Advice for organizers
To assist you when applying for funding and to increase the chances of your Courses & Workshops application being selected for funding, please consider the following points regarding:
Applicant & Co-organizers
- It is expected that the organizing committee rotate for repeat EMBO Workshops or EMBO Conferences, with no one scientific organizer involved with organizing three consecutive conferences or workshops (the rule does not apply for EMBO Practical Courses or Lecture Courses).
- Co-organizers should be from more than one institute, ideally from several countries.
Dates & Location
Topic & Programme
- Topics should be timely and preferably not in an area where there is already an overabundance of meetings.
- If the topic is similar to an on-going EMBO Conference Series, please clearly indicate the unique focus of your meeting.
- Please ensure that feedback from the previous meeting is given to the EMBO Courses & Workshops office prior to submitting your application. If there was any negative feedback please indicate your attempts to rectify these issues in the current application.
- The programme should be sufficiently detailed to list session themes and the status of speakers (either confirmed or unconfirmed) should be clearly stated.
- Enough time should be planned for discussion and there should be sessions that promote interactions between the participants.
- Poster sessions should be held at a time that encourages maximal attendance and in a room with sufficient space.
Participants & Speakers
- The approximate size of the various EMBO funded meetings should be as follows: not more than 25 participants (excluding speakers) for a practical course; not more than 120 participants (including speakers) for a workshop; greater than 150 participants (including speakers) for a conference series.
- Ideally, early stage participants should have the opportunity to attend.
- Not more than 15 % of participants should be from the host country (applicable only to the EMBO Courses & Workshops taking place in EMBC Member States).
- At least two-thirds of participants should be resident in EMBC Member States (applicable only to the EMBO Courses & Workshops taking place in EMBC Member States).
- Participants should not be restricted to pre-defined participants (whether this be an EU-network or other defined group).
- When selecting participants, you are requested to consider the commitment of EMBO to a reasonable gender balance in all EMBO activities.
- Equally you should try to avoid any significant regional bias.
- There should be enough speakers to cover the topic in sufficient depth but without making the programme overly dense.
- It is expected that at least 50% of the speakers are different between subsequent conferences in a series.
- Organizers are strongly encouraged to aim for a minumum of 30% female representation when selecting speakers (if there is a lower proportion justification must be provided).
Frequently Asked Questions
Attending EMBO Courses & Workshops
A. A limited number of EMBO travel grants support the attendance of participants from selected countries at EMBO Courses & Workshops and The EMBO Meeting. You can find details how to apply on the website of the event.
EMBO travel grants cannot not be used to support attendance at non-EMBO funded events.
A. EMBO travel grant awardees are selected based on scientific merit by the event organizers. The contact details of the organizers will be found on the event website.
A. Participants working in laboratories in priority countries are eligible to apply for EMBO travel grants, irrespective of their nationality.
A. Regardless of their nationality:
First priority is given to participants working in laboratories in: Croatia, Czech Republic, Estonia, Greece, Hungary, India, Italy, Lithuania, Malta, Poland, Portugal, Singapore, Slovakia, Slovenia, Spain, South Africa, Taiwan and Turkey.
Second priority is given to participants working in laboratories in: Africa, Asia (excluding Japan, Singapore, and Korea), South and Central America, Albania, Armenia, Azerbaijan, Belarus, Bosnia and Herzegovina, Bulgaria, Cyprus, Georgia, Kazakhstan, Kosovo, Kyrgyzstan, Latvia, Lithuania, Macedonia, Moldova, Montenegro, Romania, Russian Federation, Serbia and Ukraine.
EMBO travel grants are not available for participants working in laboratories in: Australia, New Zealand, North America, Japan, Korea, and other European countries (apart from those listed above).
A. Yes, EMBO travel grants are available for attendees working in the priority countries.
EMBO travel grants are not available for participants working in labs in: Australia, New Zealand, North America, Japan, Korea, and other European countries not included in the priority countries. However, grants can be provided to participants working in these countries from the EMBO core funding or if you have additional sources of support.
e.g.: If core funding is €30,000 and travel grants funding is €2,000, the €2,000 can only be used for participants from the priority countries, but additional travel grants can be offered to any participants from the €30,000, as long as funds are still available.
