MARIE CURIE ALUMNI ASSOCIATION Board Meeting Brussels, 18 th November 2017

Transcription

1 BOARD MEETING MINUTES Location: MCAA headquarters: Avenue des Arts, 24, B-1000, Brussels, Belgium GoToMeeting platform Date: 18 November 2017 from 09h30 to 17h30 CET Participants NAME POSITION IN THE BOARD Present / Online Brian CAHILL Chair of Executive Committee Present Marco MASIA Vice-Chair of Executive Committee Present Amit ZODGE Vice-Chair of Executive Committee Did not attend (gave proxy to Kiran) Kiran Kumar CHEREDDY Treasurer of Executive Committee Present Maria-Antonietta BUCCHERI Secretary of Executive Committee On-line Bala ATILLI Ordinary Board Member On-line (morning only) (proxy to Kiran in the afternoon) Wuraola AKANDE Ordinary Board Member Did not attend (proxy to Brian) Francesco GRASSI Ordinary Board Member On-line (afternoon only) Matthew DI FRANCO Ordinary Board Member; Chair of Chapter Management WG Present Zoran ANDJELIC Ordinary Board Member Did not attend (proxy to Francesco Grassi) Odissefs PANOPOULOS Ex-officio Board Member; European Commission Present Calum MACKICHAN Ex-officio Board Member; Chair of Communication WG Present Angela BELLIA Ex-officio Board Member; Chair of Events & Networking WG On-line Janos KRISTON-VIZI Ex-officio Board Member; Chair of Grants & Awards WG On-line (morning only) Zsofia BUTTEL Ex-officio Board Member; Chair of Financial Affairs WG Present Rohan SOMAN Ex-officio Board Member; Chair of the Poland Chapter On-line (morning only) Mostafa Moonir SHAWRAV Ex-officio Board Member; Chair of Austrian Chapter On-line Praveen KUMAR Ex-officio Board Member; Chair of the India Chapter On-line (morning only) Gerry KAMP-ALLONS Ex-officio Board Member; Chair of North America Chapter On-line (afternoon only) Nikolai BOBYLEV In representation of the Chair of the Russian Chapter On-line Ana RIBEIRO Contractor s Team Present Ana LEAL Contractor s Team On-line Joana SANTOS Contractor s Team On-line Simon ROBINSON Contractor s Team Present Guilherme SERODIO Contractor s Team Present Alexandros STYLIANOU Contractor s Team On-line Veronica CESCO DG-RTD Present in morning session Raffaele FERRANDO GE-EAC Present in morning session

2 Proxies: (all proxies can be found in Annex I) - Amit ZODGE could not participate in the whole meeting, and gave his proxy to Kiran Kumar CHEREDDY to represent him. - Zoran ANDJELIĆ could not participate in the whole meeting, and gave a proxy to Francesco GRASSI to represent him. - Wuarola AKANDE could not participate in the whole meeting, and gave her proxy to Brian CAHILL to represent her. - Marco MASIA was late for the meeting and gave a proxy to Brian CAHILL to represent him while absent. - Bala ATILLI was only present in the morning part of the meeting, and gave a proxy to Kiran Kumar CHEREDDY for the afternoon when he would be absent.

3 Status of Action Summary of the last Board Meeting (Porto, 18 th September 2017) Not started/completed Partially completed/sight delay On track/completed # Type 1 Topic Outcome Proposed by Next step responsible Status 1 A Internal communications and information exchange Suggest improvements to the web-site Set up a common and easy to navigate calendar of events Increase visibility of surveys in the future Suggest a system of on-line management / budgeting for WG and chapters Suggest options for Chapters/WG to be able to create their own mini-websites within the MCAA environment Mostafa Moonir SHAWRAV Intrasoft in cooperation with MM and IDA WG 2 A Create an Advisory Board for the MCAA o Check the legal requirements for this and collectively compile a list of possible names to integrate it. Kiran Kumar Chereddy Brian Cahill 3 A Participate in ESOF o Reach out to ESOF and propose the terms of a partnership Fernanda Bajanca Contractor 4 A Contribution to Blog o Reach out to membership stating that anyone can write a blog entry for the MCAA blog Marco Masia Contractor 5 A Epigeum courses o Disseminate opportunity to profit from the purchased Epigeum courses Francisco Grassi Contractor 6 A Sense About Science o Disseminate call for participation throughout MCAA membership Marco Masia Contractor 1 A=Action, I=Information, D=Decision

