Submission Guidelines for Workshop Proposals

The ESI schedules several workshops each year. On this page you can find details on the application process for the organization of workshops. Note that the ESI considers the fruitful interaction between mathematicians and physicists an important component in the evaluation — and acceptance — of workshop proposals.

1.) Submission of workshop proposals

Proposals should be submitted in PDF-format to

Download the cover sheet that has to be submitted together with your proposal here.

The deadline for proposal submission for workshops is May 15 for workshops taking place from April 1 of the following year to March 31 of the year after.

Next deadline: May 15, 2024

A proposal must contain:

  • The names of the organizers, including a local organizer
  • A proposed time slot (workshops usually last 1 week)
  • A brief but precise description of the scientific aims of the workshop, about 2 - 3 pages in length
  • A list of scientists to be invited including some key contributors who ideally have already expressed their intention to participate
  • A description of potential interactions with local scientists and/or programmes at other institutions
  • An indication of additional sources of funding for participants including post-docs

The ESI strongly supports efforts to improve the gender balance in mathematics and physics and particularly encourages the participation of women in all ESI activities. For workshops organizers should aim for at least 20% female participants and ideally also the organizing team should include women. The expected number of female participants should be stated in the proposal. Thus, 20% of the ESI workshop budget will be reserved for per diem payments to female participants only.

Workshop proposals will be sent to at least two external referees and will then be decided by the Kollegium of the ESI based on the referee reports. The Director of the ESI will then communicate the subsequent decisions on the submitted workshop proposals to the applicants. At the same time he will allocate time slots to the accepted workshops and inform the successful applicants of the level of funding granted to them.

The extent of financial support for workshops by the ESI will typically be in the range of EUR 12.000 - 20.000. The Institute encourages visits by qualified scientists who wish to collaborate with participants of ESI research workshops and local scientists (see ESI scholars).

The ESI supports workshop participants with a per diem of up to EUR 80 per night spent in Vienna. Travel expenses cannot be paid by the ESI.

2.) Guidelines for workshop proposals

Applicants should initially concentrate on identifying a representative group of leading experts in the field as prospective participants. This will help to give scientific direction and focus to the workshop.

Applicants are encouraged to look for additional sources of funding for their workshop. In particular, they should indicate contributions they expect from other sources, names of scientists able to participate using own funds, and kinds of support for post-docs or graduate students they envisage.

Workshops typically run for 1 week.

The applicants should indicate their preferred dates for the workshop and give possible alternative time slots. Upon final acceptance of a workshop proposal, the ESI Director will coordinate the dates of the various workshops and thematic programmes and inform the applicants accordingly.

The scientific community measures the ultimate success of a workshop by the impact it has on the research subject. However, a preliminary indicator is the quality and number of preprints and subsequent publications by guest scientists related to their work at the ESI.

Once your workshop proposal has been accepted, please visit our info for organizers page for further details.