Responsibilities for Workshop Organizers and NSLS User Administration
Complete and submit Proposal Outline for NSLS Workshop
Adhere to timelines on "Guidelines for Workshop Organizers"
Communicate with User Administration about requirements: conference rooms, speakers’ materials, materials to be provided to participants, name badges, housing and transportation requests, travel and grant reimbursements, and food and beverages, and any other logistical arrangements you require.
Invite speakers and be sure they register on time. Provide list of names to User Administration.
Invite sponsors and request logos. Provide list to User Administration for follow-up.
Establish agenda and background information.
Provide list of participants to User Administration.
If needed, reserve laboratory spaces for hands-on workshops.
If this is a hands-on workshop, the organizer must arrange beamtime at all necessary beamlines and submit a Safety Approval Form (SAF). User Administration will provide names with guest number for this purpose.
If desired to be included in workshop materials, ask speakers for lecture notes and provide to User Administration at least three days in advance.
Write THANK YOU note to speakers and/or participants, and provide to User Administration for either e-mailing or hard copy mailing within 2 weeks after close of workshop.
Workshop Support (User Administration):
Review “Guidelines for Workshop Organizers” and “Workshop Planning Worksheet” with the workshop organizer.
Submit Proposal Outline for NSLS Workshop and secure approval ASAP.
Complete Conference Request Forms through Conference Management Office (for new workshops). For recurring workshops, confirm with CM that forms are still current and in place. Assist organizer with budget planning if necessary.
Ensure all speakers and participants have completed all registration requirements: Guest Information System registration and approval, training, verification of citizenship, visa, passport, INS documents, check-in, etc.
When necessary, send out reminders to speakers and participants to complete requirements for BNL and NSLS access.
Establish a list of participants including: Name, BNL guest number, email, phone, address, citizenship, visa status, training status, registration status, housing status, arrival and departure dates, and if needed, samples and/or equipment they are bringing.
Establish a list of speakers including the above and their reimbursement status.
Establish contact with housing and local hotels for group prices and local area transportation, as necessary.
Work with User Outreach to set up web site with information on:
who should attend
information on housing and transportation
registration information should include the fee
NOTE: should be set up as database format so that name labels and reports may be printed directly.
Reserve meeting rooms.
Reserve BNL shuttle van(s) if required.
Obtain agenda and any other pertinent information from workshop organizer, and edit as necessary for presentation purposes.
Contact appropriate people for creating announcements on the NSLS web and BNL Web, in the NSLS bulletin, user community, different societies, bulletin boards, different journals. NOTE: Cannot solicit sponsors.
If needed, and with guidance from meeting organizer, work with User Outreach office to make event poster for distribution.
Confirm sponsors provided by organizer, post logos on the web and on signs if necessary (such as: “ABC Company sponsored today’s lunch…”). Also confirm deliveries of materials they are shipping beforehand and set-up space. Contact Emil Zitvogel for electrical equipment inspections.
Contact Outreach Office to make arrangements for group photo (and during-workshop photos if desired), and confirm with workshop organizer. Outreach Office should also confirm photography appointment(s).
Make arrangements for food services and confirm delivery times, amounts, and set up/clean up schedule. Communicate with appropriate custodial staff about requirements.
Order folders and other office supplies if necessary.
Notify Security if appropriate – parking issues, etc.
Create folders of information for workshop participants, if desired by workshop organizer. Suggested items to include:
Directions to BNL
BNL Shuttle Schedule
Participants list * NOTE: NEED 2 DAYS’ LEAD TIME FOR COPIES
Determine if wireless access is required - contact ITD help desk to set up. Will need to get conference code - give workshop title, dates:
Current procedure: Log in screen Life number (put in code key) Fill in department - NSLS
Create and administer standard survey for meeting participants.
Create name badges.
Confirm speakers a day or two before (verify time).
Gather and organize materials for workshop presenters.
Verify all workshop and presentation materials are ready and in good working order.
Verify food deliveries, photographer, equipment deliveries, equipment inspections, etc.
If possible, contact User Outreach about posting photos and/or lecture notes on the website.
At end, if applicable, verify shipments of equipment and participants samples.
Send thank you notes.
One of ten national laboratories overseen and primarily funded by the Office of Science of the
U.S. Department of Energy (DOE), Brookhaven National Laboratory conducts research in the physical,
biomedical, and environmental sciences, as well as in energy technologies and national security.
Brookhaven Lab also builds and operates major scientific facilities available to university, industry
and government researchers. Brookhaven is operated and managed for DOE's Office of Science by Brookhaven
Science Associates, a limited-liability company founded by the Research Foundation for the State
University of New York on behalf of Stony Brook University, the largest academic user of Laboratory
facilities, and Battelle, a nonprofit applied science and technology organization.