4 Meeting Agenda Time Topic 9h30 Meeting Opening 10h00 Veronica Cesco from DG-RTD about RESAVER 10h30 Presentation from Raffaele Ferrando of DG-EAC about 'On-line Welcome Package' 11h00 GA 2018 Planning 12h00 Advisory Board 12h30 Research Funding WG 12h45 Honorary Membership Decision 13h00 Lunch 14h00 GA Decision h00 Budgeting and Reimbursement Issues 15h45 Request to restrict MCFA Board Members from Membership of MCAA Board 16h00 Dealings with the former Chair of MCAA: Dr. Krstic 16h15 Feedback on the TranSkills project 16h30 Other Business 17h00 End of Meeting 1. Meeting Opening & summary of developments since March 2017 Brian Cahill (BC), Chair of the Executive Committee (ExCom), opened the meeting at 09:50AM, when 6 members of the Board (holding three proxies from other members) were present. This meeting counted with the participation of external invitees, who attended the meeting to present two initiatives of relevance for the association. 2. Veronica Cesco from DG-RTD about RESAVER There was a short presentation by (BC) about the RESAVER project, proposing the MCAA to become a Member of this programme, as an observer. There was also a proposal made by Matthew DI FRANCO (MdF) to have an intern recruited to deal only with this. Veronica CESCO (VC) decided to be present in the Board meeting to see to what extent RESAVER and MCAA can work together, especially around the GA in February RESAVER is an EC initiative that operates as a non-profit organisation (based in Brussels), that is fully operational and advancing well. Participants in the scheme can choose the degree of investment risk they want their money to be used for. The project wants to expand this pension fund, thus needs more employers on board. But this is complicated due to the lack of harmonisation of pension regulations at EU level. There are many organisations interested in RESAVER and a consortium was set up gathering over 20 organisations, that is in charge of the promotion of the pension fund. The consortium is also developing a Pension Fund under the RESAVER umbrella. A tender procedure is in place and by September 2018 the insurance scheme is to be fully operational. The idea is to have a

5 network of national insurances that can operate under the RESAVER umbrella. RESAVER was set up for researchers as they are extremely mobile, and a good pilot for this program. RESAVER may develop towards other areas in the future, but not for now. It would be good for RESAVER to be present in Leuven in February for the GA, as it would help spreading the word about the scheme, talking to researchers and encouraging them to take it to their employers. One possibility is to have a session on the day of the GA during parallel sessions with the WGs. Membership is free of charge for the MCAA. At present, RESAVER cannot afford to sponsor the GA, but any kind of opportunity would be great, e.g. to have a stand/speaking opportunity. Another suggestion was to organise a webinar for members about RESAVER and record this webinar to make it available in the future. MCAA Board voted and decided by majority to become a member of the RESAVER consortium in the quality of observer. The application (see Annex II) shall be approved by the RESAVER consortium on the 7 th December. Requested action MCAA to reflect on what can be possible for RESAVER during the GA. Once this is decided, an answer shall be sent to Veronica.cesco@ec.europa.eu Resolution The Board resolved to become a member of the RESAVER consortium as an observer 3. Presentation from Raffaele Ferrando: 'On-line Welcome Package' DG-EAC is creating an on-line welcome package for MSCA grantees, where an invitation to join the MCAA could be included. DG-EAC decided to create a platform to: 1) officially welcome the MC fellows; and 2) provide info on key topics (open science, etc) through videos, webinars, etc. This could be tailored to the needs of the fellows, through voting and interactions. This should also be open to both current and former recipients of the MSCAs. MCAA suggests not to duplicate efforts, as there is already a lot of information MCAA could provide (based on the s received along the years) regarding a lot of topics. It was noticed that EURAXESS also does a lot of this work already. DG-EAC clarified that the intention is not to duplicate, but to redirect fellows to relevant info. DG-EAC will send an updated note on the project to collect feedback from the MCAA, and set up a new meeting to decide how to collaborate. Requested actions After receiving the document from DG-EAC, MCAA to reflect on how to contribute to this platform, knowing there will be direct links between it and MCAA. Then meet again with DG-EAC, and make a final decision on how to cooperate.

