EMS Handbook: Standing Committees

2.3.9 Meetings

The Meetings Committee of the EMS deals primarily with proposals of activities organized, co-organized, sponsored or endorsed by the EMS, namely EMS Scientific Meetings, EMS Lecturers, EMS Distinguished Speakers, EMS Summer Schools, Special Events, and Activities endorsed by the EMS. The Meetings Committee makes suggestions for the funding. The final financial decision is made by the EC in the autumn meeting (or via an electronic vote in exceptional circumstances).

EMS scientific meetings

EMS sponsored scientific meeting, in particular, meetings of EMS Topical Activity Groups (EMS-TAGs) can be supported financially from the budget of EMS. The meeting has to have a strongly international nature and be inclusive in view of the general guidelines for supports of events. Birthday and honouring events should not be financially supported.

EMS Distinguished Lecturers

Every year, the EMS appoints an EMS Distinguished Lecturer. This is an honorary post, bestowed on an internationally renowned researcher, affiliated to a European institution. Rules for this position are being prepared.

EMS Joint Mathematical Weekends

An EMS Weekend is a regional European conference, interdisciplinary and covering several mathematical fields; usually organized jointly with one or several corporate members of the EMS. The EMS provides partial financial support to the organization.

EMS Summer Schools

A prototype event is a one-week school on a given mathematical area, with at least two courses of 10 hours each. The core programme can be complemented with tutorials and poster sessions by the participants. Proposals should be on topics contributing to the advancement of mathematics and its applications. The school should be a truly international event with an emphasis on integration of early career mathematicians and it should provide space to mathematicians of all genders.

Special Events

In special circumstances, the EMS may consider contributing to scientific activities not belonging to any of the types listed above. Since resources are scarce, only a very limited number can be partially supported.

Activities endorsed by the EMS

The EMS provides the logo as sign of scientific quality, but not financial support. These activities are susceptible of hosting EMS Distinguished Speakers and EMS Lecturers.

General guidelines for approval of proposals
  1. Scientific quality. The event should meet high quality standards. This concerns the importance of the scientific topics, the mathematical level, and the attractiveness for a qualified wide audience, the timeliness, the composition of the scientific and the organizing committees and the international scientific reputation of the selected speakers.
  2. International nature. The event must have an international nature, and not be restricted to national or local interests. This applies to the composition of the scientific committee and the selection of the speakers.
  3. Inclusiveness. The participation of early career researchers and female mathematicians should be promoted. The organizers should also facilitate the participation of researchers from less-favoured countries.
  4. Budget. The budget of the event should be detailed and clear. The requested funding from EMS should be in a reasonable (not too large) proportion with the total budget. Support can be granted up to 50% of the total budget (up to €6,000 for small events and workshops and up to €10,000 for larger events).
Memorandum of Understanding (Scientific activities)

Before any funds transfer happens, a Memorandum of Understanding (MoU) is signed between the EMS, represented by the EMS President, and the event’s organizing committee. MoU is a contract, describing responsibilities of both sides.

The EMS provides EMS publicity materials and financial support on the order of up to the amount approved by the EMS EC.

The organizing committee:

  • makes sure that the funds are properly spent for the assigned conference (usually EMS support is used to cover travel costs of speakers or young researchers, but in principal there is no restriction). A financial report of the use of the provided funds is to be sent to the EMS Treasurer within four weeks of the meeting ending;
  • makes sure that the sponsorship by EMS is properly mentioned (with the EMS logo) in all announcements, in the conference materials, as well as on the conference website. In agreement with the EMS the organizing committee appoints an EMS delegate who is responsible for ensuring that EMS is properly advertised during the meeting;
  • sends request for the EMS printed materials and logos to the EMS Community Engagement Manager;
  • sends invoice to the EMS Secretariat.