Lorentz Center - Write a proposal for a NIAS-Lorentz workshop@Snellius
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    Write a proposal for a NIAS-Lorentz workshop@Snellius

Please read the following guidelines carefully.

Deadlines for submission of workshop proposals are 30 January, 30 May and 30 September.
In each evaluation round, proposals for workshops taking place within 15 months after the deadline will be evaluated.
We strongly recommend contacting us at the earliest possible stage, a draft proposal can be submitted through our web form. To discuss an idea without a draft please contact us at ( or +31 (0)71 527 5583/5580.

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

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@Snellius, please use good sense in applying these guidelines to your particular case.

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

 

Proposal requirements

Applications can be submitted through our web form and should consist of the following documents (upload in PDF format, please click on the links to download a template):

  1. Proposal
  2. Preliminary time schedule
  3. Participant list
  4. Budget sheet

The proposal document should cover the following items:

Outline of a proposal

  1. General information
    • Organizers and co-organizers
    • Title
    • Scientific Disciplines
    • Number of participants (and venue)
    • Preferred dates
  2. Summary for the educated lay person
  3. Scientific case (motivation and goal)
  4. Program & time table
  5. Participants (excel form provided)
  6. Budget (excel form provided)

A template including instructions for the proposal can be downloaded here.

 

Recommendations for a workshop application

  1. GENERAL INFORMATION
    Please enter information concerning the points below directly into the web form.

    Organisers & co-organisers
    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, as your aim is 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. Should you want to involve more people in the organisation, you can create a special advisory committee. Please indicate this in the proposal.
    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.
    Please contact us if you want to add a subtitle (the Lorentz Center may have to omit the subtitle in some of the promotional material).
    Scientific Disciplines
    Indicate all scientific disciplines that you think apply. You can consult the Lorentz Center website for the scientific advisory board(s) that evaluate your application, together covering the indicated disciplines.
    Number of participants (and venue)
    Please indicate the anticipated number of participants. The system will automatically select the appropriate venue for you.
    Preferred dates
    You will be presented with a calendar of available weeks, based on the venue. Please select the weeks you would like to organise your workshop, and indicate your level of preference for that week by using the drop down to the right of the week (1 being the highest preference and 3 the lowest). You can indicate as many weeks as you like, and motivate any weeks that are not possible in the text box below.


  2. SUMMARY FOR THE EDUCATED LAY PERSON
      In one page maximum summarize the proposal for the educated lay person. Describe the topic and goal of the workshop. Pay special attention to in which way this workshop will contribute to bridging the Humanities/Social Sciences and the Natural/Exact Sciences.
      Possibly include a brief comment on the chosen format of the workshop and how this will support your goal.

  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 & PRELIMINARY TIME TABLE
    1. Describe the topics of the workshop. Especially if you are bringing different (sub) fields together, think of specifying 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. Given the small number of participants the program can be very flexible, but 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.

    More ideas can be found on the following page.

  5. PARTICIPANTS
  6. Please upload a (preliminary) participant list, based on the Lorentz Center template, and include a section in the proposal elaborating on your selection.
    1. There is space for a maximum of 25 persons, although successful workshops may have fewer 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 NIAS-Lorentz Program 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. BUDGET
    1. Please include a preliminary budget estimation in your proposal and identify possible co-sponsors, using the Lorentz Center Meeting Budget Sheet. 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 us at For questions about a choosing a week please contact Ms Auke Planjer at or +31 (0)71 527 5583.

Please submit your (draft) proposal through our web form.

Budget

Financial Aspects of NIAS-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 of the workshop coordinator
  • Round the clock coffee, tea, water and juices
  • Cookies and fruit 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 is calculated on the basis on the anticipated number of participants and the duration of the workshop: € 25.00 per participant per day. This is the maximum the Lorentz Center can provide as contribution towards the costs for accommodation, travel and/or lunches, for a regular workshop. This often works as a sort of seed, so that the organizers, from the beginning, can promise some support where it is most needed. If no other funding becomes available, most of the participants will have to pay their own travel and hotel (but there are no conference fees). A couple of general guidelines apply, which are also implemented in the Excel sheet.


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 Auke Planjer at your earliest convenience by email or by telephone +31 (71) 527 5583.

Please submit your (draft) proposal through our web form.