Neuroscience Meeting

  Lunteren, The Netherlands • 7-8 June 2018  

Instructions for Proposal Submission

Dear Session Proponent,

As a potential session organiser at the 2018 Dutch Neuroscience Meeting, your role is a crucial one for the smooth development of the meeting. The DNM 18 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 3 November 2017.

Parallel Sessions

The Parallel Sessions in the DNM 18 meeting are meant to serve as a platform for topics of key importance within the Dutch Neuroscience community. All sessions require 2 co-applicants (co-chairs), where one must be a Dutch PI and the other can be a PI/postdoc/PhD 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 award. An international speaker refers to someone working outside the Netherlands (the nationality of the person is not relevant).

Preference will be given to proposals submitted by co-applicants who are working at different departments. 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 in light of some speaker line-ups changing significantly in previous years, we now require that you confirm that all speakers have been contacted regarding the session proposal being submitted.

Parallel sessions are 90 minutes in duration. The preferred format is:

  • 1 x 30-minute keynote lecture given by either a Dutch PI or international speaker
  • 4 x 15-minute lectures by Dutch PIs, Post-Docs, and/or PhD students

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.

Plenary Speakers

In addition to Parallel Sessions, the Dutch Neuroscience Meeting programme includes Plenary Sessions with a single distinguished keynote speaker. Anyone is permitted to nominate a keynote speaker, which should include a clear and compelling justification of why this person would be an outstanding choice. The nomination should include 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).

Important dates and deadlines

If your session proposal is accepted, you will be able to upload the details of your session through this website from 15 December 2017 (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 31 January 2018.

Subsequently, your speakers must 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 9 March 2018.

Please make a note of the following important points

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 (DNM18@azuleon.org). The HelpDesk is also available to answer any additional questions that you may have regarding the organisation of the sessions.

2. Costs covered by the DNM 18 Organisation

A) Your session’s main speaker

  • If your main speaker is working in the Netherlands, the expenses covered are:
    • Registration fee for the whole duration of the meeting (this includes the standard registration kit, as well as coffee breaks and lunches).
    • Transportation to the conference venue: train (2nd class fare) to Lunteren, plus taxi from Lunteren train station to the venue, or personal car (reimbursed at € 0.30 per km). Please note that a DNM shuttle service between Lunteren station and the meeting venue is available from Thursday (7 June) until Friday (8 June).
    • Accommodation: one night at Lunteren (either preceding the lecture, or thereafter), including breakfast. In addition, access to the meeting’s social dinner is also covered.
  • If your main speaker is working outside the Netherlands, the expenses covered are:
    • Registration fee for the whole duration of the meeting (this includes the standard registration kit, as well as coffee breaks and lunches).
    • Transportation: airplane ticket (APEX tourist class rate; please make sure that it is the lowest available airfare; see also below) to the Netherlands, plus 2nd class train to Lunteren, plus taxi from Lunteren train station to the venue; alternatively, 2nd class train to the Netherlands, until Lunteren and the rest as above; alternatively, the use of a personal car will be reimbursed at € 0.30 per km.
    • Accommodation: two nights at Lunteren, including breakfast. For speakers outside Europe, if necessary, an additional day–at the Congress Centre–may be claimed (preceding the meeting or thereafter). In addition, access to the social dinner is also covered.
    • To contain costs, invited speakers who have travel expenses covered by the DNM Organisation are encouraged to define their travel details as early as possible with the help of our HelpDesk (DNM18@azuleon.org).

Note Travel expenses covered by the DNM 18 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) Co-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.

D) Discounts

Discounts are not cumulative.

3. Reimbursements

Travel expenses will be reimbursed upon receipt of a completed DNM 18 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 1 July 2018 by e-mail to the DNM Treasurer. Forms returned after this deadline will not be processed and refunded!

4. Additional responsibilities of the session organiser(s)

  • Please make sure that all of your invited speakers are aware of the “rules” described above.
  • If necessary, you should help your speakers with their travel arrangements, in collaboration with the DNM 18 HelpDesk (N.B. you may benefit from this assistance only until 31 January 2018). The aim is to facilitate while keeping travel costs in check.
  • At the meeting venue, you will need to provide a laptop and a laser pointer for the session. A beamer will be available in the room.

In short

  • Structure and submit your proposal outline through this website until 3 November 2017.
  • Notification of selected proposals by the Organising Committee: mid-December 2017.
  • If accepted, upload your proposal details: 15 December 2017 to 31 January 2018.
  • Abstract submissions by session speakers: 1 February 2018 to 9 March 2018.

For any questions, don’t hesitate to contact us at DNM18@azuleon.org – we’re here to help...


[Instructions for Proposals v.171002]

Submit your proposal!


3 November 2017