NSLS-II   |   CFN   |   Brookhaven National Laboratory

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.  

Users’ Meeting Contacts

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: $7000 (full-day) and $3500 (half-day)
This budget must cover all workshop expenses, including speaker travel and housing costs. 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.

The following estimates are very general and basic and should be regarded strictly as estimates:

 - Airfare:
               International:        $1500-2k
               Western US:         $500-700
               Eastern US:          $300-500
- Local travel:        $200-$300 (mileage reimbursement)
- Lodging:              $48/per night (on site) - $119 – $130 per night (local hotel)
- Ground transportation: Car rental - $50 per day / Limo service $150-$200 roundtrip
- Misc. Expenses: $50 (tolls, taxis, parking) 

PLEASE NOTE: Workshop funds cannot be used to reimburse organizers for meals they provide for speakers.

Registration Fees:
Registration fees are waived for up to 6 speakers and 2 organizers, or a total of 8 registration fees waived per full day workshop and 3 speakers and 1 organizer, or a total of 4 registration fees waived for half day workshop.  Additional speakers/organizers can either register as general attendee(s) or the registration fee(s) can be deducted from the workshop budget. All speakers and organizers whose registration fee will be waived must register here (on your budget sheet, include names of speakers and organizers whose registrations fees will be waived).  D
o not register in the general registration, unless paying a registration fee.

Travel Information:
There are specific requirements for reimbursing airline travel. The basic requirement is that certified U.S. flag air carriers are used for all government-financed transportation. To ensure you are within these guidelines as well as the workshop budget, we recommend that you allow the meeting travel coordinator to assist you with travel plans for your speakers.

Housing: If planning to stay on site, speakers must register and receive approval for a BNL Guest ID Number.
Housing reimbursement is limited. Up to 2 nights at the onsite BNL dorm room rate (2017 BNL rates are $48 per night).
Please note that the Guest House is reserved for Main Meeting Speakers only.


We have made arrangements with local hotels to accommodate our guests. Roundtrip shuttle service to BNL from participating hotels is available.

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 taxes are not reimbursable.

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 returned-addressed envelopes will be included in each speaker’s packets.

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

February 6Confirm proposed speakers
- Request talk titles
- Submit speaker names to Workshop and Travel Coordinators
- Solicit more speakers if needed

February 14Submit talk titles

February 14Return travel budget to
Workshop and Travel Coordinators

February 20
Submit draft agenda to Workshop and Travel Coordinators

Prepare a schedule for the workshop – We recommend that all workshops are scheduled to begin no earlier than 8:30 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 (one hour).

Determine any special workshop requirements (electrical needs, laptops, LCD projectors, microphones, slide projectors) from speakers and submit request to Meeting Coordinator.

March 6Submit speaker talks (titles and abstracts) to 
Workshop and Travel Coordinators 

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-ll and CFN User Administration Offices will track and monitor GIS registrations and training requirements to ensure participants are approved. Please inform Workshop Coordinator if you are planning a hand-on workshop.

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. Workshop summaries will appear in an upcoming Synchrotron Radiation News (SRN).

There is space for vendors at the workshop locations listed below. Registration fee is $500 for these locations. Vendors must be
registered to reserve the location. Click here for complete vendor information.
CFN, Bldg. 735: space for 2 vendors (6' tables)
Chemistry Bldg. 555: space for 4 vendors (6' tables)

*For workshops that 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 the e-News, SRN and the BNL website. Workshop write-ups are due no later than June 1, 2017.
- 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.