2014-2015 Academic Year 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, though).
    • If a visitor chooses to come for less than two weeks, they will not have travel reimbursed.
  • The regular offer to invitees is:
    • 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

  • It would be greatly appreciated to include the full name of the invitees, as well as any additional information such as an email or the home institution. This will help us to correctly add them to our database.

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 Kim Keary (kkeary@scgp.stonybrook.edu) or simply reply to this message.

Best regards,
{event__organizers}

Online Web Applications

  • The Simons Center accepts applications for programs via our webpage here.
  • This is for people who are not included in the original invitee list, but would like to attend the program.
  • The deadline to apply is two months prior to the program. The applications are checked weekly and will be given to organizers as they come in for discussion. The organizers can choose to invite any of these people, subject to space limitations for the program.

Talks

  • As an important part of the program’s 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 Vanessa Mieczkowski.