A. Participants are selected by the scientific selection committee based on scientific merit: priority is not given to members of EMBO communities.
A. EMBO Young Investigators and Installation Grantees can apply for meeting grants to support attendance of themselves or their lab members at relevant meetings. EMBO Young Investigators invited as speakers are also eligible for EMBO Young Investigator Lecture Grants. Please see the Programme Guide for EMBO Young Investigators for further details of the support offered.
Applying to organize EMBO Courses & Workshops
A. Funding is available to organize conferences, workshops, EMBO | FEBS Lecture Courses, EMBO Global Exchange Lecture Courses, practical courses, and funded lectures by EMBO Members and EMBO Young Investigators.
Applications for EMBO Young Investigator Lectures must be submitted at least one month before the conference.
A. For EMBO Courses & Workshops, applications should be submitted before the annual deadlines (1 March and 1 August) in the calendar year prior to the proposed meeting date (e.g. the 1 March 2016 and 1 August 2016 deadlines are for EMBO Courses & Workshops being held between 1 January 2017 and 31 December 2017). Applications will not be accepted for proposals taking place in the same calendar year.
For EMBO Keynote Lectures, priority will be given to applications received at least 9 months in advance of the meeting. There are three annual deadlines: 1 February, 1 June and 1 October.
For EMBO Global Exchange Lecture Series, priority will be given to applications received at least 6 months in advance of the meeting. Applications can be made at any time.
A. The 1 August deadline is for events happening anytime in the following calendar year (e.g. the 1 August 2016 deadline is for EMBO Courses & Workshops being held between 1 January 2017 and 31 December 2017). However, please bear in mind that in order to allow enough time for proper advertising and promotion of the event in case of acceptance, it is best to apply at least twelve months before the intended start of the event.
Q. Can I apply at the 1 March deadline for EMBO Courses & Workshops taking place in the same year?
A. No, applications will not be accepted for EMBO Courses & Workshops taking place in the same calendar year.
A. The outcome of EMBO Courses & Workshops applications is normally communicated within 10 weeks of the application deadline but it may take up to maximum of 13 weeks. The outcome of EMBO Keynote Lecture applications is normally communicated within 6 weeks of the application deadline.
A. Yes, but please be aware that as soon as a deadline has passed, the application system is closed, and consequently you will not have access to the application before the application system is re-opened (approximately three months before the next application deadline).
Q. What support is offered to EMBO Courses & Workshops?
A. Financial support is available to organize EMBO Conferences, EMBO Workshops, EMBO | FEBS Lecture Courses, EMBO Global Exchange Lecture Courses and EMBO Practical Courses, as well as for EMBO Keynote Lectures and EMBO Young Investigator Lectures. Travel grants support the attendance of participants from selected countries. EMBO assists the organizer with the design of a poster, set-up of a website and registration system, and with promotion of the event. EMBO will also provide bags and pens for participants and speakers.
Q. In which countries can EMBO Courses & Workshops be held?
A. EMBO Courses & Workshops can take place in EMBC Member States or cooperating partner countries, although organizers can be based anywhere. If you wish to apply for an EMBO event held in a country that does not yet have a cooperation agreement, you should first contact the programme manager.
Q. Which are the EMBC Member States?
A. The following countries are currently EMBC Member States: Austria, Belgium, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Israel, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Slovak Republic, Slovenia, Spain, Sweden, Switzerland, Turkey, United Kingdom.
EMBO has signed cooperation agreements with the following countries / institutions: Singapore, South Africa and Ministry of Science and Technology and Academia Sinica, Taiwan.
A. The maximum funding available for an EMBO Conference / Workshop / Practical Course and an EMBO | FEBS Lecture Course is €30,000. The maximum funding available for an EMBO | EMBL Symposium is €50,000. The maximum amount of funding available for EMBO Conferences / Workshops / Practical Courses in non-EMBC / non-cooperation countries, as well as for EMBO Global Exchange Lecture Courses is €20,000.