6 4. GA 2018 Planning Programme: The current main gap on the programme is a big name for the plenary session. It was also discussed the possibility of having a second speaker for this session, to avoid having a 45-minute speech. Possible names: Martine Reicherts, Trudy Dehue, Lukas De Man, Lievien Scheire, or Menno De Bree, Jo de Boeck (CTO of IMEC) and Sofie Vanthournout (representative for Europe of Sense about Science). Martine Reicherts can be contacted by Odissefs, while the others can be contacted by Zsofia Buttel. Science Slam: BC informed that one participant for the Science Slam has been identified (from Barcelona), another one will be invited by MC and another one needs to be identified. Lievien Scheire was indicated as a good name to be invited to mediate the slam. Calum MACKICHAN (CM) will be responsible for organising the science slam part (on the 2 nd February evening) with support from Valentina FERRO (VF). Awards Ceremony: Janos KRISTON-VIZI (JKV) offered to support the Awards Ceremony. Director- General of DG-EAC or Director of Erasmus Mundus Association might also be invited to be part of the ceremony and hand-over an award. Expenses of speakers: The contractor (Ana Ribeiro) explained the main rules related to the reimbursement of expenses of speakers of the GA (whether they are MCAA members or not). All expenses are to be reimbursed (and not paid in advance) there can be exceptions to this rule (e.g. the contractor to buy the flights) as long as informed by the Chair (BC) and in case this is for special guests. Speakers that are WG or Chapter Chairs can use the budget of the respective WG/Chapter to fund their participation. Other speakers that are MCAA members shall follow the normal MG application procedure. Speakers that are not MCAA members will be reimbursed based on real costs (upon presentation of evidence of expenses). Sponsorships: The contractor (Guilherme Serodio) informed about the progress with potential sponsors. So far, 2 sponsors have been secured (probably another 2 will confirm soon). Another 10 organisations have good prospects of accepting being sponsors. Around 130 organizations have been contacted. Following the contacts established by the Austrian WG with ICUNet, there was also the idea to contact ICUNet to support the MCAA with more companies/sponsors. Requested action Zsofia BUTTEL (ZB) to invite, as potential plenary speakers, (first) Lukas De Man, (then) Trudy Dehue, and (finally) Menno De Bree, to be speaker for the plenary one week deadline for each to accept, if not, invite the next one. Guilherme SERODIO (GS) to talk to Bala Atilli (BA) and An Jansen to confirm if a BeNeLux politician has been identified for the welcome words in the beginning of the Annual Conference. Odissefs PANOPOULOS (OP) to invite Martine Reicherts for the plenary session and/or GA dinner. Exact information on intervention should be provided by the contractor beforehand. CM (and VF) to organise the Science Slam. Contractor to send speakers a reminder to suggest a short introduction to their sessions to add to the on-line Agenda. OP to invite Rafaelle FERRANDO (DG-EAC) to be present during the GA to make an in-situ survey, and get inputs from people that have received MC grants or are interested in getting one. OP to ask EURAXESS to spread the word and invite the NCPs (BC to prepare and

7 send support document for OP to use in this invitation). Contractor to contact ICUNET to explore synergies with MCAA 5. Advisory Board According to discussions during the last board meeting, a list of possible Advisory Board members was compiled by BC - the list can be improved / added to by other board members. It has been suggested a maximum of seven people for the Advisory Board, including members of academia, industry and public institutions. (The live document can be assessed here and the document presented by BC at the Board meeting can be found in Annex III) Requested actions Contractor to send an to the Board (including WG and Chapters chairs) asking for suggestions of names for the Advisory Board until November 24 th. Final decision on the members of the Advisory Board to be made at the next Board Meeting 6. Research Funding WG The possible creation of a Research Funding WG and the content/objectives of this WG was discussed. Among other tasks, this WG would support the identification and submission of funding applications for the MCAA. In this sense, the Board has agreed, by consensus, to launch a call for the creation of the Research Funding WG once the objectives and content of this new WG are defined. Requested Contractor to design objectives of WG and the call text to submit it to the action Board for comments and approval Board to then decide on budget for WG. Resolution The Board resolved to launch a call for the creation of the Research Funding WG. 7. Honorary Membership Decision BC called for a vote to decide to whom the honorary membership should be awarded. After a brief discussion on possible individuals to benefit from this recognition, the Board has voted and decided to award the honorary membership to: Bernard L. Feringa EURAXESS Worldwide An Jansen KU Leuven Resolution Bernard L. Feringa, An Janssen, and EURAXESS Worldwide will become Honorary Members of the MCAA Requested action Contractor to write draft letters inviting each to accept the prize. BC to send the letter to the elected honorary members. 8. GA Decision 2019 Following the call for venues to host the GA 2019, two applications were received: Vienna (AT) and Lecce (IT). Mostafa Moonir SHAWRAV (MMS) presented the Vienna proposal. BC (in the absence of Giovanna Avellis, who submitted the proposal) presented the Lecce proposal.

