If organisers of conferences, workshops and summer schools wish these to be primarily ERCOFTAC meetings or to be held in association with ERCOFTAC, certain conditions must be observed:
The Scientific Programme Committee must be informed about the details of the meeting and permission must be obtained before the meeting is advertised as being connected with ERCOFTAC.
Proposals must be sent to the ERCOFTAC CADO at least 2 weeks before the next SPC meeting, after which the proposal will not be considered at the meeting. Ideally, they should be submitted 1 year before the event.
Generally the Scientific Programme Committee will recommend to the Managing Board its approval. So the procedure required to obtain approval should not take more than three months.
Please note all reports submissions and requests for funding must be organised in MS Word.
Once approval is given, the organisers must ensure adequate publicity in the ERCOFTAC Bulletin. In any other publicity sponsorship or co-sponsorship by ERCOFTAC should be prominently mentioned. The Coordination Centre and Pilot Centres will assist in the publicity. The organisers in return are obliged to make available ERCOFTAC documentation material to the participants in the activity. This documentation material can be obtained free of charge from the Coordination Centre.
After the meeting, the organisers must write a detailed report of the meeting for the Scientific Programme Committee, which also will be published in the ERCOFTAC Bulletin.
There should also be a financial statement accounting for the support of ERCOFTAC, including the names of those who obtained scholarships (these names will not be published).
It is recommended that scientific data (experimental or numerical) created for the activity should be included in the database activities, or that in the meeting report it is explained how to access these data.
It would be desirable to settle on the fees and costs reasonably soon, so that participants can budget for their attendance..
It is required that a reduced fee is charged to those attending from institutions or groups that are members of ERCOFTAC. This reduction should be on the order of 30% for meetings organised by ERCOFTAC alone and on the order of 10% for meetings where ERCOFTAC is a co-organiser.
The organisers of these meetings can also request from the SPC that ERCOFTAC contributes towards the cost of "scholarships" for junior scientists and engineers wishing to attend. For more information on how to be reimbursed for scholarships, see below.
The maximum total assistance from ERCOFTAC funding for a workshop or conference is about 2000 Euro and for a summer school or course 3000 Euro. In some cases (additional) funding is provided through ERCOFTAC participation in EC and other schemes.
With regard to the reimbursement for scholarships, the organisers of the event should write to the ERCOFTAC Central Administration & Development Office (CADO) , to obtain the funds.
The payment of the scholarships will be settled after the event. The CADO requires from the organisers, after the event has taken place, to submit a report, including:
All of the above items MUST then be forwarded to CADO, thereafter, the scholarships will be transferred to the organiser's bank account.
It should be stressed once more that the funds cannot be used to cover the expenses of invited lecturers. ERCOFTAC scholarships are to be used to enable (young) scientists to attend the sponsored meetings.
Note: Claims for scholarships can only be made during a period of 6-months, starting from the beginning of the event, after which requests will no longer be considered.
Applications forms can be downloaded here:
Rules for holding an ERCOFTAC event can be downloaded here.