Program Organizer Information

PROGRAM QUICK FACTS

By default the Center invites people for a 4-week stay and discourages short-term visits (visits of less than 2 weeks).

• A visitor is allowed to split their 4-week stay into two visits (if travel support is requested and confirmed, only one trip is reimbursed).
• Any stay longer than 28 days or shorter than 12 days will need to be approved by the program organizers, and the Program and Workshop Coordinator.
• SCGP expects all proposed program organizers to visit for at least 2 weeks and especially welcomes those who stay longer or for the entire duration of the program.

As an organizer, you decide who you want to invite to the program.

• You will be communicated the SCGP housing capacity (normally 15-20 people in residence at any given time, including organizers, excluding locals) for the duration of your program, and your goal is to fully utilize this in order to create the maximal amount of research activity. Thus if below the maximum number of people are expected to be in residence at any give time, you should invite more.
  • By default, invitees will only be offered housing (no travel), but if they cannot attend without travel support, they will have the option to ask for financial aid. The deadline to ask for financial aid and to respond to the invitation will be the same.  Participants can respond to their original invitation with a request for additional funds.
  • After the web application deadline, the list of all applicants will be sent to the organizers for discussion. Based on the space in the program, you can potentially invite more people among these applicants.
  • As organizers, you have the option of inviting program participants for specific dates, if you choose to, but normally we suggest scheduling various key activities (mini-courses, special lectures, etc) throughout your program in advance, and then letting invitees choose their own dates.
  • The visit dates are on the first-come first-serve basis based on the SCGP housing capacity limitation for the program.

Program Attendee Offer (including for organizers)

The typical offer for a program participant includes the following:

• Lodging expenses in SCGP shared faculty housing (1 bedroom) or equivalent for 2-4 weeks
• Discount for breakfast and lunch at SCGP café
• By default, program invitees are asked to support their own travel expenses, but they can ask individually for financial aid for travel support from SCGP (one round-trip ticket, with price capped depending on the region they are coming from)
• For program participants staying for 4 weeks or longer, it may sometimes be possible for SCGP to provide them with a rental car if appropriate

Online Web Applications/Travel Financial Aid

• The Simons Center accepts applications to participate in our programs via the webpage here. There is a section in this application for requesting travel/housing financial aid.
• The deadline to apply is three months before the program. At that time, the application will be closed and the list of applicants will be forwarded to the organizers. The organizers can choose to invite any of these people with or without support, subject to space and budget limitations.
• Organizers must decide to accept/reject applicants and all support offers, 3 months before the event start.  The list of participants visit dates and support will then be finalized.

Draft Invitation

Below is a sample invitation, note it will be changed based on the individual participant’s offer:

Dear {first_name} {last_name},

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

For more information on the program, please visit: {event_url}

VISIT INFORMATION

The Center will provide:

1. Lodging at SCGP visitor housing (all costs covered by the center) for up to one month.

TRAVEL EXPENSES & MEALS

We would appreciate the use of your own travel funding sources as much as possible, to maximize the number of participants in the program (particularly, young researchers). Please respond to this message if you do not have any travel funding available, and would like to ask for financial assistance for your travel costs.

Be kindly advised that you are responsible for your meal costs during your stay, but we will provide you with a discount at the Simons Center cafe for breakfast and lunch.

PLAN YOUR VISIT

For all pertinent information regarding your visit to the center including immigration/VISA, amenities, transportation, and much more, please visit our dedicated Visitor Information page:

Visitor Information

International travelers requiring a visa: before confirming your attendance we recommend you take a look at your local consulate wait times. If you will not be able to obtain a visa before your scheduled arrival date please respond to this message. Do not book any flights until you are registered for the program.

TO CONFIRM OR DECLINE

Respond by {date_registration_deadline}

Log in to the online registration page below to confirm (or decline) your attendance and select your preferred dates. Date availability is on a first come, first serve basis. Two weeks is the minimum amount of time for a program visit. Please respond to this message if you choose to attend for less than two weeks or if you believe the Center is at capacity during your requested dates. Do not book any travel until your requested dates have been confirmed.

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

HOUSING

Our housing coordinator will arrange your local accommodations. If you should have specific requests (not guaranteed) or need assistance with travel arrangements, please email housing@scgp.stonybrook.edu.

INSURANCE

As a visitor of the Center it is your responsibility to hold health insurance or obtain travel medical insurance in case there are any emergency medical expenses (unexpected illness, injury or medical condition) that occur during your stay. By confirming your visit to the SCGP, you agree to this requirement.

We hope 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 reply to this message.

Best regards,
{event__organizers}

 

Talks

Our programs have regular talks, normally 2-4 per week, which may include more pedagogical talks, mini-courses, or research talks. You will be communicated the possible time slots for program talks, to guarantee they do not interfere with other Center’s activities.

All official program talks will be video-recorded and posted on SCGP video portal immediately after the talk concludes.

• Program participants are encouraged to have scheduled or unscheduled informal discussion, and will have access to SCGP common room, their own offices, and (most of the time) to the SCGP seminar room, for such discussions.
• The contact for talk scheduling and announcements is Maria Guetter. During the program, the talk speakers, titles, and abstracts for next week need to be received by Thursday night, so that they can be posted on SCGP website and announced on Friday to the SCGP talks email list.