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Workshops

 

About

EMBO Workshops are original meetings providing scientists from different fields with an opportunity to discuss common themes and exchange cross-disciplinary results. EMBO Workshops are expected to be stand-alone and not satellite meetings. Typically, a maximum of 120 participants (including speakers) should be accepted. Priority is given to EMBO Workshops taking place in EMBC Member States and in cooperating partner countries, although organizers can be based anywhere.

Application

Annual application deadlines: 1 March and 1 August for workshops planned for the following year.

The application process is handled via the online application system. Priority is given to EMBO Workshops taking place in EMBC Member States and in cooperating partner countries, although organizers can be based anywhere.

 

Both the 1 March and 1 August application deadlines are for funding of workshops taking place in the following year. However, organizers are encouraged to apply at least twelve months before the workshop takes place, to ensure enough time for the proper advertising and promotion of their workshop, in the case of acceptance.

 

Each application is reviewed by at least two members of the EMBO Course Committee. The final decision is made by the entire committee. Applicants are informed of the decision within ten weeks of the application deadline. All applications are treated in confidence and only publicized following acceptance of the funding conditions by the organizer.

 

The This email address is being protected from spambots. You need JavaScript enabled to view it. should be contacted to answer any questions concerning applications. Contacting individual members of the EMBO Course Committee to influence the decision process will result in disqualification of the application.

Format

Organizers should indicate a provisional timetable, that includes session titles with brief explanations of the subjects covered and how they fit together. The provisional timetable should also include confirmed speakers for each session and the reason for their selection.

 

The EMBO Course Committee considers very seriously the efforts made to optimize the benefits for early stage researchers. These include:

  • ensuring that at least 50% of the speakers are different to those who spoke at a similar EMBO Workshop in the past (if applicable);
  • ensuring that the number of talks is not excessive, so that there will be time for participants to discuss informally;
  • inclusion of presentation slots for early-stage researchers;
  • including poster sessions and ensuring that poster sessions are not solely relegated to late night slots;
  • making other conscious attempts to promote interactions amongst attendees.

Registration fees:

  • may be charged up to a maximum of €450 per academic participant (excluding accommodation);
  • may be charged up to €600 for participants from industry (excluding accommodation);
  • should be paid directly to the organizer (or the organizer's nominee) and included as income in the final financial statement;
  • must be waived for one EMBO editor staff wishing to attend the workshop;
  • may be waived for editorial staff from other scientific journals who attend an EMBO Workshop and publish a report in their journal.

Speakers & Participants
When selecting speakers and participants, organizers are requested to ensure a wide geographical representation. At least two-thirds of the participants should be based in EMBC Member States with no more than 15 % of participants residing in the country where the workshop is being held. In the case of workshops held in cooperating partner countries a greater representation of scientists based in the respective continent is encouraged.

Organizers are strongly encouraged to aim for a minimum of 30 % female representation when selecting speakers (if there is a lower proportion justification must be provided). Applications with an excessive gender imbalance are generally not successful.

Both established and early stage group leaders/investigators should be included in the speaker list and clearly indicated in the application form.

Further advice is available on the advice for organizers page.

Financials

The maximum funding available for an EMBO Workshop is 30,000 euro. The maximum amount of funding available for EMBO Workshops in non-EMBC/ non-cooperation countries is 20,000 euro. Decisions on the amount of funding are made on a case-by-case basis. Organizers are therefore required to justify all major costs in the budget section of the application form. It is expected that participants (other than the speakers) will pay for their travel, accommodation, subsistence and a modest registration fee. EMBO funds must not be used to cover per diem expenses, poster prizes or other gifts.

 

EMBO funds can be used to cover:

  • travel (Apex / Economy), accommodation and subsistence costs of the speakers;
  • reasonable administration costs (max. 4000 euro);
  • room hire, audiovisual and IT facilities essential for the conference;
  • grants to aid participants from countries in need of scientific strengthening.

Payment of the grant
50 % of the total funding will be transferred to organizers approximately four months prior to the start of the workshop. EMBO must be notified of any significant changes to the workshop budget after it has been initially approved.

Once the final documentation has been approved EMBO the remaining funds will be transferred. The final documentation has to be submitted to EMBO within six months following the end date of the conference. Failure to do so will result in the final payment being forfeited.



Documentation

  • Short report (1-2 pages) about the workshop, including a short scientific overview, participants' reaction to the location and organization, and any other relevant comments.
  • Final financial statement, which should include all income and expenditure for the workshop. (Please note that the organizer must retain receipts for five years after the workshop, for possible auditing.)
  • Statistics: total number of applicants, and the number, gender, nationality and country of residence of academia & industry participants, and of instructors and speakers.
  • Programme and/or abstract book (printed or electronic).
  • Participants' questionnaires: participants submit their feedback using the online EMBO questionnaire. Results will subsequently be shared anonymously with organizers.

Promotion

Advertising & co-funding

The workshops must be entitled "EMBO Workshop". All materials must include the EMBO logo prominently. The website and poster must also include the EMBO Workshop stamp. Co-sponsors can be acknowledged (e.g. "EMBO Workshop on XYZ, with co-sponsorship from ABC") on the workshop website, but cannot be mentioned in the title of the event on the EMBO Calendar of Events.

 

EMBO does not consider co-funding workshops when the other funder insists on the proceedings being published (although publications can arise from EMBO Workshops, provided that all contributions are solicited voluntarily).

 

All EMBO Workshops are advertised on the EMBO poster, EMBO website and social media channels and through selected other print and online media.

 

Additional advertising is left at the organizer's discretion. It is a strict condition of EMBO support that any additional publicity, as well as the programme and abstract book, should clearly indicate that the meeting is an EMBO Workshop, without subtitles relating to previous similar meetings.

 

Poster and website assistance

EMBO offers to create a website (including online registration) and design a poster, at no additional charge. Full details will be supplied to organizers shortly after funding has been confirmed.

 

Deadlines

1 March and 1 August for workshops planned for the following year.

Contact

This email address is being protected from spambots. You need JavaScript enabled to view it.

 

  Anne-Marie Glynn
 Programme Manager
 T. + 49 6221 8891 104

 

  Bronagh Carey Bronagh Carey
  Administrator
  T. + 49 6221 8891 409

 

Elena Ratcliff  Elena Ratcliff
  Administrator
  T. + 49 6221 8891 105

 

Aditya Kusuma Jati  Aditya Kusuma Jati
 Web & Graphic Design Assistant
 T. + 49 6221 8891 131