Rules for holding ERCOFTAC events:

Conditions for a ERCOFTAC event

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 proposals should emphasise the special ERCOFTAC features of the meeting, in addition to those usually found at conferences; for example they may involve dissemination of recent research, instruction in advanced topics, comparison of test cases, computer demonstrations of codes, discussions of new plans for collaborative research and improvement of codes, planning new experiments for comparison with computation, displays of work by SIG's (examples of such special features appear in ERCOFTAC Bulletin).
  • The meeting must be genuinely European, not just a national meeting. 
  • There must be leading speakers/or organisers from two or more European countries. 
  • Summer schools should follow the rules as set up by the EC/TMR programme (training element, 1-2 weeks international expert teachers).

Submission and approval process

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.

Other requirements

Publicity requirements

Once approval is given, the organisers must ensure adequate publicity in the ERCOFTAC Bulletin, in ERCOFTAC Quarterly Newsletter and on ERCOFAC website. 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.


Production of a Meeting Report 
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. It is advised to include some photos documenting the event. Also 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.


Attendance fees and costs

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 the 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 2,000 Euro and for a summer school or course 3,000 Euro. In some cases (additional) funding is provided through ERCOFTAC participation in EC and other schemes.

Reimbursement of scholarships

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 the following reports:

  • a financial overview, indicating how the ERCOFTAC grant has been spent.  It is necessary to provide the names and email addresses of those who will receive the funds; 
  • a final budget confirming the necessity of using the funding; 
  • an invoice, mentioning the title, location and date of the event, as well as the necessary bank details, and attachment of scanned receipts pertaining to all participants that require reimbursement; 
  • a report on the conference/summer school/workshop/course to be printed in ERCOFTAC Bulletin.

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.

Publication of proceedings

If an ERCOFTAC workshop and summer school involves the preparation and presentation of conference-like papers or extended summaries, the organiser should give serious consideration to the possibility of compiling contributed papers in a manner that allows their publication along one the two following routes.

  1. ERCOFTAC Book Series. This route would apply if the large majority (or all) of the contributed papers are to be issued in the form of a single volume specifically associated with the meeting. The ERCOFTAC Book Series is published by Springer, which is ERCOFTAC’s preferred partner for the publication of proceedings. The Series has been in existence for over 20 years. Special rates have been negotiated to keep publication costs low. The Book Series is indexed in Scopus to guarantee maximum visibility.

To discuss this option, you are strongly encouraged to contact Prof. Maria Vittoria Salvetti, mv.salvetti@ing.unipi.it, who acts as a contact between ERCOFTAC’s SPC and Springer, and Mrs. Nathalie Jacobs, Nathalie.Jacobs@springer.com of Springer, who will be able to answer any questions about the publication process.

      2.  FTaC (Flow, Turbulence and Combustion) Journal. This route would apply if a selection of around 10-15 highest- 
           quality papers presented at the meeting are considered for a Special Issue of the Journal. In this case all selected 
           undergo a peer-review process identical to that of standard papers contributed to the journal.

FTaC is a premier platform for presenting innovative research in the field of single-phase, multi-phase and reacting flows, and ERCOFTAC maintains close links to this journal, which occasionally publishes special issues arising from relevant international conferences, such as ETMM, TSFP and THMT. If you believe this could apply to your event then please step forward with your ideas by contacting the Editor-in-Chief, Prof. Michael Leschziner at mike.leschziner@imperial.ac.uk, referring to the ERCOFTAC funded activity that you organise.

Documents and contacts

ERCOFTAC Event Application Form 

Rules for holding an ERCOFTAC event can be downloaded here.

event_rules.pdf

For additional questions, please contact  CADO.