General Information

Top of Page

Workshop Procedures

Guidelines for Workshop Organizers

4 Months Before:

  • Submit Proposal Outline for NSLS Workshop to head of User Administration (UA) Office. Ten people or more constitutes a workshop. Include funding information.
  • Avoid scheduling your workshop during peak busy times:
    • mid-April to early June (for User Administration)
    • mid-June to mid-August (for Housing Office – accommodations will be limited)
  • Please refer to the NSLS Department Planner to avoid scheduling your workshop within 2 weeks of any other workshop, and within 4 weeks of the Annual Users' Meeting.

3 Months Before:

  • If you would like your workshop to appear on the NSLS website, please provide a description and agenda.
  • Registration
    • Deadline to register should be at least 2 calendar weeks prior to the workshop start date.
    • Deadline for foreign nationals to register in GIS should be at least 30 days prior to workshop start to prevent delay of approval for site access. Foreign Nationals from sensitive countries: please allow 60 to 90 days for review and approval.
    • Communicate names of meeting participants as soon as they become available, even if you do not have the complete list.
    • Registration for participants to ensure access to BNL and to the NSLS is time-consuming and crucial.
  • Housing
    • Advise if housing or lodging is required. For on-site dorm rooms, we need to know the number of male and female participants.
    • Please note an active guest appointment is necessary for onsite housing.
  • If you are soliciting sponsors, please notify User Administration. UA can provide follow-up on delivery of materials, electrical equipment inspections if required, set-up space, and information on return shipping.
  • Indicate conference rooms that you will need, and specify tables-and-chairs layout. Preference of seating arrangements (classroom, u-shape)
  • Advise if laptops will be used (to ensure outlets are available).
  • Advertising - determine how workshop will be advertised. Contact UA for assistance if needed.
  • If desired and you provide information at least 2 weeks prior to meeting date, posters and/or signs may be printed.

1 Month Before:

  • Determine what supplies are needed (folders, binders, pens, etc.)
  • Advise if any special equipment is needed for workshop presenters and/or attendees, such as: laser pointers, projector, extension cords or computer setup.
  • Photographers will be scheduled to take a workshop photo; please plan 10 minutes in your agenda for this purpose and advise User Administration of the day/time.
  • Advise if the BNL shuttle van is needed for transportation (the van holds 14 people and there are generally two vans available).

2 Weeks Before:

  • Provide information for any material that needs to be printed, copied or prepared for workshop participants

In addition to the above, for NSLS Scientists/Employees (using NSLS funding):

3 Months Before:

  • Please provide your account number so that User Administration can take care of the following items: travel reimbursements, copies, office supplies, etc.
  • Food and advertising materials/giveaways are unallowable expenses; these types of things cannot be paid for with government funds. Money to cover these expenses can be collected from registration fees, sponsorships, and/or vendor fees.
  • Please advise if speakers and/or attendees will require travel reimbursement.
  • If you require checks for grants or reimbursements to workshop attendees, please submit this information in advance.

2 Weeks Before:

  • If desired, folders containing information can be provided to meeting participants. Decide what information you wish to provide, and provide to UA at least 2 weeks prior.

For Organizers from outside the NSLS (not using NSLS budgetary funds):

4 Months Before:

  • Registration - If hands on participation training is required.
  • Please designate a person who will take care of travel authorizations and vouchers for your workshop speakers (and attendees, if necessary).

2 Months Before:

  • Advise UA office of check in time at UA office.
  • Please order food and beverages but advise the User Administration Office on break and mealtimes so that timely custodial service may be provided (note: this will require an account number to charge minimal custodial time).

1 Month Before:

  • Please take care of ordering the supplies you wish to provide. They can be delivered and assembled by the User Administration Office.

2 Weeks Before:

  • If you wish to provide name badges, please let us know and provide the badging materials.
  • Provide UA with the final agenda.