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Workshop Organizer Information

Schedule

Workshop Organizer Timeline

The Simons Center follows a timeline 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 general timeline for organizing a workshop.

SCGP Workshop Organizer Timeline

Activity

Deadline

Submit workshop proposal to the Scientific Advisory Committee. For complete instructions on how to apply to organize a workshop at SCGP, please see our Call for Proposals webpage. Workshop proposals are considered by the Scientific Advisory Committee twice a year, in October and February.  Please submit your proposal by September 30 or January 31 deadline, at least half a year before your event start date.
Use organizer budget excel spreadsheet to create a list of invitees and their support offer. 9 months prior to workshop start date or as soon as possible.
Online web applications to participate in the workshops are open. Deadline for the first round of invited participants.  6 months prior to workshop start date. *Note: The response deadline for all participants will be set at 3 months prior to workshop start date.
Second round of invitations go out 5 months prior to workshop start date.
Deadline for all invited participants to respond, and for organizers to review online web applications.  Workshop application removed from the SCGP website. 3 months prior to workshop start date. 
Submit a schedule of talks. SCGP staff will contact speakers to request titles and abstracts and work on AV requirements. 1 month prior to workshop start date.
Finalize schedule of talks  1 week 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), or a private bedroom in an SCGP apartment for up to 6 nights, booked and paid for by the SCGP.
– Breakfast, lunch and coffee/tea breaks** during the week for registered participants, at the Simons Center Cafe only, and the workshop banquet.

*So that the Center may include a maximum of participants in this workshop, SCGP requests participants to support their travel expenses from other sources. Participants who cannot do so, will be reimbursed as described above.  If you want financial assistance to cover your travel costs, please respond to this message. If your planned reimbursed flight is a multi-destination trip, please let us know as additional paperwork is needed.

**Please note you will be responsible for your dinners and meals outside of the Simons Center cafe during your stay.

If you have any questions about what is covered or need more financial assistance (e.g.: Family-related expenses) please respond to this message.

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: https://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. Due to the pandemic, we will require that all visitors be fully vaccinated prior to your arrival at the Center. You must bring proof of vaccination with you and have a copy of your records on hand throughout your stay. If you will not be fully vaccinated prior to your arrival please respond back to this message.

International travelers requiring a Visa: Before you confirm your attendance take a look at local consulate wait times and current country travel bans. If you will not be able to obtain a visa before your scheduled arrival date please respond back to this message. Do not book any flights until you are sure you can enter the US. This only applies to international travel, not domestic travel. For more information please see the following important links:

– Workshop information page: {event_url}
– Visa guidelines: https://scgp.stonybrook.edu/about/visitor-info/visa-information
– Paper acknowledgment guidelines: https://scgp.stonybrook.edu/science/acknowledging-the-scgp
– CDC Travel Guidelines: https://travel.state.gov/content/travel/en/traveladvisories/ea/covid-19-information.html
– Covid 19 Advisory and Updates: https://scgp.stonybrook.edu/archives/32547

We very much hope that you will be able to attend this workshop and help make it a success. If you have any questions, please feel free to email contact@scgp.stonybrook.edu, or simply reply to this message.

Best regards,
{event__organizers}

****Please note due to COVID the Center is now requiring that all visitors be fully vaccinated. For more information on our COVID policies, please visit https://scgp.stonybrook.edu/archives/32547

List of Invitees

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

  • 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, travel and housing ( each have their own column). Please put a “1” in the respective column if you wish to support travel or housing. 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). It is recommended to offer only housing to most invitees so that you can have more participants in your workshop. FYI: Housing coverage is 1 hotel room at single occupancy for up to 6 nights; Travel offer is reimbursement for travel between the particiapnt’s  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 (6). The banquet cost has already been set aside.
  • 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 travel costs by region, housing, and meals can be seen on the second (locked, uneditable) tab.
  • If an invitee is only offered housing (no travel) but cannot attend without travel support, they will have the option to apply for financial assistance for travel. The deadline to apply for financial assistance and 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, the lost of all applicants will be forwarded 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 requesting financial aid.
  • The deadline to apply is three months before the workshop. At this time, the online application will be closed, and the list of applicants will be given to the organizers. The organizers can invite any of the applicants with or without funding, subject to space limitations and the workshop budget.

Schedule of the Workshop

One month before the workshop start date is a good time to start creating the schedule. The organizers should provide a list of speakers among the confirmed 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 one of the template schedules. While the organizers can choose to create their own schedule, our template schedules are optimized to work best with other Stony Brook activities and mealtimes.  If you want to have a different schedule, please discuss it with us.
  • 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. 
  • Organizers can substitute talk slots for a discussion period, if necessary.

Please see the example schedules below. 

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

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

 

Final Steps: During the workshop week

  • One week prior to the workshop, the schedule should be finalized. SCGP Workshop coordinator will send all the workshop information (housing, talk schedule, shuttle schedule, etc.) to all participants via email. This will give sufficient time for any last- minute adjustments.
  • SCGP will set up a registration table for the arriving workshop participants. This table will have the name badges for participants (which they use to receive meals); Workshop schedules, campus and area maps, and bus schedules will be available. Reimbursement paperwork will be distributed. Photos of participants will be taken for the website and security purposes.

Upon Conclusion of Your Workshop:

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