8 The Board compared the information regarding both venues, the conditions offered by each, and criteria considered in the call (as presented in Annex IV). After the presentation and analysis of each location, Board Members were asked to vote on the one they preferred. It was approved by majority of the Board that the MCAA GA 2019 will take place in Vienna (AT). Resolution It was approved by majority of the Board that the MCAA GA 2019 will take place in Vienna (AT). 9. Budgeting and Reimbursement Issues Following the presentation of the summary of the execution (year 1) and planning (year 2) of the Governance Budget provided by the Contractor (Annex V) and the proposed distribution of funds introduced by KKC Annex VI), the Board discussed how the available sum could be better distributed. After exchanges of perspectives, the below proposed division was voted by the Board: Micro-Grants and Awards: Euros General Assembly: Euros Internal Governance: Euros [+ funds generated by the MCAA] Working Groups and Chapters: Euros This sums up to Euros. The remaining Euros are proposed to be left unallocated, and to be used at the discretion of the next Board. The Board agreed, by majority, to follow the above described distribution. As for the use of budget for the GA, it was suggested that members should pay part of the costs (e.g. pay part of the dinner). It was also suggested for the contractor to request an amendment to merge the current available budget for the GA ( ) without discriminating specific budget to be used to pay external speakers (3.000 ). Resolutions The Board resolved to charge a fee to members participate at the social dinner organised within the GA2018 Requested action Contractor to ask a specialised lawyer/accountant about the need in case the MCAA generates profits - to reinvest those profits until a certain time limit. BC to send an to all WG chairs saying the Budget approval is suspended until accounts are reviewed and accepted. Contractor to request an amendment to merge the current available budget for the GA ( ). 10. Request to restrict MCFA Members from Board In order to prevent MCFA members to be members of the MCAA Board, it was suggested use a general sentence that points towards restricting members of the MCAA board to be part of other boards that have overlapping interests with the MCAA. This could be enforced by adding an amendment to the current call for MCAA Board candidates or by amending the Articles of Association (AoA) of the MCAA.

9 Requested action MdF to draft a proposal for amendment to the statutes or call for MCAA Board candidates restricting members of the MCAA board to be part of other boards that have overlapping interests with the MCAA. BC to re-contact the MCFA director to offer a counter-proposal towards a possible conciliation between the two associations. 11. Dealings with the former Chair of MCAA: Dr. Krstic Given the latest interactions between the MCAA and Dr. Krstic, there was a proposal to activate Article 16 of the MCAA AoA. It was recognised by Board Members that Dr. Krstic is acting in a manner that may damage the interests, reputation or image of the MCAA. It was noted that according to the same MCAA statutes - this should be done by writing and offer her 30 days to defend herself. The MCAA member account of Dr. Krstic should also be suspended once the official letter is sent The decision to activate the Article 16 of the MCAA statutes, based on Dr. Krstic conduct, was confirmed by the Board members in a simple majority vote. Requested action BC to send Dr. Krstic, in writing, and through registered mail, a letter with the relevant details leading to the decision of her exclusion (deadline 15 Dec 2018). Contractor to suspend the MCAA account of Dr. Krstic once the official letter is sent. 12. Feedback on the TranSkills project The initial plan was to fund 5-10 people for each course promoted under the Transkills project. However, the ExCom decided to approve circa 20 micro-grants per course. The Board has discussed alternative options for collaboration with this initiative that would not imply the launch of specific calls for micro-grants. In fact, the application to a micro-grant to attend these courses could be done by members via the regular call for micro-grants, which would result in continuing to support this initiative and would contribute to simplify the execution of overall related procedures. It can be also considered in the future to pay TranSkills to hire a member of the MCAA to deliver a course, for instance, on critical thinking. End of Meeting There being no further business to discuss the meeting was adjourned.

