for workshops to be held in 2014, across all scientific domains
Submission format
This is now closed. Information remains available for information purposes only.
Proposals must be in English and should be submitted using the specific form provided below for that purpose, respecting headings and structure and providing the requested information in the order of listing. Proposals should not exceed 8 A4 single pages:
- EW_Application_Form.doc (Word version)
- EW_Application_Form.rtf (Rich Text Format)
Note: The detailed explanations on content appearing in brackets in the template may be deleted if wished.
Please respect the formatting of the form, i.e.:
- Paper size: A4
- Body Font: Arial or Helvetica
- Body Font size: 11
- Margins: Left and right margins (at least) 3cm. Top and bottom (at least) 2cm
Headings, structure and requested information are also listed below for convenience:
Contents of proposal
The proposal should be precise in terms of scientific objectives, organisation and budget, and should clearly describe the activities to be financed by the workshop award.
Section I: (1 A4 single page)
- Workshop title
- Proposed dates and location of the workshop
- Name and full coordinates of applicant(s)
- Keywords relating to the proposed workshop topic (up to 5)
(one “keyword” can be a string of not more than 3 words)
- Abstract of the proposed workshop topic (max. 700 characters - i.e. 50-100words)
Indicate the topic(s) of the workshop and clearly demonstrate the exploratory/innovative nature of the event as well as its potential for future collaborative activities.
- List information (consisting of Title, date and reference number where applicable) for:
- Any previous applications of the present EW application to ESF (same specific topic, same proposer(s), similar list of attendees) over the past 4 years
- Any concurrent application submitted under any of the other ESF instruments (i.e. EUROCORES, Research Networking Programmes, ESF Research Conferences, etc.)
Section II: (not more than 5 A4 single pages)
- The case for an exploratory workshop (max. 2 pages)
Elaborate on the need for having an exploratory workshop on the proposed topics and using the items listed below as appropriate and as much as possible:
- What the workshop is going to explore: identify the main topics, outline the background and the rationale for considering the proposed topics as exploratory
- Why the proposed discussions should be considered as the basis for creating breakthroughs, new areas of research and/or innovative applications, or changing of paradigms
- The feasibility of achieving the anticipated outcomes both at the level of discussions at the workshop and for initiating follow-up research activities and/or developing future collaborative actions or other specific outputs at international level
- How the results of the workshop should potentially be used in future for enabling new areas of research and breakthroughs; what specific mechanisms can be foreseen for making these happen.
- Preliminary workshop programme
Provide a draft outline of the event, clearly indicating the general structure of the programme. The workshop programme should be detailed enough to provide a clear correlation between the scientific objectives/topics described in the "case" section of the proposal and the proposed programme and it must include:
- the specific science topics to be covered
- how discussion on these topics will be structured, including time for discussion on follow-up activities such as research, networking, collaborations or foresight.
- List of proposed participants (selected on the basis of their scientific excellence, potential contribution and reflecting a European dimension).
The aim should be to have wide participation from across Europe, with due regard to age, gender and geographical balance. Priority should be given to scientists based in ESF Member Organisation countries. A limited number of participants based outside countries with ESF membership may be included in the workshop where such involvement is essential on scientific grounds.
Provide a list of all the researchers likely to be involved in the exploratory workshop, indicating their name and affiliation as well as gender and a few keywords relating to their specific expertise. The number of participants is 15 minimum and 30 maximum (including convenors, speakers, participants - irrelevant of the source of funding). Participants should be listed by country with no country, including that of the convenor(s), represented by more than 25% of the total participants. Proposals with participation from less than 4 ESF Member Organisation countries will not be considered. Representation from either gender must be at least 1/3 of the total participation.
The number of names in the list should match the number of participants indicated in the budget.
[Refer also to the FAQ page for further details on some points.] - Estimated budget (ESF support up to a maximum of 15 000 €)
Indicate (in Euros) the breakdown for travel, accommodation, meals and any other expenses, in compliance with the ESF exploratory workshop Budget Guidelines. Indicate, if applicable, any financial support awarded or foreseen from sources other than the ESF. Any request for funding for participants based outside countries with ESF membership (maximum 2-3 participants) must be justified on scientific grounds.
The budget should be sufficiently detailed to establish conformity with ESF Exploratory Workshop Budget Guidelines.
Section III: (not more than 2 A4 single pages in total)
- Brief curriculum vitae of the principal applicant(s)
Full coordinates and short curriculum vitae of the applicant(s) including "contact person". Include references of the 5 most relevant publications of the last 5 years.
Submission procedure
Proposals should be submitted on-line (see below).
First submissions will be considered final (no revisions accepted).
Before uploading the single file containing your proposal, you will be asked to complete the information listed below in an on-line form. Therefore, before starting, please ensure that you have all details available.
Acronym(s) of the Scientific Review Group(s) into whose domain(s) your proposal falls and which will therefore probably handle its assessment (see list under "Contacts and Further Information"). If the proposal focuses on science-driven input to research policy issues such as Research Infrastructures, please also tick the appropriate box in the on-line form.
Details of 3 international experts who could referee this proposal, providing the following information for each person:
a) specific area(s) of expertise and related keywords
b) full contact details (email is required), including personal web-page if available.
The ESF may approach 1 of these suggested experts.
Proposed participants in a workshop as well as Scientific Review Group members should not be listed as potential referees.Optional (and in strict confidence): Names and affiliations of persons not to be asked to referee the proposal, in particular due to a "conflict of interest*".
* An interest may be defined as where a person may benefit either professionally or personally by the success, or failure, of a proposal.In addition, the following details - already included in the proposal file - will be requested again in the on-line form:
Workshop title
Proposed dates and location of the workshop
Name and full coordinates of applicant(s)
Keywords relating to the proposed workshop topic (one “keyword” can be a string of not more than 3 words)
Abstract of the proposed workshop topic (max. 700 characters - i.e. 50-100 words)
Information on previous applications on this topic for an Exploratory Workshop over the past 4 years or concurrent applications for any of the ESF instruments. (Title, date and reference number where applicable).
Summary of estimated budget and award requested
The deadline for submitting proposals is 18 April 2013, 16:00 (CET).
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Complete overview of the on-line submission form for information purposes (PDF 877KB)
Note: The purpose of the on-line form is to permit automatic insertion in our database; the form is therefore not available in .doc format or on paper.Check list on eligibility and compliance for ESF Exploratory Workshop proposers (PDF 328 KB): Proposers are strongly advised to "check" that their proposal complies with the requirements of the Call using this "self-check" list.
Contacts and further information
(List of Scientific Review Group acronyms, areas covered by each of them)
