This page describes the steps that organizers Fields Institute-supported events should take to access the resources available to them.

Date and Location

As soon as an event is approved by the Fields Institute Directorate, organizers should contact the Fields Institute Manager of Scientific Programs to provide confirmation of the date and location for the event. Events generally happen during the opening hours of the building (Monday to Friday from 9am to 5pm). 

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Webpage

A page on our site is created for all events supported by the Fields Institute. This is done as soon as the dates and location are confirmed. For most events, this page will contain all the relevant information for the event, including a schedule, speaker names and affiliations, registrant list, sponsors, and related links. This is the case, in particular, for events that are part of Fields Institute thematic or focus programs, and for most events held at the Institute.

For events not held at the Fields Institute, it is preferred that event organizers arrange to have their web pages hosted elsewhere other than Fields. This applies, for example, to events held at other institutions or that are part of other series of events, such as rotating international conferences. In these cases, the page created by the Fields Institute will contain minimal information about the event and a link to the externally hosted site.

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Finances

There are two options available to event organizers:

Option 1: funds administered by the Fields Institute

Under this option, the Fields Institute administers all the finances for the event. Accordingly, Fields will provide assistance with the following items. 

• Budgeting: the Manager of Scientific Programs will work with organizers to draw up a budget for the event.
• Income: Income may include Fields Institute support, sponsorships, external grants and registration fees. The Manager of Scientific Programs can assist organizers to transfer funding from other funding sources to the Fields Institute. If there is a surplus after the event, the surplus can be forwarded to the organizers only if there is an explicit prior agreement between Fields and the organizers to cover expenses for future instances of the same event, such as the next instalment of a series of conferences already planned. Otherwise, the Fields Institute will retain the funds in lieu of overhead costs. 
• Expenses: Expenses consist of visitor support and workshop overhead costs, such as catering, a reception,  etc. Fields will send a letter of invitation indicating financial support to the visitors and will process their expense reimbursements. At the end of the last day of the event, the budget is fixed and no furher changes are permitted to funding allocations. Fields will pay all overhead expenses directly. 

Option 2: funds administered by another institution

Under this option, event organizers can invoice Fields for the full support being offered. This can be done either before or after the event. In either case, a full financial report indicating how the funds were spent is required no later than one month after the event, and unspent funds must be returned to Fields.  Please prepare the invoice according to this sample and send the signed invoice to the Fields Institute Manager of Scientific Programs.

Allowable expenses include:

• round-trip economy class commercial transportation expenses, or mileage, as appropriate
• daily hotel room charges, including applicable taxes
• taxi fares between the airport and meeting site, or economy long-term airport parking

Non-allowable expenses include, for example, hospitality expenses (i.e. refreshments, meals, beverages), the cost of which is to be covered from other sources, such as registration fees.

Although Fields can still advise on budgets under this option, all income and expenses must be handled by the organization administering the funds. In particular, Fields will not send letter of invitations with offers of financial support to speakers and participants. Fields cannot collect registration fees for events hosted at partner universities. 

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Registration

Fields can handle online registration for events hosted at the Fields Institute. If no registration fees are collected, Fields may handle registration for offsite events that it supports. 

The Manager of Scientific Programs will discuss several aspects of registration with the organizers. These include, for example, whether or not there will be a cost for registration, discounted rates for students, and other items such as banquet or excursion fees. Fields registration forms generally allow very little customization--it may not be possible to add new items to the form.

Please note that it may take two to three weeks from date of confirmation for the Fields Institute to set up a registration form for which fees (registration or otherwise) are being collected.

There is a 3% charge by Fields on all income received through registration fees to cover processing costs.

The registered participant list is part of the information displayed on the event page and is updated regularly.

Registration pages typically close on the last day of an event to allow people to register while on-site. On request, registration pages may be closed earlier. 

Registration fees

To keep its events accessible, the Fields Institute has a policy of setting registration fees as low as possible, typically to cover event costs that cannot be charged to other sources of income. Registration is free for online-only participants. Typically, registration fees are the same for all in-person participants, unless sponsorship funding can be secured to offset charging lower registration rates to select groups (like students). Generally, registration fees should not be used to subsidize the participation of one group of participants by having another group pay higher fees. 

Registration fees should be set only after estimating all costs associated with an event and should be carefully adjusted if event organizers plan to waive or to have reduced registration fees for certain participant categories (organizing committee members, speakers, postdoctoral fellows, students, etc.). 

A minimum amount of catering is expected to be provided for all Fields Institute-managed events. See details below. Other event amenities, such as dinners, luncheons, or excursions may be arranged on a cost-recovery basis. The cost of these amenities may be paid for from organizer-arranged sponsorship or from opt-in fees paid for by participants at time of registration.

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Event Format

Remote access

Event rooms at the Fields Institute are set up for both online and in-person participation. Events hosted at the Fields Institute are open to registration by anyone wishing to participate online or in-person.   

