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THE
FIELDS INSTITUTE FOR RESEARCH IN MATHEMATICAL SCIENCES
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Facilities
and Resources for Event Organizers
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1. Overview of Resources provided through
Fields include:
1.a Web Page and On-line Registration and Travel Support Funding Applications
Fields can host a web page on our site and set-up on-line registration.
If you would like Fields to host the web page and/or registration we will
require an overview of the event for the web page and the details of registration
(i.e. registration fees, whether there is a discounted student rate, or
a banquet, etc.). Fields can also set up an on-line funding request form
for students if you intend to take applications for support. The registered
participant list (and funding requests if applicable) will be put onto a
web page and updated weekly. If you intend to charge a registration fee
there is a 3% charge by Fields on on all income received through on-line
registration to cover banking charges on the processing of credit card payments.
Registration is cut off one week before an event to allow time for event
materials to be prepared, after this time participants are welcome to register
on-site the first day of an event
Alternately event organizers are welcome to arrange your own web page and
registration. Once you have the web page set up though would you please send
us the URL so we can link to it from our site.
1.b Funding
a) If you would like Fields to administer the support funding, invitations
offering support to participants can be sent through Field and Fields will
take care of processing expense reimbursements. With this method, once you
know who you would like to invite with offers of support please pass this
along to me and I will prepare a budget for your approval and send out invitations
on your behalf
b)Alternately you are welcome to invoice Fields for the full support being
offered. Please indicate on the invoice that the funds are in support of
"NSERC eligible expenses" and send the signed invoice to the attention
of the Manager of Scientific Programs at Fields. In this case Fields will
require an accounting of funds spent after the Workshop and unspent funds
must be returned to Fields. Overhead costs are capped at 10% of Fields funding
expended on scientific activity. Sample invoice
Note, if support funding is not claimed by one month after the event Fields
commitment of support will be removed.
1.c Advertising
Fields staff will advertise the event on our web site and activity listings
and can prepare posters to be mailed to the event organizers as well as
our sponsoring and affiliate universities.(communications<at>fields.utoronto.ca)
2. Budgeting
and Inviting Participants/Speakers
3. Planning
and Fields Staff
- 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 Program Manager will maintain the budget for the event.
- Program Coordinator. 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 your event they will provide information regarding expense
reimbursement, assist with equipment for speakers and the recording of talks.
4. Time
Lines
- 12-6 months before event to be held at Fields
- Date of event set with Fields Manager of Scientific Programs
- Event organizers must provide an outline of the event to Manager
for web page, event alias and URL set. 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.
Claim forms will be processed through Fields
- Event organizers to provide Program Manager with mailing list to
advertise event where available.
- 4 months before event
- If requested registration page up 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 is to be submitted to the Fields Directorate office
for the Fields Annual Report and Newsletter
5. Event Format
- Scheduling
- A standard workshop lasts five days (M-F) 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.
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The Institute is open 9-5 during the week, and can be staffed 8:30
a.m. - 6 p.m., Monday to Friday, 9-5 on Saturday during events.
Staffing is also available one evening during an event if a reception
is planned. Participants can be given keys to the building if they
wish to use the faciltites after hours. The Institute is closed
Sundays.
- Program Booklets
- 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 p.m. 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.
- During the Workshop
On the first day of your event, during the welcome to participants, please
also introduce the Program Coordinator for the event, and indicate they
will be assisting participants with reimbursment claim forms and any questions
that may arise. Also announce to speakers that they are being recorded
for the Fields web audio and to give their presentations to the Program
Coordinator to be copied.
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