respective column. If you do not, please put a “0”. For example, some people may be offered both travel and housing while some will only be offered housing (we require housing for participants- unless local). If you wish to save money or invite more people, it is recommended to offer only housing to most participants. FYI: Housing coverage is 1 hotel room at single occupancy for up to 7 nights; Travel offer is reimbursement for travel to and from the 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.
  • For workshops, meals (breakfast, coffee break, lunch, and tea time) are included for all participants (“1”). This has been filled out for you already, as well as the number of days (7). The banquet cost is $40 and more information on how to pay will be provided closer to the workshop.
  • The estimated total cost will be at the bottom of the sheet. Next to this number will be “budget acceptable” or “over budget.”
  • Detailed information on the costs of travel by region, housing, and meals can be seen on the second sheet.
  • 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 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 workshop budget, 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 workshop. 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 in the workshop budget.

Workshop Poster

  • Six weeks prior to the workshop start date is a sensible time to begin the poster process. The organizers are encouraged to pick an image for the poster. The graphic designers will then use this image, or pick an image themselves, and create a draft.
  • Six weeks before the workshop gives enough time for the graphic designers to make drafts before the finalized poster is complete. An example of a poster can be seen below:

SCGP_G2manifold_11x17-FR

Schedule of the Workshop

One month prior to the workshop start date is a good time to start the creation of the schedule. The organizers should provide a list of speakers out of the workshop participants. The titles and abstracts for the talks will be collected by Janell Rodgers. Helpful information in regards to the schedule:

  • Most workshops have about 4-5 speakers per day, Monday-Friday.
  • Sometimes organizers choose one day a week to end early (normally Wednesday or Friday).
  • Janell Rodgers creates the schedule once the organizers pick an example schedule (below). The organizers can choose to create the schedule themselves, as well.
  • Breakfast, coffee break, lunch, and tea time are provided by the Center for funded participants.
  • A night for the workshop banquet needs to be chosen by the organizers. It is recommended to have this event on Tuesday, Wednesday, or Thursday. The banquet cost is $40 and more information on how to pay will be provided closer to the workshop.
  • Organizers can substitute talks slots for a discussion period, if necessary.

Please see the example schedules below. The shuttle schedule is only for those workshops in which the participants are housed at Danfords Hotel & Marina.

Example Talk Schedule A

Time

Event

9:30am-10:30am Talk
10:30am-11:00am Coffee Break
11:00am-12:00pm Talk
12:00pm-2:15pm Lunch
2:15pm-3:15pm Talk
3:30pm-4:00pm Tea Time
4:00pm-5:00pm Talk
* Please note: This schedule is based on 4 talks a day. Organizers can adjust this as needed since it is an example schedule. Talks can be replaced with discussion periods, if necessary. Special events will be included based on workshops.

Example Shuttle Schedule A

Mornings- From hotel to the Center

8:30am

9:00am

Evenings- From the Center to hotel

5:30pm

6:15pm

Example Talk Schedule B

Time

Event

9:00am-10:00am Talk
10:00am-10:30am Coffee Break
10:30am-11:30am Talk
11:30am-11:45am Short Break
11:45am-12:45pm Talk
12:45pm-2:15pm Lunch
2:15pm-3:15pm Talk
3:30pm-4:00pm Tea Time
4:00pm-5:00pm Talk
* Please note: This schedule is based on 5 talks a day. Organizers can adjust this as needed since it is an example schedule. Talks can be replaced with discussion periods, if necessary. Special events will be included based on workshops.

Example Shuttle Schedule

Mornings- From hotel to the Center

8:00am

8:30am

Evenings- From the Center to hotel

5:30pm

6:15pm

 

Final Steps: During the workshop week

  • Two weeks prior to the workshop, both the schedule and poster design should be finalized. Janell Rodgers will then send the workshop information (talk schedule, shuttle schedule, etc) to all participants via email (Melissa Wessler will send the housing information). This will give ample time for any last minute adjustments.
  • Janell Rodgers will set up a registration table for the workshop. This table will have the name badges for the workshop participants (which they use to receive meals). Talk schedules, shuttle schedules, campus maps, bus schedules, and posters will be available. Melissa Wessler will also be available to distribute reimbursement paperwork. Photos of participants will be taken for the website and for security purposes.

Upon Conclusion of Your Workshop:

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