How to organize a conference?

Applications for larger events (15+ participants):

Eligible events: conferences, semesters, forums.

Submission: The completed Banach Center application form (PDF, doc) should be sent to the Banach Center Office, with a copy to the Deputy Director.

Deadlines:

• Annual call:

  • Submission deadline: 5 May of the given year (for events in 2026-2028).

  • Evaluation: Applications are evaluated by the Scientific Council based on scientific merit and impact on Polish mathematics. Organizers present their proposals during the evaluation meeting. Approved events may receive funding covering 20-50% of local costs.

• Off-cycle applications:

  • Deadlines: Accepted throughout the year and evaluated by the Deputy Director. Minimal financial support may be possible.

  • Costs in Będlewo: 400-450 EUR/person/week (includes accommodation, full board, a gala dinner, transport to/from Poznań, and an excursion). 

Note: It is recommended to include a Poland-based resident on the organizing committee.

Application for smaller events (<15 participants):

For workshops, research group meetings, and forums:

• Submission: The application procedure is the same as for larger events. 

Please use the Banach Center application form (PDF, doc).

Information required in the application:

• Event details: title, duration, proposed dates, and format (e.g., plenary lectures, poster sessions).

• Organizing committee: names, email addresses, and-if possible-phone numbers.

• Scientific scope: a short description (up to one page).

• Participants: expected number, a preliminary list (if possible broken down by country), and invited speakers (including confirmation of participation).

• Budget: estimated total cost, the requested amount of Banach Center funding, and information on other funding sources.

Additional information:

• For recurring events, please attach a report from previous editions prepared by the Scientific Committee.

• Indicate whether post-conference proceedings are planned in the Banach Center Publications (BCP) series.

Below are the responsibilities of organizers of events approved by the Banach Center:

Booking dates and registering the event:

• Please reserve the conference dates well in advance to ensure venue availability, especially in the case of the Conference Center in Będlewo.

• For events organized in Warsaw: 

  No later than two weeks before the event starts, organizers must send the Banach Center Secretariat information on the number of participants, anticipated costs, and funding details.

• For events organized in Będlewo: Organizers are required to complete the Form for organizers of scientific conferences at IMPAN.

  The form must be submitted no later than 30 days before the event starts. The data provided in the form are treated as binding and form the basis for commissioning tasks and settling the conference within the Institute’s statutory activities. After receiving the completed form, the Head of the Center confirms the event under the specified conditions or provides comments if needed. Requests submitted after the 30-day deadline are considered individually and require written approval.
  

 Other organizer responsibilities:

• Creating and maintaining the event website using Google Sites within the Banach Center platform. The Banach Center staff will help with initial setup.

• For five-day conferences: plan arrivals on Sunday afternoon and departures on Friday or Saturday.

Important information:

• Promotional materials: Every advertisement and every poster must include the statement: “An event organized by the Stefan Banach International Mathematical Center”.

 After the event: 

• Within two weeks, submit a financial and scientific report in English and send it to the Banach Center Office,

• External funding must be deposited into the Institute’s account

Scientific report requirements

• Title, dates, and organizers of the event.

• Number of participants (broken down by country and gender).

• Number of talks, including the titles of presentations by international speakers.

• Summary of the event’s scientific outcomes.

• Attachments: participant list and event program.

The Banach Center provides full support for organizing online and hybrid conferences, both in Będlewo and Warsaw, including:

• Assistance with using large-meeting ZOOM licenses, including distributing links, hosting, or recording lectures in the Banach Center’s ZOOM cloud.

• Posting recorded lectures to a dedicated playlist on the Banach Center YouTube channel.

• Providing professional graphic tablets for on-site speakers, enabling streaming of local sessions to remote participants, as well as equipment for streaming external lectures.

• Assistance in creating and managing the event website.

• Designing the event poster with a QR code linking to the conference website.

Organizers must designate a contact person who will coordinate all online aspects in cooperation with the Banach Center Office.