General Preparation

Consult your Director presenting:

• Theme
• Participants (MPI and non-MPI)
• Target dates
• Publication plans
• Budget

and get an OK in principle.

A large conference may need to be brought up at a Director's Meeting. Note that for 'big name' participants, you need to invite one year ahead, bearing in mind University vacation dates in USA, for example.

As soon as the dates are fixed:

• Notify Operations, your director, and your department secretary by completing the workshop request form.
• Check the to-do list and task division with the secretary of your department. In principle you can ask the secretary for the following:
  • Book meeting rooms and any other special facilities. Conference room 163 needs to be booked via the secretary.
  • Email invited speakers about logistics (e.g. travel, hotel, reimbursements, see also point 4)
  • Book hotel rooms in Nijmegen
  • Book restaurants and order coffee/tea, food and drinks at the canteen of MPI (in accordance with the program)
  • Arrange transport for speakers between hotel, MPI and restaurant
  • Make badges
• Check with TG about technical equipment and/or assistance with:
  • Making an event page on MPI website, including a registration page and an abstract submission form.
  • Provision of an additional temporary wireless network (Wifi) for the audience to connect to.
  • Recording of presentations or discussion
• If poster boards are needed, please check with Jan Achterberg or Rober van Thiel about availability and reservation:
  • MPI has 40 poster boards with the following dimensions: 150 x 95cm.
  • The poster size that best fits the board is A0 (119 x 84cm).
  • The boards can be set up in landscape or portrait position.
  • Poster pins are available
• Workshop handout: Download a template workshop handout with some practical information for the participants. You can adapt the text or figure to your needs.

MPI can cover the following travel costs of invited guests:

• Economy flight fares or 2nd class train tickets (direct return)
• Hotel accommodation during event
• Local transport costs, such as bus

MPI cannot book any means of travel for guests, so guests have to book it themselves and request for reimbursement afterwards.

Please note that MPI cannot cover the following costs:

• Comfort seats
• Taxi fare or parking
• Other travel expenses besides those mentioned above (e.g. petrol or toll costs)
• Meals or incidentals

Here you can download an invitation letter or a travel reimbursement form for invited guests.

Please make a copy of the invitation letter for the Operations in order to inform them about the expected travel reimbursement.

Please note that MPI can only cover costs for catering or restaurant visits during the workshop if the meals are part of the workshop program and are only a short interruption in between the meetings, in order to go on with the meeting afterwards. We do not give any cash money in advance.