Organisers should contact ICMS (either the Centre Manager or the Scientific Director) to discuss ideas and dates before submitting finalising their proposal for submission.
Proposers should read through these Guidelines, especially the pages on Financial Support Available, Assessment of Proposals (particularly the section on Procedures and Mechanisms) and on Selection Criteria.
The Programme Committee will consider workshop proposals twice per year: in February and July. Submissions can be sent at any time but applicants should allow sufficient time (we recommend three clear months) for proposals to be reviewed and for the proposers to react to the referees’ comments. Therefore, normally:
- proposals should be received by the last day of October in order to be considered by February;
- proposals should be received by the last day of March in order to be considered in July.
The Committee cannot consider a proposal with an insufficient number of referees’ reports and it is therefore advisable to submit before the dates suggested above if at all possible.
Applicants should bear in mind the time needed to plan the meeting if a proposal is accepted for inclusion in the ICMS Workshop Programme. Small meetings can be organised in 6-8 months from acceptance; others may require at least 12 months planning.
The proposal document should not normally exceed five pages and should be submitted electronically (PDF, PS, Word or DVI). In the covering email the proposer should suggest the names of three referees and provide contact details. Email the proposal to Jane Walker, Centre Manager, ICMS, E-mail Jane.Walker@icms.org.uk.
The following information should be provided, but the order and headings need not be followed.
- Names of the Scientific Organisers
State the names, affiliation and email addresses of the key Organisers. NB - at least one of the key Organisers should, by reason of his/her position, be eligible to hold an EPSRC grant. It may be appropriate to give a brief resumé of the accomplishments of each Organiser, backed up by references if necessary. Show who is likely to act as Principal Organiser. In some cases it may be appropriate for a smaller group of Scientific Organisers to have the support of a Scientific Advisory Group.
- The objectives, novelty and timeliness of the proposed meeting
This part of the proposal - the scientific justification - is the key. Make sure that the objective of the meeting is clear and make a strong case for holding it at this time
- Background to current national and international activity in the area
Show that the topic is in the forefront of current development. If other meetings have been held on what look like similar topics, show how this meeting differs.
- The expected outcome and impact of the meeting
Show how the workshop will contribute to the development of the mathematical sciences, e.g. by establishing new applications or by creating links between established areas of mathematics. Describe the potential consequences of a successful meeting, e.g. new collaborations or research papers. Make sure that that you state how the UK community will benefit.
List key participants and their affiliations. Show their subject area if this is an interdisciplinary meeting. Indicate those who have provisionally accepted the invitation to attend. How will other participants be selected?
- Plans for participation of scientists from the UK, younger delegates, and women
The ICMS policy is to maximise the impact of its workshops in the UK and beyond by ensuring that younger researchers and those active in the UK are invited. ICMS also asks that Organisers take great care to include a suitable balance of men and women who are active in the area. It is ICMS policy to expect that the organisers of ICMS workshops will: invite both women and men as speakers, or explain why this is not appropriate or possible. Please identify your female participants clearly on your proposal by adding (F) after their name. Please note that ICMS is able to provide financial support to enable participation by people with care responsibilities for children or other family members.
Organisers are asked to plan for the dissemination of the results of a workshop. They will be required to prepare a short but comprehensive account of workshop activity for publication on the web, together with a final list of participants and schedule, shortly after a programme ends. If there are plans to publish proceedings, then that should be raised with ICMS at an early stage.
- Outreach and public engagement
Organisers should consider the possibility of reaching a wider audience for the workshop activity. ICMS can advise.
- Proposed start/end dates
A meeting should be of the length required to achieve its objectives, but a meeting of more than 10 days might be difficult for ICMS to fund in its entirely and would have to be scientifically justified. It is helpful to indicate a few alternative dates.
- Probable number of participants
There is no minimum or maximum number of participants. Organisers should bear in mind that a very small meeting is unlikely to have a great enough impact on the community and a very large one runs the danger of losing the focus the workshop format requires. See the page on Financial Support Available for information about funding.
- Possible structure
To fit the objectives. For example, a workshop could have expository talks, led discussion sessions, problem sessions etc. as well as the more standard 4 or 5 one-hour talks plus 15-mins discussion.
- An estimate of the travel and subsistence costs required and potential other sources of funding
See the page on Financial Support Available. How many people are likely to need their subsistence covered and how many will need a contribution to travel from ICMS? What are the other sources of funding and what are their constraints?
If required, an appropriate short bibliography should be included.