Preamble
IACM and ECCOMAS both value the opportunity, especially for young researchers, of providing pre- and post-congress courses and workshops in conjunction with the large IACM and ECCOMAS events.

Common to the instructions of ECCOMAS and IACM is the core conviction that pre- and post-congress events should be provided on a non-profit, benevolent basis.

Proposal for Courses and Pre/Post-congress activities

  1. A proposal for an Advanced Course (AC) should be submitted to the secretariat of IACM or ECCOMAS before 1 October 2019. A proposal must at least include the following items:

    • title of the course
    • venue and date
    • chairpersons
    • objectives and target groups
    • scientific/technical areas covered
    • provisional time schedule
    • expected and minimal number of participants
    • participation fee(s)
    • estimated budget, incl. cost breakdown
  2. Proposal will be evaluated by the ECCOMAS Executive Committee, the officers of IACM, and the co-chairs of WCCM2020. The applicants shall be notified of acceptance before 31 October 2019.
  3. It will be considered good practice to provide joint coffee breaks and lunches, and to include corresponding expenses in the budget. These breaks and lunches are considered a good opportunity for interaction between participants and instructors. This aspect will be taken into consideration in the evaluation of the proposal.
  4. All accepted ACs will be announced on the website of WCCM2020. Registration for ACs incl. payment proceeds via the WCCM2020 website.
  5. The AC chairpersons are responsible for maintaining contact with the WCCM2020 co-chairs with respect to local arrangements (e.g. room allocation, catering, etc.).
  6. The estimated budget (see Art. 1) can include overhead expenses of the lecturers/organizer, if such expenses are congruent with the envisaged benevolent character of the ACs, e.g.
    • Additional hotel costs for the duration of the course
    • Food & beverages during the course
    • Travel expenses for lecturers not attending WCCM
    Such overhead expenses for lecturers/organizers can only be included in the final (posterior) budget if these have been announced in the estimated (prior) budget.
  7. The organizers should indicate a minimal number of participants for their course. If fewer participants register than the indicated minimal number, the AC will be cancelled. Any announcement of the AC should clearly state that the event can be cancelled if the minimal number of participants is not reached.
  8. ECCOMAS and IACM will support approved ACs through the general dissemination of the ACs via the regular ECCOMAS and IACM channels (web page, emails, dissemination at conferences, etc.). In addition, ECCOMAS and IACM will support approved ACs by providing a template for the announcement brochure and/or poster. Reproduction and dissemination of printed brochures and/or posters is at the expense of the organizers, and can be included in the budget.
  9. Within two months after the event, the chairpersons submit a final report of the event to the secretariat of IACM or ECCOMAS. This report is assessed by the Executive Committee of ECCOMAS and the officers of IACM. The final report shall at least include:
    • main parameters of the event
    • a definitive budget, signed by the chairpersons
    • the results of a survey among the participants (a template is provided)
    • prognosis for planned future editions
  10. In accordance with the non-profit purpose of the ACs, any surplus in the final budget will be transferred to ECCOMAS and IACM, divided evenly. Note should be taken that organizers/lecturers can charge their overhead costs to the AC budget, provided that these expenses have been indicated in the estimated budget (Art. 6 above).
  11. IACM, ECCOMAS and the WCCM2020 organization are not responsible nor liable for any financial arrangements related to the ACs. The AC chairs are responsible for payment of AC-related expenses, as well as any deficits, should such occur.