EMBO Workshops

Application

About

EMBO Workshops are original meetings intended to provide scientists from different fields with an opportunity to discuss common themes and exchange cross-disciplinary results. The 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, Singapore or South Africa, although organizers can be based anywhere.

Funding

The maximum funding provided by EMBO for a workshop is 30,000 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 should 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
room hire, audiovisual and IT facilities essential for the meeting
grants to aid participants based in countries in need of scientific strengthening

How to apply

EMBO Workshops must be held in an EMBC Member State. The application process is handled via the online application system.

Each application is reviewed by two members of the EMBO Course Committee and the final decision is made by the entire committee when they meet to discuss all applications. Applicants are informed of the decision in May and October for 1 March and 1 August calls, respectively.

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.

All applications are treated in confidence and only publicized following acceptance of the funding conditions by the organizer. All correspondence concerning applications should be conducted with the EMBO office (courses_workshops @ embo.org). Any attempts to influence the decision process by contacting individual members of the committee will result in disqualification of the application.

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

Format

Programme details

Organizers should indicate an outline timetable, session titles with brief explanations of the subject matter covered and how they fit together, plus the names of 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 (but are not limited to):

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

Registration fees

Registration fees may be charged up to a maximum of 450 euro per participant (up to 600 euro for participants from industry). This should be paid directly to the organizer and included as income in the final financial statement. The registration fee must be waived for EMBO editorial staff, wishing to attend the workshop. The registration fee 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 of scientists with no substantial bias towards the host country. In the case of Singapore and South Africa a greater representation of scientists is encouraged.

At least two-thirds of the participants should be based in EMBC Member States.

Organizers must attempt to ensure a good gender balance when selecting participants. They are strongly encouraged to aim for a minimum of 30% female representation when selecting speakers (justification for significantly lower numbers must be provided). Both established and early stage group leaders/investigators should be included in the speaker faculty.

Poster sessions

When planning poster sessions, organizers should ensure that:

these are in close proximity to where lectures are being held
the display room is spacious and bright enough
these sessions are not held at the end of the day
sufficient and dedicated time is provided for poster viewing
a brief oral presentation is given by participants (where possible)

Promotion & Payment

Advertising & funding

All EMBO-funded workshops will be advertised in selected journals and on the EMBO website. 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 name the event as an EMBO Workshop and must include the EMBO logo with suitable prominence (additional funding may be acknowledged).

Poster and website assistance

EMBO will organize the set-up of all websites (including online registration) and design of meeting posters. Full details will be supplied to organizers shortly after funding has been confirmed.

Payment of the grant

The first payment (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. Payment of the remaining funds will be transferred to the organizers once the following documentation has been submitted to and approved by EMBO.

Final documentation

Short report about the workshop (scientific and general - this should include a short scientific overview, the reaction of the participants 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 and gender of participants, participants from industry, speakers and total applicants)
Programme and/or abstract book (in print or on CD)
Participants’ questionnaires (feedback from participants is to be submitted online, using the EMBO system)

The above documentation must be submitted to EMBO within six months following the end date of the workshop. Failure to do so will result in the final payment being forfeited.

Awards & Publications

EMBO reports

The organizers of EMBO Workshops are invited to consider the commissioning of a report about the workshop for EMBO reports. If interested, organizers must contact the editorial staff of EMBO reports (emboreports @ embo.org) well before the event takes place to ensure that there is space available in an appropriate issue. Please note that the report should not be written by the organizers but by one or more of the speakers.

However, organizers are encouraged to provide input regarding the selection of authors from among the workshop speakers.

It is stressed that the commissioning of such a report is an option and not an obligation. To download a copy of the “Guide for Authors” from the EMBO reports website, please go to:

http://www.nature.com/embor/pdfs/GUIDE_FOR_AUTHORS_MEETING_POINT.pdf

Other funds

EMBO Young Investigator Lectures

The EMBO Young Investigator Programme offers workshop organizers the opportunity to apply for support of a lecture to be given by an EMBO Young Investigator.

Eligibility: Only current EMBO Young Investigators are eligible. A list can be found on the EMBO website.

Maximum funding: 800 or 1,200 euro (for overseas speakers)

Please complete the application form and send it to the EMBO Young Investigator office (yip @ embo.org)

EMBO Science & Society Lectures

The EMBO Science Policy Programme offers workshop organizers the opportunity to include a non-scientific talk from a scientist, sociologist, ethicist or journalist.

Eligibility: The lecturer must hold a presentation on 'Science & Society' issues.

Maximum funding: 1,000 or 2,000 euro (for overseas speakers)

Please complete the application form and send it to the EMBO Science Policy office (policy @ embo.org)

EMBO Women in Science Lectures

EMBO Women in Science offers workshop organizers the opportunity to include a talk from a scientist to address issues related to women in science.

Eligibility: The lecturer must hold a presentation on 'Women in Science' issues.