Workshop Organizer Timeline The Simons Center follows a timeline in order to have efficient and successful workshops. The timeline can be seen below. Kim Keary is the Program and Workshop Coordinator for the Simons Center. She will be your contact in regards to the organization of your workshop. SCGP Workshop Organizer Timeline Activity Submit workshop activity proposal to Director John Morgan at inquiry@scgp.stonybrook.edu. For complete instructions on how to apply to organize a workshop, please see our webpage at: http://scgp.stonybrook.edu/?page_id=1558 Work with staff to draft an official invitation letter and create a list of participants to invite, via email. Review online web applications and accept all final participants. Graphic designers or organizers will provide an image or idea for the workshop poster and work with staff on the design. Submit schedule of talks. SCGP staff will contact speakers to request titles and abstracts and will also work on AV requirements. Finalize schedule of talks and approve poster design for advertisement. Deadline Decisions about workshops for an academic year are made in the Spring preceding that academic year and applications for a workshop are due on January 31. For example, applications to organize a workshop in either Fall of 2014 or the Spring of 2015 are due January 31, 2014. 6 months prior to workshop start date. 2 months prior to workshop start date. *Note: The deadline for all online web applications will be set at 2 months prior to workshop start date. 6 weeks prior to workshop start date. This will allow ample time for the graphic designer to create drafts. 1 month prior to workshop start date. 2 weeks prior to workshop start date.
Workshop Invitation The invitation includes: The name of the workshop Dates of the workshop The organizers of the workshop The offer for funded participants The credentials for the invitees to log in to our online registration system. Here is where they can confirm, accept, or decline an invitation. The link to the workshop website The link to the visa help website The link to the acknowledgement help website An example workshop invitation for funded participants can be seen on the next page. Please let Kim Keary know if you would like anything adjusted in this invitation.
Dear [FIRST NAME] [LAST NAME], It is our pleasure to invite you to a workshop on [WORKSHOP NAME] held from [DATES] at the Simons Center for Geometry and Physics. This workshop is a part of the [PROGRAM- if attached to any program]. To fulfill the Center's mission, we bring together leading experts from the physics and mathematics communities. Your participation will have a crucial impact, and we are writing to invite you to be one of the participants of the workshop. The Center will cover local hotel expenses during the conference and provide breakfast and lunch daily for registered participants at the Simons Center Cafe. The local hotel reservation will be arranged by the Center and you will be provided with your hotel confirmation in the future. There will also be a workshop banquet for all funded participants. *Although the Simons Center does not normally provide travel expenses to its visitors, there is a limited amount of such support available. Please let us know if you need to receive support for your travel in order to visit. Please login into the online registration page to confirm (or decline) your attendance. The deadline to respond to this invitation is [~3 months from sent date] You can access your registration information here: http://scgp.stonybrook.edu/register Last Name: LAST NAME] Email: [EMAIL] Pin: [PASSWORD] For more information please see the following important links: - Workshop information page: [LINK] - Visa guidelines: http://scgp.stonybrook.edu/about/visitor- info/visa- information - Paper acknowledgement guidelines: http://scgp.stonybrook.edu/scientific/acknowledging- the- scgp We hope very much that you will be able to attend this conference and help make it a success. If you have any questions please feel free to contact Kim Keary (kkeary@scgp.stonybrook.edu) or simply reply to this message. Best regards, [ORGANIZERS]
List of Invitees Six months prior to the workshop start date is when a list of invitees should be created. Therefore, when the official invitation is finalized, it can be sent to the invitees right away. Kim Keary will provide the organizers with the numbers in regards to invitations and funding. It would be greatly appreciated to include the full name of the invitees, as well as any additional information such as an email or the home institution. This will help us to correctly add them to our database. If this workshop is tied to a program: If program visitors have overlapping dates with the workshop, they will be automatically registered for the workshop.
Online Web Applications The Simons Center accepts applications for workshops via our webpage here: http://scgp.stonybrook.edu/apply The deadline to apply is two months prior to the workshop. At this time, the application will be closed and the list of applicants will be given to the organizers. The organizers can choose to invite any of these people, subject to space limitations for the workshop.
Workshop Poster Six weeks prior to the workshop start date is a sensible time to begin the poster process. The organizers are encouraged to pick an image for the poster. The graphic designers will then use this image, or pick an image themselves, and create a draft. Six weeks before the workshop gives enough time for the graphic designers to make drafts before the finalized poster is complete. An example of a poster can be seen below:
Schedule of Workshop One month prior to the workshop start date is a good time to start the creation of the schedule. The organizers should provide a list of speakers out of the workshop participants. The titles and abstracts for the talks will be collected by Kim Keary. 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). Kim Keary creates the schedule once the organizers pick an example schedule (below). The organizers can choose to create the schedule themselves, as well. Breakfast and lunch is provided by the Center for funded participants. Tea time is at 3:30pm every day at the Center for all workshop 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. The banquet is provided for funded participants. Organizers can substitute talks slots for a discussion period, if necessary. Please see the example schedules on the following pages. The shuttle schedule is only for those workshops in which the participants are housed at Danfords Hotel & Marina.
Example Schedule A Time 9:30am - 10:30am 10:30am - 11:00am 11:00am - 12:00pm 12:00pm - 2:15pm 2:15pm - 3:15pm 3:30pm - 4:00pm 4:00pm - 5:00pm Event Coffee Break Lunch Tea Time * Please note: This schedule is based on 4 talks a day. Organizers can adjust this as needed since it is an example schedule. s can be replaced with discussion periods, if necessary. Special events will be included based on workshops. Example Shuttle Schedule Mornings- From hotel to the Center 8:30am 9:00am Evenings- From the Center to hotel 5:30pm 6:15pm
Example Schedule B Time 9:00am - 10:00am 10:00am - 10:30am 10:30am - 11:30am 11:30am - 11:45am 11:45am - 12:45pm 12:45pm - 2:15pm 2:15pm - 3:15pm 3:30pm - 4:00pm 4:00pm - 5:00pm Event Coffee Break Short Break Lunch Tea Time * Please note: This schedule is based on 5 talks a day. Organizers can adjust this as needed since it is an example schedule. s can be replaced with discussion periods, if necessary. Special events will be included based on workshops. Example Shuttle Schedule Mornings- From hotel to the Center 8:00am 8:30am Evenings- From the Center to hotel 5:30pm 6:15pm
Finals Steps and Workshop Week Two weeks prior to the workshop, both the schedule and poster design should be finalized. Kim Keary will then send the workshop information (talk schedule, shuttle schedule, etc) to all participants via email (Vanessa Mieczkowski will send the housing information). This will give ample time for any last minute adjustments. Kim Keary will set up a registration table for the workshop. This table will have the name badges for the workshop participants (which they use to receive meals). schedules, shuttle schedules, campus maps, bus schedules, and posters will be available. Teresa DePace will also be available to distribute reimbursement paperwork. Photos of participants will be taken for the website and for security purposes.