10 Action Summary Not started/completed Partially completed/sight delay On track/completed # Type Topic Outcome Proposed by Next step responsible Status 1 A Internal communications and information exchange Set up a common and easy to navigate calendar of events Suggest options for Chapters/WG to be able to create their own miniwebsites within the MCAA environment - Develop template for web-page of Chapters after receiving input from Chapter Chairs Mostafa Moonir SHAWRAV (during last board meeting) Intrasoft in cooperation with MM and IDA WG 2 D MCAA decided to become part of the RESAVER consortium. 2 A RESAVER partnership MCAA to reflect on what can be possible to make during the GA. Maybe something during the 3 rd February General Assembly. o Send answer to Veronica.cesco@ec.europa.eu Brian Cahill Brian Cahill 3 A DG-EAC welcoming pack o MCAA to reflect on how to contribute to this platform without duplication, knowing there will be direct links between it and MCAA. Brian Cahill Brian Cahill 4 A A A Speakers invitations General Assembly 2018 Zsofia BUTTEL (ZB) to invite (first) Lukas De Man, (then) Trudy Dehue, and (finally) Menno De Bree, to be speaker for the plenary one week deadline for each to accept, if not, invite the next one. Guilherme SERODIO (GS) to talk to Bala Atilli (BA) and An Janssen to invite some BeNeLux politicians (to be identified) to deliver a presentation Odissefs PANOPOULOS (OP) to invite Martine Reicherts for the plenary session and/or GA dinner. Exact information on intervention should be provided by the contractor beforehand. Various Brian Cahill Odissefs Zsofia Buttel Guilherme Serodio, Bala Atili Odissefs Panopoulos

11 # Type Topic Outcome Proposed by Next step responsible Status 4 A General Assembly OP to: o o Invite Rafaelle FERRANDO (DG-EAC) to be present during the GA to make an in-situ survey, and get inputs from people that have received MC grants or are interested in getting one. Ask EURAXESS to spread the word and invite the NCPs BC to prepare and send support document for OP to use in this invitations Odissefs A CM (and VF) to organise the Science Slam. Various Odissefs + Brian Cahill Valentina Ferro Calum McKichan A JKV to organise the Awards Ceremony. Janos KRISTON-VIZI Janos KRISTON- VIZI A Contractor to send everyone a reminder to suggest a short introduction to their sessions to add to the on-line Agenda Contractor Guilherme Serodio General D Assembly Invited speakers who are NON-MEMBERS will be reimbursed for real costs Brian Cahill Contractor A Contact ICUNET to explore synergies with MCAA Guilherme Guilherme A BC to send an to every member of the Board, WG and Chapters chairs with the link and suggestion to edit Brian Cahill Brian Cahill 5 A Advisory Board Members of the Board to input names on the shared file until November 24th Brian Cahill Board Members D Final decision on the members of the Advisory Board to be made at the next Board Meeting Brian Cahill Board Members

12 # Type Topic Outcome Proposed by Next step responsible Status 6 A Research Funding WG Contractor to design objectives of WG and the call text to submit it to the Board for comments and approval (by end of November) Kiran Kumar Chereddy Contractor 7 D Bernard L. Feringa, An Janssen, and EURAXESS Worldwide will become Honorary Members of the MCAA Honorary A MCAA Contractor to write draft letters inviting each to accept the prize Brian Cahill Contractor Membership A BC to send the letter to the elected honorary members Brian Cahill Brian Cahill 8 A A Budget and reimbursements Contractor to ask a specialized lawyer/accountant about the need in case the MCAA generates profits - to reinvest those profits. BC to send an to all WG chairs saying the Budget approval is suspended until accounts are reviewed and accepted Kiran Chereddy Brian Cahill Contractor Brian Cahill 9 A A MCAA Board members regulation MdF to draft a proposal for amendment to the statutes to oblige MCAA Board Members to resign from Boards of any other organisations that can enter in conflict or entail double-funding with the MCAA BC to re-contact the MCFA director to offer a counter-proposal towards a possible merger between the two associations. Matthew di Franco Brian Cahill Matthew di Franco Brian Cahill 10 A Dr. Krstic BC to send Dr. Krstic, in writing, and through registered mail, a letter with the relevant details leading to the decision of her exclusion (deadline 15 Dec 2018). Brian Cahil Brian Cahill A Contractor to suspend the account of Dr. Krstic until the end of this process. MAB Contractor

13 Annex I Proxys for Board of Directors Members Proxy - Amit Zodge gave his proxy to Kiran Chereddy Proxy Zoran Andjelic to Francesco Grassi: Proxy Wuarola Akande to Brian Cahill:

14 Proxy Marco Masia to Brian Cahill Proxy Bala Atilli to Kiran Chereddy

15 Annex II RESAVER Application form

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19 Annex III First draft proposal for a MCAA Board of Advisors (by Brian Cahill)

