FIELDS INSTITUTE FOR RESEARCH IN MATHEMATICAL SCIENCES
and Resources for Event Organizers
and Inviting Participants/Speakers
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 the Mananger of Scientific
Programs and we will prepare a budget for your approval and send
out invitations on your behalf
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 Fields Institute (attention Manager of Scientific
Programs). In this case Fields will require an accounting of funds
spent after the Workshop and unspent funds must be returned to
Fields. Sample invoice
Note, if support funding is not claimed by one month after the
event Fields commitment of support will be removed.
Funds administered by the Fields Insitutue
2. Overview of Resources provided
through Fields include:
2a) Web Page
Fields can host a web page on our site, this is set up as some
as Fields support is confirmed and an abstract for the web page
is received from the organizing committee.
Alternately event organizers are welcome to arrange your own
web page. 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
2b) On-line Registration and Travel Support Applications
If you would like Fields to host the registration we will require
the details of registration (i.e. registration fees, whether there
is a discounted student rate, or banquet tickets, etc.).
Please provide all the necessary details and information at least
3-4 weeks prior to when you want the registration available to
allow our staff time to script the form. Note Fields registration
form is in a standard format and it may not be possible to add
non-standard items to the form.
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.
Also Fields can set up an on-line funding request form for students
if you intend to take travel support applications. The registered
participant list (and funding requests if applicable) will be
put onto a web page and updated weekly.
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
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.
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)
Fields Scientific Program 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 Coordinators.
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.
- 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
- 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
- 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
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.
The Institute is open 9-5 during the week, and can be staffed
8:30 a.m. - 6 p.m., Monday to Friday. Estimated cost of staffing
on Saturday is $200/day. 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
Organizers must give their Program Coordinator a speaker list
2 months before an event, the Program Coordiantor will contact
speakers for their talk titles and abstracts for inclusion in
Speakers are encouraged to prepare support material (slides)
as all talks will be recorded and available on-line afterwards
along with slides. see http://www.fields.utoronto.ca/live
All speaker abstracts must be received 1 month in advance
of the event to be included in Program Booklet.
Organizers to finalize event schedule with Program Coordinator
2 weeks before event
Event Catering and Entertainment
Catering from registration fees or sponsorships
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.
can also be arranged for your event through the Program
Coordinator, with a cash bar and light hors d'oeuvres.
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.
It is standard for Fields Institute visitors to make
and pay for their own housing arrangements. The Insitute's Hotels
and Housing webpage will provide you with information about housing
choices for your visit.
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