Dear Session Proponent,
As a potential session organiser at the 2023 Dutch Neuroscience Meeting (DNM 23), your role is a crucial one for an excellent meeting. The DNM 23 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 2 December 2022.
The Parallel Sessions in the DNM 23 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 grant. An international speaker refers to someone working outside the Netherlands (the nationality of the person is irrelevant).
Preference will be given to proposals submitted by co-applicants who are working at different departments/institutes. 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 we do require that you confirm that all speakers have been contacted regarding the session proposal being submitted.
Importantly, session proponents should strongly encourage their speakers to attend both days of the Dutch Neuroscience Meeting (or, at the very least, the complete day of their presentation). This is in line with one of the fundamental aims of this meeting: actively promoting the interaction between researchers, old and new, from various scientific backgrounds.
Parallel sessions are 90 minutes in duration. The preferred format is:
A balanced representation of speakers from different research institutes, genders and seniority is preferred.
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 can nominate a keynote speaker, including a clear and compelling justification of why this person would be an outstanding choice. The nomination should cover 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).
Deadline for proposals: 2 December 2022.
If your proposal is selected, you will need to provide details of your session from 19 December 2022 (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 20 January 2023.
Subsequently, your speakers are requested to 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 17 April 2023.
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 (DNM23@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 23 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.
C) Session chairs
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 23 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 21 July 2023 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 DNM23@azuleon.org – we’re here to help...
[Instructions for Proposals v.221025]