EVENTS ARE WORKSHOPS AND MEETINGS ORGANIZED BY A WORKING GROUP. THEY ARE MEANT TO BE ONE OF THE MAIN WAYS TO ENFORCE THE MACSI-NET NETWORK.

OTHER INTERESTING MEETINGS

RULES AND FORMS HOW TO PREPARE AN EVENT

MACSI-net INFORMATION FOR DISTRIBUTION AT YOUR EVENT

Events

Rules

How to prepare an Event:
For a MACSI-net Event we have stipulated specific requirements for a subsidy to be granted. Take good notice of these requirements as listed below. It is in our joint interest to make the procedure as simple as possible. We therefore ask you to use:

1: this form to submit a request for an event;

2: this form to announce the event on the "event" page (this page), after the request has been approved;

3: this form to report about an event. You need to report about the event within one month after it has taken place. The form has no fields dedicated to financial accounting. The financial report has to be send separately to the MACSI-net secretary, also within one month.

To enforce the network you are kindly asked to distribute this 4 page MACSI-net brochure (PDF) among the participants of your event and to inquire about their interest in registering in MACSI-net. Furthermore there is this Word document containing an inquiry for distribution among the participants of the event.

There is substantial support for electronic services. So if you have ideas or wishes about services which support your WG activities, such as an electronic forum, please contact the MACSI-net organization through Paul de Haas, p.c.a.d.haas@tue.nl.

Be sure that:

A	The objectives of the event are explained clearly.
B	The objectives are in line with the strategic goals of MACSI-net.
C	The subject of the event fits in the application areas of MACSI-net and must therefore be linked to at least one Working Group. The Executive Committee will see to it that the application areas are covered more or less homogeneously, also with respect to location, area of activity, and time.
D	There is a substantial relevance for industry.
E	There is a list of intended participants. A substantial percentage of them comes from industry.
F	Special guests for which costs of travelling and accomodation need to be funded, have to be given permission from the EU. To this end they need to be clearly identified and their participation motivated. Especially for non-European citizens the application must be more in depth.
G	The organiser will write a report about the outcome. This report has to be send to a member of MACSI-net especially assigned for the event in order for this member to distribute the money and to moderators of supervising Working Groups.
H	It is made clear what kind of report might be expected as a result of this Event. Take note of the contents of the electronic form for reporting.
I	There is a detailed budget: (costs for travel and subsistence are supplied for from the budgets of the members). A specification should be made of costs for: Announcing and reporting Inviting special guests Renting (for the meeting to take place) N.B. Labour costs are not refundable.

Notes:

1. The organiser should conduct its own financial administration and report via a cost statement to the co-ordinator. The member is responsible for the financial administration. The organiser presents a written report (electronically) within one month after the event to the moderator and the co-ordinator.
2. The length of the report should be in accordance with the importance of the event. The main purpose is that eventually the Working Group has a report of its activities and outcome (to be ready at mid term and at the end).
3. By definition only those whose names are recognised as participants in the programme by our project officer at the EU will be eligible for travel and lodging money e.g.
   (This point is important when your proposal deals with inviting guests).