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22 Annex IV GA 2019 Venues comparison Vienna, Austria Criteria Lecce, Italy Saturday, February 23 Board Meeting Sunday, February 24 General Assembly Monday, February 25 General Conference Proposed dates for Board meeting, GA, and Conference Vienna / Austria City / Country Lecce / Italy All dates in late February, and all of March, are currently available (but the longer we wait, the higher the probability of other events getting in before us!) University of Vienna Audimax: 750 people HS31: 130 people HS32: 130 people HS33: 240 people HS07: 140 people Multiple Side-Rooms for: Conference Office, Storage, Volunteer area, etc. Senate s Chamber: 30 people VAM2: 18 people It would be possible to organise the board meeting in another location other than the main meeting location. There are multiple rooms available for the board meeting at TU Wien for 20 up to 80 people. It may even be possible to get the room free of cost. Location of the venue in the city Main spaces available: main meeting room (c.800 participants), additional rooms for parallel sessions, space for poster session Availability of meeting room with capacity for c.50 people, for the Board meeting on the day before the main events University of Salento Main Meeting Room: Body Y Room Y1 = 480 participants Y2 = 440 participants Y3 = 440 participants. Y1 and Y2 and 3 can be connected (Total of participants = 920) Secondary Main Room: Congress Centre = 520 participants Rooms Y4; Y5; Y6; Y7 (50 people each room)

23 Vienna, Austria Criteria Lecce, Italy 750 people Fixed PC LAN and WLan available (medium quality) Fixed streaming device available (only fixed camera angle) (high quality) streaming can be booked externally (estimated costs: 2000/day) Stage: ~ 20m x 4m Beamer: ~ ANSILumen, Tables: 6 Max. of 6 gooseneck microphones = advised max. 12 panellists Characteristics of the main meeting room: Capacity (number of seats available) IT infrastructure IT (Wi-Fi) Availability of material and connections for live streaming Size of the stage Projection facilities Availability of tables for panellists Microphones Other items Please provide map/plan and pictures. Y1+Y2+Y3 : Total of 920 participants Free Wi Fi (with University password) Connections for live streaming Table for 8 Relators Regia Movie Room; 5 video-cameras; Multimedia facilities 10 Microphones audio system, video projector, motorized projection screen, audio-video recording system, microphones Body Y - Edificio Angelo Rizzo. The Magna Hall is the Y1 with a seating capacity of 480. This classroom can be "widened" using the Y2 and Y3 classrooms, which can be joined together in a single room of 440 seats in total. In this way, the Magna Room capacity is 920 seats. The unification takes place through the reproduction of images and audio, from the main hall Y1 to the unified classroom Y2-Y3. The classroom has a speaker table with 8 seats. From this classroom you can stream to the internet. It also has an advanced director room from which to control the 5 cameras and all the multimedia devices. Corollary of these classrooms are Y4, Y5, Y6 and Y7. The first two (Y4 and Y5) are set up as teaching classrooms in all respects: audio system, video projector, motorized projection screen, audio-video recording system, microphone; the rest are always set up as teaching classrooms but with minimal multimedia facilities: video projector and projection screen. All the classrooms are located around a large atrium suitable for exhibition space, space for catering, etc. Congress Centre The classroom, once set up, will accommodate 800 seats. The multimedia equipment will be the same as the Edificio Angelo Rizzo with all the technical features: recording, streaming, and so on. Around this there are two more classrooms, one with 30 and the other with 60 seats. Also in this there will be a speaker table with 8 positions. All of these classrooms are set around a large living room suitable for exhibition space and catering.

24 Vienna, Austria Criteria Lecce, Italy Four rooms are booked, around 20 other rooms available, and can be booked. Seats: see above Each Room will either have a fixed PC or a Laptop, LAN and WLan are available, Streaming is not available (except for AUDIMAX and HS33) HS do not have stages Beamers are available in every room Arcades up to 500 posters Poster-stands have to be booked as Extra Services against Additional Charge Characteristics of the rooms for parallel sessions: Number of rooms available Number of seats available in each room IT infrastructure IT (Wi-Fi) Availability of material and connections for live streaming Size of the stage Projection facilities Availability of tables and chairs Microphones Etc. Please provide map/plan and pictures if available. Characteristics of the room/space for posters exhibition (NB: A single space is much preferred, if possible in proximity / combined with the catering facilities.) Size Capacity (how many A0 posters could be accommodated) Availability of poster stands Please provide map/plan and pictures if available. Four rooms are available: Y4-Y5-Y6-Y7: Y4 = 96 seats Y5 = 96 seats Y6 = 63 seats Y7 = 40 seats Y4 and Y 5 can be united in a whole room of 192 seats; Wi-Fi: audio system, video projector, motorized projection screen, audio-video recording system, microphones Tables and Chairs Microphones See above description for Congress Centre

