Resources for Event Organizers
Guidelines for organizers of events at the Fields Institute
As soon as an event is approved by the Fields Institute Directorate, organizers should contact the Fields Institute Manager of Scientific Programs to provide confirmation of the date and location for the event.
A page on our site is created for all events supported by the Fields Institute. This is done as soon as 1) dates are confirmed and 2) an event summary is received from event organizers for posting on the event's website. For most events, this page will contain all the relevant information for the event, including a schedule, speakers, participants list, sponsors, and related links. This is the case, in particular, for all events that are part of Fields Institute thematic or focus programs, and for most events held at the Institute.
In special circumstances, event organizers may arrange to have externally hosted pages. This applies, for example, to events held at other institutions or that are part of other series of events, such as rotating international conferences. In these cases, the page created by the Fields Institute will contain minimal information about the event and a link to the externally hosted site.
There are two options available to event organizers:
Option 1: funds administered by the Fields Institute
Under this option, the Fields Institute administers all the finances for the event. Accordingly, Fields will provide assistance with the following items.
- Budgeting: the Manager of Scientific Programs will work with organizers to draw up a budget for the event.
- Income: Income may include Fields Institute support, sponsorships, external grants and registration fees. The Manager of Scientific Programs can assist organizers to transfer funding from other funding sources to the Fields Institute. If there is a surplus after the event, the surplus can be forwarded to the organizers only if there is an explicit prior agreement between Fields and the organizers to cover expenses for future instances of the same event, such as the next instalment of a series of conferences already planned. Otherwise, the Fields Institute will retain the funds in lieu of overhead costs.
- Expenses: Expenses consist of visitor support and workshop overhead costs, such as catering, receptions, excursion, printing, mail outs, etc. Fields will send a letter of invitation indicating financial support to the visitors and will process their expense reimbursements. Similarly, Fields will pay all overhead expenses directly.
Option 2: funds administered by another institution
Under this option, event organizers can invoice Fields for the full support being offered. This can be done either before or after the event. In either case, a full financial report indicating how the funds were spent is required no later than one month after the event, and unspent funds must be returned to Fields. Please prepare the invoice according to this sample and send the signed invoice to the Fields Institute Manager of Scientific Programs.
Allowable expenses include:
- round-trip economy class commercial transportation expenses, or mileage, as appropriate
- daily hotel room charges, including applicable taxes
- taxi fares between the airport and meeting site, or economy long-term airport parking
Non-allowable expenses include, for example, hospitality expenses (i.e. refreshments, meals, beverages), the cost of which is to be covered from other sources, such as registration fees.
Although Fields can still advise on budgets under this option, all income and expenses must be handled by the organization administering the funds. In particular, Fields will not send letter of invitations with offers of financial support to speakers and participants.
Fields can handle online registration for supported events. Normally this applies to events held onsite at the Institute or for events held at other institutions with major financial support provided by the Fields Institute.
The Manager of Scientific Programs will discuss several aspects of registration with the organizers. These include, for example, whether or not there will be a cost for registration, discounted rates for students, and other items such as banquet or excursion fees. Fields registration forms generally allow very little customization--it may not be possible to add new items to the form.
Please note that it takes two to three weeks, from date of confirmation, for the Fields Institute to setup a registration form for which fees (registration or otherwise) are being collected.
There is a 3% charge by Fields on all income received through registration fees to cover processing costs.
The registered participant list is part of the information displayed on the event page and is updated regularly.
Online registration normally closes a few days before an event to allow time for event materials to be prepared. After this date, participants are welcome to register on-site on the first day of the event.
A standard workshop lasts five days from Monday to Friday and has about twenty talks (four per day, with a free afternoon on Wednesday). One of our goals is to encourage a "workshop'' atmosphere where participants can interact rather than merely sit and listen to lectures.
The Fields Institute can be staffed during its hours of operation, which are Monday to Friday, 9 am-5 pm. Staffing is also available one evening during an event if a reception is planned. Event organizers can be given keys to the building if they wish to use the facilities after hours. The Institute is closed on Sundays.
