How to Apply

Rooms for Satellite Sessions are provided with the standard equipment required to run a session (projector and screen, microphone, computer for PowerPoint and video presentations). If you have special needs or requests, please make these explicit in your proposal.

Timeline

Due to limited space, session organizers are urged to submit applications as early as possible, especially for those satellite sessions that anticipate larger groups of participants.

Session applications will open on 14 January 2014 and will continue until 15 June 2014 or until all available rooms have been assigned. Proposals will be reviewed (and organizers notified) on a regular basis, starting end-March 2014. All session organizers will be notified of acceptance/rejection by 1 July 2014.

Costs

Satellite sessions are available on a payable basis. The fee charged will vary, depending on the number of people and the duration of the session (see the schedule of fees below). These fees cover the venue as well as the operation and availability of audio-visual equipment, and include a coffee break; full-day sessions include two coffee breaks. Lunch is not included but can be provided at an additional cost.

See the schedule of fees here

Promotion of satellite sessions

Accepted satellite sessions will be listed on the Symposium web site, they will be included in informational emails to participants leading up to the session and they will be published in the official Symposium Programme. Session organizers are encouraged to advertise their session through other websites, listservs, etc. The Symposium Secretariat will not provide the list of all participants to any session organizers; we do our best to protect participants from bulk emails, and not to favour any session over another. 

Criteria for acceptance of satellite sessions

• Subject addresses broad theme of symposium
• First-come, first-served
• Organizers are able to pay satellite sessions costs
• Session will bring together more than one of the Symposium target audiences (e.g., policy-makers, researchers, civil society) preferably from diverse regions
• Session will enable active discussion or skills-building among participants

Submitting your request

*** Applications closed ***

Next steps

The Symposium Secretariat will regularly consider applications between 14 January and 15 June 2014 (or until all available rooms have been assigned). Proposals will be reviewed and approved, if relevant, on a first-come, first-served basis.

In order to guarantee the session in the programme, the session organizer will be asked to make sure that named faculty (chair/moderator, presenters, etc.) are registered for the Symposium and their fees paid, together with the fee for the session itself.

By mid-July, a list of satellite sessions will be published on the Symposium website. Participants will then have the opportunity to sign up on a first-come, first-served basis for sessions that are open to all. This is to ensure that participants who base their travel plans on the assumption that they will be able to attend a particular satellite session are guaranteed a seat.