Dear Session Proponent,
As a potential session organiser at the 2019 Dutch Neuroscience Meeting (DNM), your role is a crucial one for the smooth development of the meeting. The DNM 19 Organising Committee would like to call your attention to a few aspects regarding the Call for Proposals for Parallel Sessions and Plenary Speakers. Please remember that the deadline for submitting session proposals is 26 November 2018.
The Parallel Sessions in the DNM 19 meeting are meant to serve as a platform for topics of key importance within the Dutch Neuroscience community. Sessions can be fundamental, translational, clinical or educational (expert focus on specific technology, paradigm(s) or model(s) etc). You will have to indicate which type(s) of session(s) your proposal fits best (maximally two types can be selected). This will help the organisers to select sessions and balance the overall programme.
All sessions require 2 co-applicants (co-chairs), where one must be a Dutch PI and the other can be a PI/postdoc/Ph.D. student working in a Dutch institution or an international speaker included in the session.
A Dutch PI is operationally defined as anyone working at an institution in the Netherlands who either holds a tenured position, and/or has received a VENI/VIDI/VICI or ERC award. An international speaker refers to someone working outside the Netherlands (the nationality of the person is not relevant).
Preference will be given to proposals submitted by co-applicants who are working at different departments. If the co-applicants are from the same department, your session proposal should include a compelling reason for requesting an exemption. The organising committee understand the issue of obtaining firm commitments from speakers for a yet-to-be-approved session but in light of some speaker line-ups changing significantly in previous years, we now require that you confirm that all speakers have been contacted regarding the session proposal being submitted.
Parallel sessions are 90 minutes in duration. The preferred format is:
Note Parallel Sessions are required to include at least one Dutch PI as a speaker. Dutch PI speakers are encouraged to be one of the symposium co-chairs, but that is not mandatory.
In addition to Parallel Sessions, the Dutch Neuroscience Meeting programme includes Plenary Sessions with a single distinguished keynote speaker. Anyone is permitted to nominate a keynote speaker, which should include a clear and compelling justification of why this person would be an outstanding choice. The nomination should include a brief summary of the proposed speaker’s past scientific accomplishments, most recent work, and their reputation as an engaging speaker. Importantly, we ask for confirmation of whether or not the speaker has been contacted regarding the proposal to give a lecture. In terms of expenses covered and eligible reimbursements, selected keynote speakers are equivalent to main speakers of parallel sessions (see also below).
If your session proposal is accepted, you will need to provide details of your session from 17 December 2018 (further instructions about this will be sent to you at a later stage). You will need to provide the names, affiliations, and e-mail addresses of all speakers in your session, as well as the allotted time for each talk; a title for each presentation would also be appreciated, but it is not mandatory (please note that this title can be changed when the speaker uploads his/her abstract; see below). All this information must be submitted before 18 January 2019.
Subsequently, your speakers must upload an abstract for their presentation through this website (instructions will be sent to your speakers for this). They will need to do this before 24 April 2019.
1. You (one of the session co-chairs) must invite the speakers of your session; when doing this, however, please include the information that additional organisational details will be sent to them by the HelpDesk (DNM19@azuleon.org). The HelpDesk is also available to answer any additional questions that you may have regarding the organisation of the sessions.
A) Your session’s main speaker
Note Travel expenses covered by the DNM 19 Organising Committee will in no case exceed 750 EUR for European main speakers and 1000 EUR for main speakers outside Europe! Please make this clear to your invited speaker when formulating the invitation (i.e., especially considering a non-European plenary speaker). If you wish to invite a speaker whose expenses will exceed these limits, you will need to find other sources of funding.
B) Other speakers in your session
Besides your main speaker (whose registration costs are waived), all other speakers invited to your session are entitled to a 50% discount on registration fees for the day of their talk. However, travel costs and participation in the meeting’s social dinner are their own responsibility.
Both co-chairs are entitled to a 50% discount on registration fees for the day of the session. However, travel costs and participation in the meeting’s social dinner are their own responsibility. In the event that one of the co-chairs is also the main speaker, he/she is entitled to the full reimbursement benefits provided above under 2.A.
Discounts are not cumulative.
Travel expenses will be reimbursed upon receipt of a completed DNM 19 Reimbursement Form, accompanied by copies of all tickets (airplane/train/taxi) or a statement of the distance travelled using a personal car. The refund can be transferred either to the moderator or directly to the speaker. The reimbursement form will be available for download from this website and should be returned before 8 July 2019 by e-mail to the DNM Treasurer. Forms returned after this deadline will not be processed and refunded!
For any questions, don’t hesitate to contact us at DNM19@azuleon.org – we’re here to help...
[Instructions for Proposals v.181018]
26 November 2018