Lorentz Center - Write a proposal for a Lorentz workshop@Oort
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    Write a proposal for a Lorentz workshop@Oort

Please read the following guidelines carefully.

Deadlines for submission of workshop proposals are 15 January, 15 May and 15 September.
In each evaluation round, proposals for workshops taking place within 16 months after the deadline will be evaluated.
We strongly recommend consulting Henriette Jensenius ( telephone +31 (71)527 5580), with a draft proposal or a preliminary idea at an early stage.

The Lorentz Center@Oort is suited for up to 55 participants. For groups of 25 or less please see proposal for a Lorentz workshop@Snellius.

Keep in mind that a proposal does not need to be long - in our experience a well-chosen topic and setup can be explained in just three pages. The different points in the outline are further explained below. If you have a great idea for something you would like to try out in the Lorentz Center@Oort, please use good sense in applying these guidelines to your particular case.

Proposals can be submitted by any active scientist from any country.

 

Outline of a proposal

  1. Title
  2. Organizers and co-organizers
  3. Scientific case (motivation and goal)
  4. Program
  5. Participants
  6. Factsheet
  7. Budget (excel form provided)

 

The different parts of the proposal:

  1. TITLE
      It should be short and catchy; count on a maximum of 50 characters. Longer titles are not easily picked up and people will make their own abbreviations which may not describe the workshop.
      If necessary a subtitle can be added. The Lorentz Center may have to omit the subtitle in some of the promotional materials.

  2. ORGANIZERS AND CO-ORGANIZERS
    1. Think carefully who to involve as co-organizer(s). In our experience, co-organizers serve two major functions: they help to attract the right people to the workshop and, during the workshop, they stimulate open discussions. Most organizers are mainly involved in the scientific aspects of the workshop.
    2. In particular, if you aim to bring together different communities, it is normally a good idea to include co-organizers from the most important of these.
    3. Consider including a co-organizer based in the Netherlands. This helps involving the Dutch research community in a natural way, including visibility. It is also practical for efficient and easy contact with the Lorentz Center.
    4. Mention the (relevant) areas of expertise of each (co)organizer.
    5. A maximum of 5 (co-)organizers is allowed, of which, at any time, one should be designated the main contact for the Lorentz Center.

  3. SCIENTIFIC CASE
    1. A concise and clearly motivated scientific case that explains, to non-expert colleagues, why a workshop on the proposed topic is timely and what you want to achieve. While not too technical, be specific about the scientific/technical challenges, possible targets or outcomes, and/or the issues which will be discussed.
    2. To ensure that the goals and motivation are explicitly and concisely stated, you should include a sentence beginning with: "This workshop will be considered a success if ...". At this point, do be specific about this particular week and not the developement of the field in general.
    3. Mention the connection of the proposed theme to the Dutch research community and the possible profitable results of organizing this workshop in the Netherlands. Although an advantage, a connection to Dutch research is not a prerequisite for the approval of a Lorentz Center workshop.

  4. PROGRAM
    1. Describe the topics of the workshop. Especially if you are bringing different (sub) fields together, think of planning the days/sessions around topics which connect the participants (common techniques, phenomena, problems, goals...).
    2. Keeping in mind the goal(s) of the workshop, describe how you plan to organise the week. The board(s) would like to know how you want to work (how much lectures compared to 'work' time and discussion time for instance and what you want to achieve. In particular, most goals are not optimally served by talks so we advise you to be restrictive in planning formal lectures.
    3. Provide a (preliminary) timetable for the week, including coffee breaks, lunches and so forth. While you do not have to specify who will give each lecture, show how periods of interactions are planned with respect to more "one-way"activities such as lectures. Include how your topics will be distributed throughout the week. We advise you to reserve ample time for discussion sessions and in any case avoid planning more than 4-5 hours of lectures per day (questions included). Long coffee breaks, poster sessions and other informal sessions are encouraged.
    4. Consider how active participation, also of junior participants, may be stimulated. A couple of tutorial type lectures may be good to broaden the horizon of young scientists and other participants new to (part of) the topic of the workshop.
    5. Specify the desired length of the workshop. Most common are workshops of one week (5 days). Please give a clear motivation if choosing a shorter or longer period. In particular, less than one week often is not enough to make real progress.

    Consult this page for constraints on the program and a few general recommendations.
    Link to examples of workshops with successful programs.