25 Vienna, Austria Criteria Lecce, Italy Ceremonial Area (Main Ceremonial Chamber, Small Ceremonial Chamber, Senate Chamber, adjacent rooms) up to 1000 people It is important to note that the poster and catering spaces are within the same building, are close to the meeting rooms (only Audimax is on a different level), and that the possibility exists to get outside and get some fresh air in the courtyard. There are multiple opportunities for buffet-style food in the conference. We are in process of discussion with various catering services. More information will be provided during the presentation of the bid. Characteristics of the room/space for catering and lunch and coffee break service: Size/capacity Description of the space (e.g. access to garden and/or open spaces) Relation/position in relation to the other spaces (main meeting room, space for posters) Average cost for food per person (buffet style) Average cost for coffee breaks per person Please provide map/plan and pictures if available. See above description for Congress Centre 800 people Garden and open space Next to Main Meeting Room Catering = 25/30 euro (average) Coffee Break = 15 euro

26 Vienna, Austria Criteria Lecce, Italy Airport: Wien Schwechat International Airport, 19 km from the city centre; city centre easy to reach by CAT City Airport Train (16 min nonstop) Proposed venue University of Vienna 2 min from the metro station U2 and various tram lines; distance to city centre: 5 min, the venue is located in the city centre. Description of travel facilities: To the proposed country/city: nearest (international) airport, railways, motorways, etc. To the proposed venue: walking distance from train/bus station, distance from city centre, local public transport, etc. By train: Trenitalia Lecce Indirizzo sede: viale Oronzo Quarta - Lecce Informazioni Tel: (con operatore dalle ore 7.00 alle ore 21.00) Sito web: Ferrovie Sud-Est Indirizzo sede: viale Oronzo Quarta - Lecce Informazioni Numero verde: Sito web: Stp Brindisi Indirizzo sede: Contrada Piccoli Z.I Brindisi Informazioni Numero verde: Sito web: By air: SEAP S.P.A. - Aeroporti di Brindisi, Bari, Taranto, Foggia - Società Esercizio Aeroporti Puglia Informazioni Tel: Fax: Sito web: By coach: Autolinee Marozzi Indirizzo sede: via Bruno Buozzi, 36 - Bari Tel: Autolinee Marino Indirizzo sede: via Spoleto, 11 - Altamura (Ba) Tel: Miccolis Indirizzo sede: via delle Mammole, 26/28 - Modugno (Ba) Tel: Fax: Società Elios S.r.l Indirizzo sede: piazza del Sole, 36 - Calimera (Le)

27 Vienna, Austria Criteria Lecce, Italy More than 8000 hotel rooms in the city centre. These hotels can be reached by foot within 20 min. Rates from 50 up to 950, it depends on the hotel category. Description of nearby hotel / accommodation facilities for participants, including: total available capacity, expected rates, possible discounts. Grand Hotel Tiziano Lecce Total Rooms: 270 Offering a special deal for MCAA; rooms between 55 and 105 per night By car: Motorway A14 direction south / Bari and then direction Lecce; the hotel is at the entrance to the city (GPS address "Bastion Square") By plane: Brindisi International Airport Papola Casale, and then Shuttle Bus to Lecce with stop at the Air Terminal 50 meters from the Hotel On the train: Lecce Railway Station and then 10 minutes by taxi to the Hotel The hotel can offer: Free Garage Bicycles for city tours and tours Tips on a range of customized excursions by paying by selected agencies Special conditions at seaside resorts and beaches Special tips and conditions for the purchase of Salento's gastronomic, crafts, design, and art products The Air Terminal is located just 50 meters from the hotel, providing you with the convenience of a shuttle service to and from Brindisi International Airport Papola Casale, convenient and economical alternative to the taxi. Hotel President 150 Rooms 65 Euros Hotel Hilton 143 Rooms 82 single room and 102 double rooms Vienna has one of the best public transport systems in the world. One underground line, as well as multiple tram-lines are within 2 min walking distance from the meeting venue. If necessary, description of means of transit between accommodation and the venue (i.e. if not within easy walking distance = < 1 km And others... Bus - Linea L209 Lecce-Rettorato-Ecotekne-Fiorini

