Workshop Organizer Timeline
The Simons Center follows a strict timeline to have efficient and successful workshops. Please see the chart below for a general timeline for organizing a workshop.
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SCGP Workshop Organizer Timeline |
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Activity |
Deadline |
| Submit workshop proposal to the Simons Center 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. The final deadline for workshop proposals for 2024-25 is January 31, 2024, but we also welcome workshop proposals for 2024-2025 submitted by September 30, 2023. There may be a possibility to approve an additional workshop for late Spring 2024, if an application is submitted by September 30, 2023. |
| Use organizer budget excel spreadsheet (provided to you by SCGP) to create a list of invitees and their support offer. | 9 months prior to workshop start date, or as soon as possible after your workshop proposal is approved. First round of invitations sent out. |
| Online web applications to participate in the workshop are open. Deadline for the first round of invited participants. | 6 months prior to workshop start date. |
| Second round of invitations are sent 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. The program poster is created, posted online, and sent to all confirmed participants. | 3 months prior to workshop start date. |
| Submit a schedule of talks, titles and abstracts using the provided spreadsheet. | 1 month prior to workshop start date. |
| Finalize schedule of talks. The final workshop program is posted online, including any missing information. | 1 week prior to workshop start date. |
Workshop Quick Facts
SCGP expects all proposed workshop organizers to be physically present at SCGP for the entire week.
As an organizer, you will receive a workshop budget excel spreadsheet, which will be used to create the invitation list. Here is some important information regarding 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, travel and housing. 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 participant’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.
- The cost of meals (breakfast, coffee break, lunch, and tea time) is 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 list 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, within the workshop budget.
Schedule of the Workshop
One month before the workshop, the organizers should provide a list of speakers among the confirmed workshop participants, by filling out one of the two workshop schedule templates sent to you; you may choose to have a free afternoon on Friday or Wednesday, in which case please leave the corresponding talk slots open; you can also use a talk slot to schedule a discussion session, if appropriate. If for scientific reasons you prefer a completely different schedule, please discuss this in advance with the SCGP Deputy Director, so that the talk schedule is still ready one month before your workshop.
Please note that on Tuesday at 1:15pm we ask you to schedule a speaker for the “SCGP weekly talk” – our colloquium-style talk that will be attended by many members of the Stony Brook mathematics and physics research community. Please think of a suitable speaker (possibly, one of the organizers) who could give an understandable general introduction to the subjects of the workshop. From our experience, if you are scheduling a workshop participant to give the weekly talk, you may want to schedule them for a regular technical talk in the workshop also (so that they avoid overloading their SCGP weekly talks). The titles and abstracts for the talks will be collected by Janell Rodgers.
Workshop Invitation
*Please note that this invitation is for fully funded participants (housing and travel).
Dear {first_name} {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.
For information on the workshop, please visit: {event_url}
VISIT INFORMATION
The Center will provide:
1. Reimbursement for return travel from your home institution to Stony Brook up to a maximum of $300 from NY, NJ, CT and MA, $700 from the rest U.S./Canada, $1100 from Europe, and $1600 from Africa/Asia/Australia/New Zealand/South America.
2. Hotel expenses (1 room) for up to 6 nights under the SCGP Room Block.
3. Breakfast and lunch during the week for registered participants at the Simons Center Cafe only.
This means you are responsible for covering your dinners during your stay. Please also let us know as soon as possible if your planned reimbursed flight is a multi-destination trip, as additional paperwork is needed.
TO CONFIRM OR DECLINE
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}
HOUSING
Our housing coordinator will arrange your local accommodations. If you should have specific requests (not guaranteed), 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 attend this conference and help make it a success. If you have any questions, please email contact@scgp.stonybrook.edu or reply to this message.
Best regards,
{event__organizers}
ADDITIONAL INFORMATION
International travelers requiring a visa: please look at your local consulate wait times before confirming your attendance. Please respond to this message if you cannot obtain a visa before your scheduled arrival date. Do not book any flights until you are sure you can come into the U.S. This only applies to international travel, not domestic travel. For more information, please see the following important links:
– Visa guidelines: https://scgp.stonybrook.edu/about/visitor-info/visa-information
– Publication 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
Final Steps:
- One week prior to the workshop, the schedule must be finalized, including talk titles and abstracts. The schedule will be available online and sent to all participants, together with other practical information. Any talk titles and abstracts not provided by this point will have to remain listed as “not provided”. 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, if relevant, 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