Information for Organizers

Organization of a programme or workshop

1. Before

Once a programme or workshop has been accepted and a time slot has been allocated, programme/workshop organizers should discuss possible periods of stay with potential participants, in particular with regard to their participation in core activities of the programme or workshop.

One year before the start of the programme or workshop the organizers ought to submit a written progress report to the Director of the ESI describing the status of the organisation of the programme or workshop.

Programme as well as workshop organisers are also expected to provide a web page for their scientific programme or workshop at the ESI. Since the ESI provides both hosting and funding for this activity the corresponding webpage has to be approved by the ESI directorate. In particular, the organizers are kindly requested to inform the  of any major changes before publishing it on the web page.

The ESI extends the invitation to participants in a programme or workshop. Organisers must provide a list of invitees who have already agreed to take part. The list must contain the following information:

  • name of the participant
  • affiliation and e-mail address
  • duration or exact dates of their stay
  • information on financial support (per diem): number of nights at EUR 80 (max.) or no ESI support

This list must be sent to the Head of the ESI administration office (secr(at) no later than 8 months prior to the start of the programme or workshop. Note that official invitations and offers of support can only be sent out by the ESI administration and will contain information on housing at special ESI rates (see Accommodation).

Programme and workshop schedules have to respect the fact that the Institute is closed during weekends and austrian public holidays.

2. During

At least one of the organisers must be present at the ESI at any given time during the programme or workshop. Regular communication with the Head of the ESI administration is crucial in order to guarantee the smooth running of the programme or workshop.

As a service to the local scientific community it is highly desirable to have a series of introductory lectures at the beginning of the programme or workshop. Announcements of lectures are made through the ESI administration office at least one week in advance in order to enable interested scientists from surrounding academic institutions to attend, and in order to avoid possible time clashes with other scientific activities.

The ESI's financial support (per diem), as granted in the letter of invitation, is submitted for payment by bank transfer after the guest's departure from Vienna.

The support of the ESI has to be acknowledged in all preprints and papers that are connected to the programme or workshop at the ESI. The organziers are invited to emphasize this to participants during the ESI event. 

3. After

A scientific report on the programme or workshop should reach the ESI Director no later than 2 months after it has ended. It should contain a description of the scientific activities and of any important results obtained. Lists of contributed preprints and lectures will be added by the ESI. A template for this report will be provided by the ESI. 

It is vital for the further funding of the ESI to keep track of preprints and publications where the support of the institute is acknowledged. The organziers have to assist the ESI in this matter by forwarding the text below to the participants of the progamme or workshop:

The ESI kindly asks you to send information about preprints/publications where your stay at the institute is acknowledged to  with a CC to  as follows:

Subject: ESI Research documentation /  Short_title_of_the_ESI_activity_YEAR

Email content:  Author(s) / title / arXiv number or journal reference / Short_title_of_the_ESI_activity_YEAR