Guidelines for proposing a workshop

Getting Started

• The proposal form is a Google document visible here. Make a copy of the form, and save it with a new name to your own drive - or print it out and fill it in offline.

• Work through the form. If you need help, send email to Ziba.

Rough Budget Numbers

• Coffee: allow $20 per day, per person for coffee and light refreshments.

• Lunches: allow ~$15 per person to cover sandwiches or similar.

• Workshop Dinner: allow up to $60 - $80 per person. Large groups should estimate ~ $7,000 - $10,000 depending on location.  Smaller groups can use smaller rooms in restaurants, or have catering on site (see notes below).

• Accommodation: allow $160 (2018 prices) per person per night at the SLAC guesthouse.

• Per Diem: allow $64 per day.

• Travel costs: discretionary, but we have often provided grants of eg "up to $1000 towards travel expenses." These grants need to be made by letter up front (sent by the KIPAC admins), and then paid out on receipt of the visitor's proof of travel.

Notes:

• Campus catering require a minimum order of a) $250 and b) 25 people for either coffee or lunch.

• On-site catering varies between $30 to $50 per head depending on the caterer.  Wine and beer is purchased separately and runs about $7 per head.

Meeting Rooms and Accommodation

• The guest house fills up fast, especially in summer. The FKB meeting rooms are used by groups from all over SLAC, and whenever a large SLAC meeting is on, the guesthouse is likely to be full. Before thinking about which dates work best for you and your participants, find out which weeks are open by asking Martha or Christine to check the meeting room availability, and also to give the guesthouse a quick call. Then figure out which of those windows you want to go for, if approved.

• In general, you need to be booking rooms about 6 months in advance of your workshop. Block bookings can be made by Martha; the guest house needs at least 2 months lead time. The summer months (June-August) are especially busy.

Submitting your Proposal

Please send your completed proposal, either as a PDF attachment or a link to a readable Google document, to Ziba (zibam@slac.stanford.edu) to have the request reviewed by the KIPAC Management Committee.

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