How to organize a conference?

Application for Larger Meetings (15+ participants):

Eligible Events: Conferences, semesters, forums.

Submission: Send the completed Banach Center Application Form (PDF, doc) to the Banach Center Office, with a copy to the Deputy Director.

Deadlines:

• Annual Competition:
  • Deadline: May 5, 2025 (for 2025–2027 events).
  • Review: Evaluated by the Scientific Council based on scientific quality and impact on Polish mathematics. Organizers present their proposals during the review meeting. Approved events may receive 20–50% of local costs funding.
• Continuous Applications:
  • Timeline: Accepted year-round, reviewed by the Deputy Director. Eligible for minimal financial support.
  • Costs in Będlewo: 400–450 EUR/person/week (includes accommodation, full board, conference dinner, transport to/from Poznań, and an excursion). 

Note: Including a Polish resident in the organizing committee is preferred but not required.

Application for Smaller Meetings (<15 participants):

For smaller workshops, research groups, or forums:

• Submission: Follow the same email process as for larger meetings.

Use the Banach Center Application Form (PDF, doc) for submission.

Information to Include in the Application

1. Event Details: Title, duration, dates, and structure (e.g., plenary lectures, poster sessions).
2. Organizing Committee: Names, email addresses, and phone numbers (if possible).
3. Scientific Topics: Brief description (up to one page).
4. Participants: The expected number, a tentative list (by country if possible), and invited speakers (indicating confirmations).
5. Budget: Total estimated cost, requested funding from the Banach Center, and details of other financial sources.
6. Additional Information:
   • For recurring events, include a report on previous editions from the Scientific Committee.
   • Indicate if proceedings will be published in the Banach Center Publications (BCP) series.

The Banach Center provides comprehensive support for organizing online and hybrid conferences, whether in Bedlewo or Warsaw, including:

• Assistance with using a large-meeting ZOOM license, including distributing ZOOM links and hosting or recording lectures in the Banach Center ZOOM cloud.
• Uploading recorded lectures to a dedicated playlist on the Banach Center YouTube channel.
• Providing professional graphic tablets for on site lecturers to stream local sessions to remote 
• participants, along with video equipment for transmitting external lectures.
• Assisting with the creation and management of the event website.
• Designing an event poster with a QR code linked to the event’s website.

Organizers must appoint a contact person in advance to coordinate all online aspects of the conference with the Banach Center Office.

 Once approved, organizers must:

• Create and maintain a webpage for the event using Google Sites under the Banach Center platform. The Banach Center staff will assist with setting up the initial website.
• Reserve conference dates well in advance to ensure venue availability, especially for the Conference Center in Będlewo.
• Plan arrivals for Sunday afternoon and departures for Friday or Saturday for five-day conferences.

Important Notes for Organizers:

• Promotional materials: All advertisements and posters must include the following statement: “Event organized by the Stefan Banach International Mathematical Center”.
• External funding: Any external financial resources must be deposited into the Institute's bank account.
• Before the event:
  • For events organized in Warsaw:

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

  • For events organized in Będlewo:

    Organizers of scientific events held at the Będlewo Research and Conference Center 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 start of the event. The information provided in the form is considered binding and serves as the basis for assigning tasks and settling the event within the framework of the Institute's statutory activities.

    Upon receiving the form, the Head of the Center confirms the organization of the event under the specified conditions or provides comments. Requests submitted after the 30-day deadline will be considered individually and require written approval.

• After the event: A financial and scientific report in English must be submitted within two weeks of the event's conclusion.

Scientific Report Requirements:

• Title, dates, and organizers.
• Participant numbers (with breakdowns by country and gender).
• Number of talks, including titles of those given by foreign participants.
• Summary of the event’s scientific achievements.
• Attachments: List of participants and event program.