  5. PARTICIPANTS
  6. Please include a participant list in your proposal, using the Lorentz Center Participants List. This includes the following aspects:
    1. Give an estimate of the expected number of participants. Space can be offered for a maximum of 55 persons, although successful workshops may have less participants.
    2. Provide a list of key participants and/or invited speakers including their first and last name, their affiliation and (relevant) expertise. This is to help also non-experts assess the thematic coverage and geographical spread.
    3. Contact the prospective key participants and indicate whether they have confirmed their participation ("pending approval"). Obtaining such preliminary statements of interest is pivotal for the evaluation by the scientific advisory boards, as they are important indicators for the reception of the idea by the community and the potential quality of the workshop.
    4. Participation of the vast majority of the participants during the entire workshop period is important.
    5. We encourage you to invite young promising scientists. Please mention explicitly the ratio of junior and senior participants you are aiming at.
    6. The Lorentz Center and its scientific advisory boards strive to increase the participation of underrepresented groups in the workshops. Please keep this in mind, and take a moment to consider if there are excellent women, and/or researchers from other underrepresented groups, who would enrich your workshop. The scientific advisory boards request you to address this issue explicitly in your proposal.

  7. FACTSHEET
    1. Please provide a separate factsheet, using the Lorentz Center Meeting Factsheet. Your factsheet should thus include the following information:
      1. Title (max 50 char.). Subtitle if necessary.
      2. Preferred dates for the workshop: Provide 3 different periods/weeks, with priority. Include motivation, if applicable (back to back with related conferences, availability of (a) key participant(s), commemorative dates etc.). Indicate non-weeks.
      3. Anticipated number of participants
      4. Preferred facility@Oort or facililty@Snellius
      5. Full contact details (name, affiliation, institute and institution, e-mail, and telephone numbers) of all (co)organizers. One or two of them act as the contact for the Lorentz Center staff in organizational matters.
      6. For use on the workshop webpage each (co)organizer must further provide: a short version of their affiliation (informative for colleagues) and a webpage link (if available)

  8. BUDGET
    1. Please include a preliminary budget estimation in your proposal and identify possible co-sponsors, using the Lorentz Center Meeting Budget Sheet. Please include this budget sheet as a Microsoft Excel file, not as a PDF file. You can find further guidelines on preparing the budget below.

For assistance, advice, and suggestions at any stage of the preparation of a proposal you are welcome to contact Henriette Jensenius who is in charge of the development of the scientific program: telephone +31 (71)527 5580
In any case, we strongly recommend consulting Henriette Jensenius, with a draft proposal or a preliminary idea at an early stage.

Please send your final proposal (and Budget form) by email to

Budget

PLEASE NOTE:
For further information on the workshop budget please contact Auke Planjer: .

Financial Aspects of Lorentz Meetings: Funding, Expenses and Guidelines

Link to Meeting Budget Sheet


Lorentz Center Funding

For all workshops, the Lorentz Center covers the costs for the following items:

  • Lorentz Center facilities and support
  • Round the clock coffee, tea, water and juices, with cookies during the breaks
  • The wine and cheese welcome party
  • The workshop poster (design, print and distribution)

Furthermore, most meetings at the Lorentz Center are granted a workshop dinner and a refund budget by the Lorentz Center. The refund budget depends on the anticipated number of participants and is currently € 25.00 per participant per day. This is the maximum the Lorentz Center can provide for a regular workshop.

The refund budget is for reimbursement of costs for accommodation, travel and/or lunches, to be assigned by the scientific organizers. Hereby the following guidelines apply:

  • Refunds for accommodation can be up to € 85.00 per person per night, which is the Lorentz Center special rate for Hotel Van der Valk Leiden (including breakfast and taxes) www.hotelleiden.nl. In our experience, the number of hotel nights on average equals the number of meeting days.
  • Travel refunds are on the basis of travel receipts, up to € 300.00 for European countries and € 800.00 for other countries.


More on Lorentz Center Funding


External Funding

Many scientific organizers wish to supplement the financial support that the Lorentz Center can provide. Acquisition of supplementary external funding is done by the scientific organizers. It is convenient when the amount of external funding is known at the time of the intake meeting (i.e., 6 to 9 months before the meeting). If desired, we advise to apply for supplementary external funding as soon as possible. Most funding agencies do not require a definitive approval of the meeting by the Lorentz Center at the time of application.

For your inspiration, we have listed the agencies that have funded specific Lorentz Center workshops since 2008: List with agencies.


More on External Funding

For details on the budget breakdown, you are advised to contact Executive Manager Louise Markering at your earliest convenience by email or by telephone +31 (71) 527 5405.
For questions about a choosing a week please contact Ms Auke Planjer at:

Please send your final proposal (and Budget form) by email to