EMBO Workshops are original meetings providing scientists from different fields with an opportunity to discuss common themes and exchange cross-disciplinary results. EMBO Workshops are expected to be stand-alone and not satellite meetings. Typically, a maximum of 120 participants (including speakers) should be accepted. EMBO Workshops can take place in EMBC Member States or cooperating partner countries, although organizers can be based anywhere. If you wish to apply for an EMBO Workshop held in a country that does not yet have a cooperation agreement, you should first contact the programme manager.
Annual application deadlines: 1 March and 1 August for workshops planned for the following year.
The application process is handled via the online application system.
Both the 1 March and 1 August application deadlines are for funding of workshops taking place in the following year. However, organizers are encouraged to apply at least twelve months before the workshop takes place, to ensure enough time for the proper advertising and promotion of their workshop, in the case of acceptance.
Organizers are strongly urged to ensure the workshop dates do not overlap with The EMBO Meeting.
EMBO Workshops can take place in EMBC Member States or cooperating partner countries, although organizers can be based anywhere. If you wish to apply for an EMBO Workshop held in a country that does not yet have a cooperation agreement, you should first contact the programme manager.
Each application is reviewed in depth by at least two members of the EMBO Course Committee. The final decision is made by the entire committee. Applicants are informed of the decision within twelve weeks of the application deadline. All applications are treated in confidence and only publicized following acceptance of the funding conditions by the organizer.
Organizers should indicate a provisional timetable that includes session titles with brief explanations of the subjects covered and how they fit together. The provisional timetable should also include confirmed speakers for each session and the reason for their selection.
The EMBO Course Committee considers very seriously the efforts made to optimize the benefits for early-stage researchers. These include, but are not limited to:
- ensuring that at least 50% of the speakers are different to those who spoke at a similar EMBO Workshop in the past (if applicable);
- ensuring that the number of talks is not excessive, so that there will be time for participants to discuss informally;
- inclusion of presentation slots for early-stage researchers;
- including poster sessions and ensuring that poster sessions are not solely relegated to late night slots;
- including joint meals to encourage interaction between early-stage and established researchers (EMBO Workshops should not include a separate "speakers' dinner");
- making efforts to accommodate all participants and speakers in the same location;
- making other conscious attempts to promote interactions amongst attendees.
When planning poster session, organizers should ensure that:
- these are in close proximity to where lectures are being held;
- the display room is spacious and bright enough;
- these sessions are not held at the end of the day or at the end of the workshop;
- sufficient and dedicated time is provided for poster viewing;
- a brief oral presentation is given by participants, if possible.
- may be charged up to a maximum of €450 per academic participant (excluding accommodation);
- may be charged up to €600 for participants from industry (excluding accommodation);
- should be paid directly to the organizer, or the organizer's nominee and included as income in the final financial statement;
- must be waived for one EMBO editor staff wishing to attend the workshop;
- may be waived for editorial staff from other scientific journals who attend an EMBO Workshop and publish a report in their journal.
When selecting participants, organizers are requested to ensure a wide geographical representation. At least two-thirds of the participants should be based in EMBC Member States with no more than 15% of participants residing in the country where the workshop is being held. In the case of workshops held in cooperating partner countries, a greater representation of scientists based in the respective continent is encouraged. Participants should not be restricted to pre-defined participants, whether this be an EU-network or other defined group.
When selecting speakers, organizers are requested to ensure a wide geographical representation without bias towards the host country. Organizers are strongly encouraged to aim for a minimum of 30% female representation when selecting speakers, if there is a lower proportion, justification must be provided. Applications with an excessive gender imbalance are generally not successful.
Both established and early stage group leaders/investigators should be included in the speaker list and clearly indicated in the application form.
EMBO Young Investigator Lectures
The EMBO Young Investigator Programme offers workshop organizers the opportunity to apply for support of a lecture to be given by one of the EMBO Young Investigators.
Eligibility: Only current EMBO Young Investigators are eligible. A list can be found on the EMBO website.
Maximum funding: €800 (within Europe) and €1,200 (outside Europe).
