Dear Young Minds!

The time has come to start organizing the 2023 EPS YM Leadership Meeting! Following tradition, we would like to invite every Young Minds Section to present their candidatures to host the LM of the incoming year! Hosting the LM is not only a great opportunity to promote your section and your city, but it is also rewarded with an extra budget of 1000€ for the next year’s grant applications!

You can apply by filling in the form you can download on this page and sending it in .pdf format to both of the following adresses,  mattia.ostinato@epsyoungminds.org and  ac@epsyoungminds.org, with the subject “LM 2023 APPLICATION + Name of section + University Name”. The deadline is  November 4th!

If you are interested in applying, we encourage you to carefully read the next rules and tips:

General information:

• The duration of the LM must be one day and a half (Friday and Saturday) and the proposed date must be around May. Exceptions could be made if connected with some bigger event: conference, festival, etc.
• The trip expenses for the representatives of other sections should be reasonable as EPS YM reimburses up to 100€/person. The preliminary cost of flight tickets can be checked in expedia.com or any similar search engines, while you can check all YM sections at: http://www.epsyoungminds.org/sections/.
• The lecture hall and accommodation options should be able to fit more than 60 people (sections’ representatives and local section members). Same applies for coffee breaks, lunches and dinners.

Motivation:

• Describe why we should choose your section as the host for the next meeting. In other words, tell us why you and your city are the best candidates to host the LM2023.

Previous Experience:

• Explain us how familiar is your YM Section in organizing and managing similar events and let us know a bit more about them: how good they were, how many people got involved, the approximate budget you managed and if you were able to obtain funding from your university/institution and other third parties apart from EPS.

Draft Programme:

• Provide us with a clear draft of the programme you would like to develop during the LM2023, including the temporal distribution of the different activities. Take the challenge of scheduling the most exciting and interesting experience ever in a LM!
• Plan all the logistics carefully, including what kind of transport you expect to use (public or private), how easy is to move between the places where events take place (venue, dormitories, social activities locations, etc.) and ensure reasonable times for moving  a large group of people between them.
• Take care in designing a good technical programme, including suggestions about local and international speakers you would like them to participate in the event.Do not forget to schedule some social events, sessions issuing social themes and networking activities in your agenda! Establishing strong international relationships between physicists is a relevant goal of the Young Minds Project!
• Remember to find the proper balance between the technical part of the programme, the social and networking events and the rest time of the attendees.

Expenses and funding:

• Make sure your budget does not exceed the maximum amount of 10.000 €.
• Maximize the impact per Euro (plan to invest more money where it is more needed).
• All expenses calculations should be done taking into account at least 60 people. 
• Explain in detail the estimation done for each expense, you are free to add any necessary options in both lists. Not all listed options should cost something.
• The biggest amount of money usually goes to meals (coffee breaks, lunches and  dinners) and accommodation (accommodation in dormitories is acceptable). Try to be as precise as possible in the budget and in the explanation of these items.
• Travel expenses of the representatives of each YM Section are out of the budget you have to elaborate since they are directly funded by the EPS, but keep in mind that this amount is limited to 100€ per person. If elected, try to contain costs of plane tickets by announcing the definitive dates of the LM no later than early february 2023.
• Sections are encouraged to approach their own institutions and other sources for any possible further support. 
• Please, note that most of the expenses related to the LM 2023 will be directly paid by EPS by reimbursement to the hired companies after presentation of an invoice addressed to EPS. It means that you will be free to manage your budget in accordance with the draft programme you presented in this call, but the money will not be directly transferred to your YM Section bank account.

If you have any questions, please do not hesitate to contact Mattia Ostinato (mattia.ostinato@epsyoungminds.org) writing “LM2023” in the subject of your email.

Host Application Form: