Guide for Organisers

/Guide for Organisers
Guide for Organisers 2018-04-19T11:06:31+00:00

This page helps event organisers to find out, which steps have to be done once  RadioNet financial support has been granted. Read these instructions carefully and do not hesitate to contact the RadioNet office in advance  for further assistance.

Before the event

  1. RadioNet Visibility -

    Insert in all event advertisement media (webpage, event’s poster, announcements, presentations, etc.):

    • RadioNet logo and EU logo radionet_logoEuropean_Union
    • The sentence: This event has received funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No 730562 [RadioNet]
    • A tick-box for subscription to the RadioNet-news on the event registration page (default YES)
  2. RadioNet support for the expenses of the organiser

    • Please note that the RadioNet beneficiaries and the associated third parties are eligible to receive the support for organisational expenses: room rent, coffee and lunch breaks, etc.
    • All costs must be actually occurred and necessary for the implementation of the event
    • The cost must be identifiable and verifiable and be first paid by the organizers.
    • Costs must comply with the applicable national law and comply with the principle of sound financial management, in particular regarding economy and efficiency
    • Not eligible are: deductible VAT, entertainment or hospitality expenses (including gifts, special meals and dinners), tips (which are not obligatory), costs of cancelled events, organizers’ personnel cost
    • The approved expenses can only be claimed to RadioNet after the event and using the provided claim form
  3. RadioNet support for the travel expenses of individuals selected by organisers

    1. Select individual participants for the RadioNet support using the following criteria
      1. In case of scientific/technical events
        • users of RadioNet infrastructures (EVN, e-MERLIN, IRAM, LOFAR, Effelsberg, APEX) presenting the scientific/technical results from the use of the infrastructure through a talk.
        • participants presenting results from the RadioNet development activities (AETHRA, BRAND EVN and RINGS) through a talk.
        • exceptional experts from non-RadioNet institutes bringing added value (specified) for the RadioNet community through their talk. Please note that the users of the RadioNet infrastructures should in principle be a majority among the RadioNet supported participants.
      2. In case of training events:
      3. Please note that  the attendees from the RadioNet partners should in principle be a majority among the RadioNet supported participants. The European aspect of the RadioNet project hast to be keep in the background.
      4. Additional ranking, when needed, should consider aspects like gender balance and less well-off countries.

    2. Provide the list of the selected participants to RadioNet, at least 1 month in advance –   including:
      1. name, affiliation, e-mail, gender
      2. selection reason (see the eligible criteria above)
      3. the RadioNet support level (amount and/or support type) – the allocated amount for the support has to have impact for the supported person and be a reasonable workload for his/her administration.
    3. Please note that RadioNet will first approve the individuals for support, and secondly it will take over the reimbursement process (providing rules and conditions, etc.) through direct contact between the RadioNet office and the selected participants.
      Note that reimbursement will only be made for the approved type and maximum level of support.

    4. RadioNet outreach material

 

During the event

  • Please make sure that the individual participants supported by RadioNet do acknowledge the RadioNet project on their presentation/poster by inserting the project and EU logos and the acknowledgment sentence:

This presentation/poster has received funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No 730562 [RadioNet].

  • Remember to collect the signatures on the participant list (including the date and name of the event, participants’ names and affiliation). In exceptional situations a list signed by the organiser could be accepted, contact RadioNet for details!
  • Please provide RadioNet in advance with a short text and pictures from the event, to be posted on the RadioNet News webpage and twitter

 

After the event

  • Please provide within 1 months after the event an assessment report upon the template. The report is conditional for the cost reimbursement of the event organisers and selected individual participants
  • The approved expenses of the local organiser must be claimed within 6 months after the event, the claim form is provided by the RadioNet office. Afterwards this deadline, the approved support will be cancelled.
  • Any publications resulted from the event must acknowledge the project:
    This publication has received funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No 730562 [RadioNet]
    Please provide RadioNet with the publication details (e.g. DOI)

 

Do not hesitate to contact us with any questions and suggestions.

We wish you a very excellent meeting!

 

RadioNet Management