EMBO Science Policy Lectures
The EMBO Science Policy Programme offers workshop organizers the opportunity to include a non-scientific talk from a scientist, sociologist, ethicist or journalist.
Eligibility: The lecturer must hold a presentation on 'Science Policy' issues.
Maximum funding: €1,000 (within Europe) and €2,000 (outside Europe).
EMBO Women in Science Lectures
EMBO offers workshop organizers the opportunity to include a talk from a scientist to address issues related to women in science.
Eligibility: The lecturer must hold a presentation on 'Women in Science' issues.
Maximum funding: €800 (within Europe) and €1,200 (outside Europe).
Further advice is available on the advice for organizers page.
The maximum funding available for an EMBO Workshop is €30,000 (a maximum amount of 60,000 SGD is available for workshops taking place in Singapore). The maximum amount of funding available for EMBO Workshops in non-EMBC/non-cooperation partner countries is €20,000. Decisions on the amount of funding are made on a case-by-case basis. Organizers are therefore required to justify all major costs in the budget section of the application form. It is expected that participants (other than the speakers) will pay for their travel, accommodation, subsistence and a modest registration fee. EMBO funds must not be used to cover per diem expenses, gifts, poster prizes or dinners organized exclusively for speakers.
EMBO funds can be used to cover:
- economy travel, accommodation and subsistence costs of the speakers and to subsidise the subsistence costs for participants;
- reasonable administration costs - a maximum of €4,000 of the EMBO funding and registration fee income can be used to cover secretarial/administration costs, including printing costs
- to reduce environmental impact, organizers are encouraged to consider distributing the abstract book in electronic format via the workshop website and to print only a minimum number of hardcopies, if necessary;
- room hire, audiovisual and IT facilities essential for the workshop;
- grants to aid participants from countries in need of scientific strengthening.
Payment of the funding grant
50% of the allocated funding will be transferred to organizers approximately four months prior to the start of the workshop. EMBO must be notified of any significant changes to the workshop budget and/or scientific programme after it has been initially approved.
Once the final documentation has been approved by EMBO, the remaining funds (up to 50% of the allocated funding) will be transferred. The final documentation has to be submitted to EMBO within six months following the end date of the workshop. Failure to do so will result in the final payment being forfeited.
- Short report (1-2 pages) about the workshop, including a short scientific overview, participants' reaction to the location and organization, and any other relevant comments;
- Final financial statement, which should include all income and expenditure for the workshop (please note that the organizer must retain receipts for ten years after the workshop, for possible auditing);
- Statistics: total number of applicants, and the number, gender, nationality and/or country of residence of academia & industry participants, and of instructors and speakers;
- Programme and/or abstract book (preferably electronic);
- Participants' questionnaires: participants submit their feedback using the online EMBO questionnaire. Results will subsequently be shared anonymously with organizers.
- If applicable: List of travel grant and registration fee waiver awardees (including name, institute, country of residence and amount awarded for travel grants); receipts from the travel grant awardees must also be submitted.
Advertising & co-funding
The workshops must be entitled "EMBO Workshop". All materials must include the EMBO logo prominently. The website and poster must also include the EMBO Workshop stamp. Co-sponsors can be acknowledged (e.g. "EMBO Workshop on XYZ, with co-sponsorship from ABC") on the workshop website, but cannot be mentioned in the title of the event on the EMBO Calendar of Events.
EMBO does not consider co-funding workshops when the other funder insists on the proceedings being published, although publications can arise from EMBO Workshops provided that all contributions are solicited voluntarily.
All EMBO Workshops are advertised on the EMBO poster, EMBO website and social media channels and through selected other print and online media.
Additional advertising is left at the organizer's discretion. It is a strict condition of EMBO support that any additional publicity, as well as the programme, abstract book and report should clearly indicate that the meeting is an EMBO Workshop, without subtitles relating to previous similar meetings.
Poster and website assistance
EMBO will create the workshop website, online registration, design a poster and abstract book cover at no additional charge. Full details will be supplied to organizers shortly after funding has been confirmed.
1 March and 1 August for workshops planned for the following year.
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Digital Communications Officer
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Aditya Kusuma Jati
Web & Graphic Designer
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