NSLS-II   |   CFN   |   Brookhaven National Laboratory

2010 NSLS/CFN Joint Users' Meeting

Guidance for Workshop Organizers

General:
• Decide focus of Workshop
• Decide title of Workshop
• Prepare abstract for Workshop
• Enlist workshop speakers
• Inform speakers to register online early to ensure housing and travel arrangements.
• Inform speakers to make travel arrangements early and to keep costs at a minimum.

Workshop Description:
Workshop descriptions should be concise and brief, but contain enough information to evoke interest. Please send this information to me as soon as it is available and the website will be updated accordingly.

Workshop Budget:
This year's allocated budget per workshop is $4500-full-day/ $2250-half-day. This budget must cover all workshop expenses, including speaker travel and housing. Organizers, at their discretion, may secure additional external support for the workshop within the guidelines provided below.
The number of speakers that you incorporate in your program is at your discretion. However, expenses (travel, housing, etc.) must be covered within the workshop budget. (Budget Template)
*Wokshop funds cannot be used to reimburse organizers for meals they provide for speakers.

Registration:
Registration fees are waived for up to 6 speakers and 2 organizers (8), per full-day workshop and 3 speakers and 1 organizer (4), for half-day workshops. Additional speakers/organizers can either register as a general attendee or the fee can be deducted from the workshop budget.
Please send the following link to all speakers and organizers for who registration will be waived: http://usersmeeting.ps.bnl.gov/registration/speaker.aspx?year=2010

Hands–on Workshops:
Participants of hands on workshops must register and receive approval in the BNL Guest Information System (GIS) and complete required training. The NSLs and CFN User Administration Offices will track and monitor GIS registrations and training requirements to ensure participants are approved.

Travel Information:
There are specific requirements for reimbursing airline travel. One is that certified U.S. flag air carriers are used for all government-financed transportation. To ensure you are within these guidelines, we recommend you email the BNL travel office or contact them at 631-344-2541. The BNL travel office can assist with  travel plans, but cannot book your flights unless a BNL travel authorization is in place. 

PLEASE NOTE: If You would like User Admin to assist you with travel plans for your speakers, we will need you to provide us with a detailed budget of what you plan to reimburse each speaker, that we can use as a guide when requesting travel costs.
  • Airfare: Speakers are likely to get a better rate when they book their own flights, especially international flights. If you prefer to use the services of the BNL’s travel office, for direct payment of the airfare, your speaker must register in the BNL Guest Information System (GIS) and receive approval for a BNL guest number. Please direct them to contact Corrine Messana , 631-344-7398, once they have completed the GIS registration.
  • Ground Transportation: The User Admin office is available to assist your speakers in securing ground transportation between airports and BNL if needed.

Housing: http://usersmeeting.ps.bnl.gov/page.aspx?year=2010&id=housing
Housing reimbursement is up to 2 nights at the onsite BNL dorm room rate (rates are approximately $36 per night but may increase slightly).  Please note that the Guest House is reserved for Main Meeting Speakers only.
Arrangements have also been made at local hotels to accomodate our guests. These hotels will provide roundtrip shuttle service to BNL.
Housing reimbursement is up to 2 nights at the onsite BNL dorm room rate (rates are approximately $36 per night but may increase slightly). Speakers who secure other types of accommodations risk the possibility that additional housing costs may not be reimbursed. 
Speakers may be reimbursed for up to 2 nights at a hotel provided: (1) All workshop expenses for all speakers within a workshop can be covered within the allotted workshop budget and the reimbursement does not exceed the workshop budget, (2) the hotel rate is within the federal per diem guidelines, and (3) the workshop organizer approves such additional reimbursement. Hotel tax are not reimbursable.

Please note: if planning to stay on site, speakers must register and receive approval for a BNL guest ID number. 

Users’ Meeting Contacts: 
http://usersmeeting.ps.bnl.gov/page.aspx?year=2010&id=contacts

Speaker Reimbursement:
Requests for reimbursement are made on the workshop reimbursement forms. This is to ensure that workshop budget allocations are accurate. Expense reimbursement forms and envelopes with our return address are included in the speakers' packets.  

Timeline - Items due on or before the following dates. Please submit required information to the Meeting and Workshop Coordinators:

February 8Confirm proposed speakers
- Request talk titles
- Submit speaker names to Meeting Coordinator and Workshop Chair
- Solicit more speakers if needed

February 8Submit talk titles

February 8Submit travel budget 
- Include names of speakers whose airfare will be paid in advance using BNL travel services

February 15Submit draft agenda (full day workshop), (half-day workshop)
- Prepare a schedule for the workshop, to begin no earlier than 9:00 a.m. and to conclude no later than 5:00 p.m. Incorporate coffee breaks (at least 20 minutes each, in the morning and afternoon) and a lunch break (at least one hour).
- Determine any special workshop requirements (electrical needs, laptops, LCD projectors, microphones, slide projectors) from speakers and submit to Meeting Coordinator.

March 1Submit abstracts of speakers' talks

Workshop Support, Acknowledgements, and Vendors:
We encourage workshop organizers to acknowledge external support for their respective workshops by:
- Providing an acknowledgement at the bottom of your respective workshop web pages (which will also appear in the printed program).
- Acknowledging support in your opening remarks at your workshop.
- Acknowledging support in the summary of your workshop, which usually later appears in Synchrotron Radiation News.
- For workshops that plan to have vendors exhibit at their workshop location, these vendors must register through the NSLS User Administration office. Registration for the workshop is required, which includes a contribution of $500 to the Users' Meeting to benefit all attendees, since there are various expenses associated with each vendor set up and attendee, and we need to ensure the space is not already allocated.

*For workshops who will have external sponsorship, for which there will be no exhibits at the workshop, no contribution to the Users' Meeting is required. Any sponsors who plan to attend the workshop and/or meeting, however, must register for such events and pay the required registration fees.

Close-Out
- Prepare write-up of each workshop for submission to Workshop Chair for publication in NSLS E-news, SRN and the BNL Bulletin.
- Collect all expense reports from each speaker.
- Review expense reports so that budget limit has not been exceeded. If total exceeds budget, reduce individual expense reports to the point where total budget is within budget limit.
- Submit expense reports to Meeting Coordinator.