Travel and subsistence
Grants from EPSRC, SFC, LMS and EMS enable ICMS to make a substantial contribution to the subsistence costs, and some contribution towards the travel expenses, of participants (in the expectation that some cover for travel may come from other sources). Funds will usually be available for travel and subsistence for about 35 people for one week. (Larger or longer meetings are possible, but will need either an additional source of funding or a special case to be made).
As an indication, the funding for a meeting in 2011 was in the region of:
35 people @£70 per night for accommodation for 6 nights = £14,700
35 people averaging £200 each for travel = £ 7,000
TOTAL = £ 21,700
Note that this may not cover all the expenses of a given participant. Organisers may vire between subsistence and travel and between individuals. The cost of subsistence outside the vacations is higher (as university accommodation is not available). The EPSRC funds will be administered through ICMS (not transferred to the parent institution of the proposer). Any additional funds (e.g. from the EU or the LMS) will usually be managed by the proposer.
ICMS will accept proposals for workshops where the majority of funding is already in place but a little more, plus administrative support, is required to make it viable. Such proposals will be fully refereed and, if they meet the selection criteria, judged in competition with other proposals.
The ICMS staff aims to undertake all the non-scientific administration of the meeting (such as issuing invitations, processing registrations, organising accommodation, preparing materials, financial administration). ICMS will be as flexible as possible, bearing in mind the experience and location of the Scientific Organisers and the requirements of a particular meeting.
Meetings with fewer than 100 participants can be held at 15 South College Street. Proposals for meetings with more than 100 participants are also invited, but another location will have to be found.
ICMS charges a registration fee of £50. This will form part of the overall funding for the meeting. The fee may be waived for some participants on the advice of the organiser.