A. A proportion of the EMBO Courses & Workshops support is transferred approximately 3 months prior to the meeting, with the balance being transferred following receipt of the final financial statement and other meeting documentation: please consult the relevant guidelines for more details. Reimbursement for funded lectures by EMBO Members and EMBO Young Investigators is made after receipt of the relevant receipts and reimbursement form.
A. Please consult the relevant guidelines for details.
Q. What is an "ideal" location for EMBO Courses & Workshops?
A. The venue should be easily accessible from local airport(s) or train station etc. and should have suitable facilities. Preferably, accommodation should be onsite or close-by, there should be sufficient space for poster sessions, good audio-visual support, free wifi, etc.
For EMBO Global Exchange Lecture Courses, in order to allow local scientists to attend the possible symposium, the course should be held at an easily accessible research institute or university.
A. The EMBO Course Committee considers very seriously the efforts made to optimize the benefits for early-stage researchers. These include also making efforts to accommodate all participants and speakers in the same location/limited number of locations, as well as making other conscious attempts to promote interactions amongst attendees.
A. It is better to have the majority of the speakers tentatively confirmed at the application stage. EMBO Courses & Workshops applications with all the speakers unconfirmed are rarely successful in being awarded funding.
A. We consider the gender balance to be reasonable when at least 30% of the speakers are of the minority gender.
Q. At least 2/3 of participants should be resident in EMBC Member States (applicable only to the EMBO Courses & Workshops taking place in EMBC Member States) – does this rule apply to speakers as well?
A. There is a recommended proportion of participants from EMBC Member States (at least 2/3) but this is not strictly applied to the speakers. The primary point that the committee will take into consideration is the scientific merit of the speakers and the geographical distribution of the invited speakers is of secondary importance. Normally it is expected that there is no bias among the speakers towards any particular country/countries.
Q. Not more than 15% of participants should be from the host country (applicable only to the EMBO Courses & Workshops taking place in EMBC Member States).
We selected 18 American speakers out of 40 (45%), and the remaining 22 speakers are from EMBC Member States. Does this rule refer to both speakers and participants?
A. This rule refers only to participants, but this is not strictly enforced unless the meeting is oversubscribed; if undersubscribed, it is ok to have a greater proportion of local participants.
A. The 15% is only for EMBO Workshops held in EMBC Member States. For an EMBO Workshop held for example in Singapore, it is expected that the majority of the participants come from Singapore and elsewhere in Asia.
Q. EMBO Press editors attending EMBO Courses & Workshops
A. One EMBO Press editor should not be charged the administrative portion of the registration fee for EMBO Courses & Workshops, but they will pay for the accommodation and travel expenses.
A. The maximum registration fee for EMBO Conferences and EMBO Workshops is €450 (excluding accommodation) for academics and €650 (excluding accommodation) for participants from industry. The maximum registration fee for EMBO Practical Courses is €400 (including accommodation) for academics and €1,000 for participants from industry. €1,000. Organizers may charge less than these maxima.
A. For EMBO Conferences and EMBO Workshops, accommodation can be charged separately, in addition to the maximum €450 registration fee. For EMBO Practical Courses accommodation must be included in the maximum €400 registration fee.
A. Please contact EMBO Communications with your request.
A. EMBO will provide bags, pens and EMBO annual poster for participants and speakers (please note that notebooks are not provided).
A. Unfortunately this not possible.
A. Once the funding conditions have been accepted EMBO Courses & Workshops and EMBO Keynote Lectures are included on the EMBO Calendar of Events. It may be possible for external meetings can be advertised via the EMBO social media channels. Please contact EMBO Communications with your request.
Q. I've applied to EMBO for funding but I need to print my poster before hearing the decision: can I use the EMBO logo or must I wait until I hear whether the event will be funded or not?
A. The EMBO logo can only be used after the funding acceptance has been communicated, when you will also be informed about all EMBO advertising requirements.
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