Scheduling 

A standard workshop lasts five days from Monday to Friday and typically has up to twenty talks (four per day, often with a free afternoon on Wednesday). One of our goals is to encourage a "workshop'' atmosphere where participants can interact rather than merely sit and listen to lectures.

The Fields Institute can be staffed during its hours of operation, which are Monday to Friday, 9 am-5 pm. Staffing may also available one evening during an event if a reception is planned. The Institute is closed on Saturdays and Sundays as well as public holidays in Ontario and closure dates at the University of Toronto. .

Event Catering and Entertainment

Morning and afternoon coffee breaks will be arranged by the Program Coordinator assigned for your event, please note that the regular Fields tea break is at 3 pm daily.

A reception can also be arranged for your event through the Program Coordinator with non-alcoholic beverages and light hors d'oeuvres. 

Receptions, banquets, and lunches are arranged only on a cost recovery basis supported by registration fee or 3rd-party (non-Fields Institute) sponsorship. As it is necessary to budget the cost of these items please discuss this option with the Program Manager before registration for your event is open.

Acknowledgement of Traditional Land

At the start of an event, you may wish to acknowledge the land on which we operate. This statement was developed in consultation with First Nations House and its Elders Circle, some scholars in the field, and senior University of Toronto officials: 

I (we) wish to acknowledge this land on which the University of Toronto operates. For thousands of years it has been the traditional land of the Huron-Wendat, the Seneca, and most recently, the Mississaugas of the Credit River. Today, this meeting place is still the home to many Indigenous people from across Turtle Island and we are grateful to have the opportunity to work on this land. 

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Miscellaneous

Publicity

The Fields Institute can produce an event poster in consultation with organizers. Fields will also send out announcements to individuals and institutions subscribed to the Institute's mailing list. 

Fields Logo 

The Fields Institute logo should appear on all event materials. Digital copies of the Fields logo are available for download in various formats here. 

Recording and Livestreaming 

Events held at Fields can have video live streaming and recording of the talks that occur during the event. By default, we try to encourage organizers/speakers to take advantage of Fields streaming services, which include being publicly accessible in the Institute's video archive, but this is certainly left at the discretion of organizers/speakers. 

Applications for Funding Support

Fields can set up an online funding request form for students or other participants. A funding requests list is then shared with event organizers. 

Housing

It is standard for visitors to Fields to make and pay for their own housing arrangements. The Fields Institute housing resource page offers resources to Fields Institute members and visitors requiring housing.

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Fields Staff

Manager of Scientific Programs

Event organizers will first work with the Manager of Scientific Programs, to arrange a date for the event, draw up a preliminary budget, discuss the funding of invited participants and set-up the event web page and registration details. The Manager of Scientific Programs will maintain the budget for the event. After the event, the Manager of Scientific Programs will receive the financial report for events that used Fields Institute financial support as part of funds administered by another institution. 

Program Coordinator

After preliminary planning is in place, the event will be coordinated by a staff Program Coordinator to finalize the event details, launch a registration form, web site updates, event scheduling, day to day running of the event, communication with participants, prepare all event materials and arrange for catering. During event, the Program Coordinator will provide information regarding expense reimbursement, assist with equipment for speakers and the recording of talks. After the event, the Program Coordinator will receive Reimbursement Claim Forms from participants offered financial support. 

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Timelines 

12-6 months before the event 

• Date of event set with Fields Manager of Scientific Programs
• Event organizers must provide an outline of the event to Manager for web page. This information should include the title of the event, the names of organizers, an overview of the main topics or focus of the event and a preliminary list of invited speakers where applicable.
• If Fields is administering the support funding:
• Manager of Scientific Programs will draw-up preliminary budget with organizers.
• Event organizers must provide names and addresses of funded participants/speaker to Manager of Scientific Programs. Official invitations sent from Fields to funded participants/speakers. 

4 months before the event

• If requested, registration page set up through Fields on event web page. Fields Program Coordinator will maintain a list of registrants and process any registration fees.

2 months before the event

• The organizer(s) must provide the names of the speakers and their affiliation to the Program Coordinator. If enabled, abstracts will be solicited from the speakers through their registration/confirmation email.

1 month before the event 

• All speaker abstracts must be received by Program Coordinator.
• Budget should be finalized. No further funding offers should be made after this point. 

2 weeks before the event

• Organizers to finalize and proof event schedule with Program Coordinator

2-4 weeks after the event  

• Scientific report submitted to the Manager of Scientific Programs for the Fields Annual Report and Newsletter
• Financial report submitted to the Manager of Scientific Programs

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Fields Harassment Policy

The Fields Institute is committed to providing an atmosphere that encourages the free expression and exchange of ideas in a harassment-free, friendly and respectful environment.

All reports of harassment will be investigated by staff, and may result in removal from the Institute.

Learn more about our harassment policy, or find the shortened version here.

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Acknowledging Fields Institute Funding

If you’ve received funding from the Fields Institute, we want you to share this news. An acknowledgement of our support is a testament to the calibre of your work, and helps us demonstrate the value of mathematics research to the scientific community, funding agencies, and the general public. Acknowledgement guidelines can be found here.

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