28 Vienna, Austria Criteria Lecce, Italy Vienna is called the City of Music as well as City of Dreams. The city centre, with a lot of restaurants as well as tourist attractions, like the famous Ring Boulevard (Ringstrasse), and the St. Stephen s Cathedral, are in walking distance from the proposed venue. Moreover, the Museum of Fine Art, Vienna State Opera, Albertina Museum, Schönbrunn Palace, Belvedere Palace are all easily reachable via public transport. We are planning to organise the social dinner in one of the main touristic places of the City Rathaus (the City Hall). In addition, the venue of the meeting itself attracts tourists due to its architecture. Vienna Ice Dream or Wiener Eistraum is just within 5 min walking distance from the meeting venue. Austria is also famous for winter sports, and a ski or snowboarding holiday could even be possible before or after the event. City hall or a Heuriger (wine taverns surrounded by vineyards at the outskirts of the city). At the City Hall: the large room for the gala dinner could be provided after the bid is confirmed (application from the organizer necessary). Description of local entertainment facilities (restaurants, bars, nightlife, tourist attractions), that may be an attraction for participants. Options available for organising an evening event (e.g. dinner, etc.) for a substantial number of participants (i.e. up to 1000). Called the Florence of the South, Lecce is the provincial capital of the Salento area, only 12 km away from the Adriatic Sea. The city, which has strong Messapian roots, was known to its Roman rulers as Lupiae. Today, it welcomes visitors with its magnificent baroque architecture, which blazes on the portals of its palaces, and on the facades of the many churches that line the streets inside the city's three ancient gates: Porta Rudiae, Porta San Biagio and Porta Napoli. The common factor in the city s characteristic baroque exuberance is the local Lecce stone, so soft and malleable, that master stonecutters could create highly sophisticated stone embroidery. The best example of this style is represented by the facade of the Basilica of Santa Croce and by the spectacular Piazza Duomo, home to a soaring bell tower, bishop s palace, and the lovely Palazzo del Seminario. Strength and majesty, however, characterize the castle built by Charles V and designed by Gian Giacomo dell Acaya. The Roman Amphitheatre, adjacent to the central Piazza Sant Oronzo, offers an intriguing insight into the city s history. Local entertainment facilities are described in the link Near Lecce there are a lot of places where it is possible to organize an evening event for a substantial number of participants.

29 Vienna, Austria Criteria Lecce, Italy Reception at the City Hall or gala dinner at the a Heuriger. However, there are many other options such as city palaces and contemporary venues. Proposal for possible social events that might be organised around the conference (e.g. guided tours, reception/dinner event, etc. Walking Tour in Lecce, the Florence of the South Italy, with Baroque-style architecture. Lecce is located in Apulia the heel of Italy, and is the capital of a land called Salento, surrounded by the Adriatic Sea. Walk through the old town and discover the wonders of Lecce, explore the Duomo square, the cathedral, the church of St. Irene, St.Oronzo square and the remains of the Roman amphitheatre. Discover the Basilica of Santa Croce, a jewel of Lecce Baroque and the near Celestine Convent. 50% discount from the University of Vienna for the conference facilities. Support from Vienna Convention Bureau, City Mayor of Vienna, local universities, national contact point and ministries 15% discount from Austrian Airlines for conference participants Possibility to receive support from Vienna Convention Bureau up to Please check the bid book for more information. Potential external funding from academic as well as industrial organisations. Any additional information/ support documents What You Can Expect: Ruins of the Roman Amphitheatre The discovery of Lecce starts from the beginning pre-roman and Roman, to the great period of the Baroque, a walk to the historic centre that will take you to discover the wonders of Lecce, one of the most beautiful cities of southern Italy. The route starts from Porta Napoli to Piazza Duomo (Cathedral, Bell Tower, Bishop's Seminar), the baroque heart of Lecce. Continue walking to the Church of St. Irene, Sant'Oronzo square, where you can see the ruins of the Roman amphitheatre, the church of San Marco and the Sedile. Walking through the streets of the old town, we will visit the Church of Santa Chiara and Roman Theatre, other important particulars of the story of Lecce. The tour could end at the Basilica of Santa Croce, a jewel of Lecce Baroque and Celestine Convent We can have a little sponsor Istituto Santa Chiara The Santa Chiara Institute is a functional rehabilitation facility for people with physical, mental, and sensory disabilities, dependent on any cause (established by Article 26 L. 833/1978) and High Tech Diagnostic Centre and a Master School in Psychotherapy with a neurocognitive address. The institute could cover a coffee break for 100 participants.

30 Annex V Funding Overview Year 1 & 2

31 Annex VI MCAA annual budget propositions