Event Catering and Entertainment
Morning coffee and afternoon tea breaks will be arranged by the Program Coordinator for your event, please note that the regular Fields tea break is at 3 pm each day.
Receptions can also be arranged for your event through the Program Coordinator, with a cash bar and light hors d'oeuvres
Hosted Receptions, Banquets, Luncheons or Excursions are arranged only on a cost recovery basis supported with a registration fee or sponsorships. As it is necessary to budget the cost of these items please discuss this option with the Program Manager before registration for your event is open.
For events with registration managed by Fields, event packages can be prepared for each event participant. Event packages may include:
- Fields Institute folder
- Event program
- List of participants
Shipping costs to off-site locations will be borne by event organizers or deducted, if available, from event proceedings if the Fields Institute is managing the funds for the event.
The Fields Institute can also produce an event poster in consultation with organizers and arrange for hard and soft copy distribution to relevant national and international institutions in our database.
A particular format is used to produce and distribute posters through Fields channels to the many constituencies with which we work. Organizers are welcome to create and distribute their own posters, but only posters produced by Fields will not be distributed nor promoted through Fields resources.
Parallel to poster distribution, Fields also send out mailer announcements to individuals and institutions subscribed to the Institute's mailing list.
The Fields Institute logo should appear on all event materials. Digital copies of the Fields logo are available for download in various formats here.
Recording and Livestreaming
Events held at Fields or in a different building but within St. George Campus of the University of Toronto can have video livestreaming and recording of the talks that occur during the event using our FieldsLive system.
By default, we try to encourage organizers/speakers to take advantage of the FieldsLive streaming services, which include being publicly accessible in the Institute's online video archive, but this is certainly left at the discretion of organizers/speakers.
Applications for Funding Support
Fields can set up an online funding request form for students or other participants. A funding requests list is then shared with event organizers.
It is standard for visitors to Fields to make and pay for their own housing arrangements. The Fields Institute housing resource page offers resources to Fields Institute members and visitors requiring housing.
Manager of Scientific Programs
Event organizers will first work with the Manager of Scientific Programs, to arrange a date for the event, draw up a preliminary budget, discuss the funding of invited participants and set-up the event web page and registration details. The Manager of Scientific Programs will maintain the budget for the event. After the event, the Manager of Scientific Programs will receive the financial report for events that used Fields Institute financial support as part of funds administered by another institution.
After preliminary planning is in place, the event will be coordinated by a staff Program Coordinator to finalize the event details, record registration, web site updates, event scheduling, day to day running of the event, communication with participants, prepare all event materials and arrange for catering. During event, the Program Coordinator will provide information regarding expense reimbursement, assist with equipment for speakers and the recording of talks. After the event, the Program Coordinator will receive Reimbursement Claim Forms from participants offered financial support.
12-6 months before event
- Date of event set with Fields Manager of Scientific Programs
- Event organizers must provide an outline of the event to Manager for web page. This information should include the title of the event, the names of organizers, an overview of the main topics or focus of the event and a preliminary list of invited speakers where applicable.
- If Fields is administering the support funding:
- Manager of Scientific Programs will draw-up preliminary budget with organizers.
- Event organizers must provide names and addresses of funded participants/speaker to Manager of Scientific Programs. Official invitations sent from Fields to funded participants/speakers.
- Event organizers to provide Program Manager with mailing list to advertise event where available.
4 months before event
- If requested, registration page set up through Fields on event web page. Fields Program Coordinator will maintain list of registrants and process any registration fees.
2 months before event
- Organizer must provided to Program Coordinator a speakers list with contact information. The Program Coordinator will solicit abstracts for the Program Booklet.
1 month before event
- All speaker abstracts must be received by Program Coordinator.
2 weeks before event
- Organizers to finalize and proof event schedule with Program Coordinator
2-4 weeks after event
- Scientific report submitted to the Manager of Scientific Programs for the Fields Annual Report and Newsletter
- Financial report submitted to the Manager of Scientific Programs