Information for the Organizers of |Dagstuhl Seminars and |Dagstuhl Perspectives Workshops

Now that your proposal for a Dagstuhl Seminar or Dagstuhl Perspectives Workshop has been accepted you are an organizer.
You can now look forward to a number of joys and duties in this role.

Invitations

After your initial proposal has been approved, you will have to submit a final invitation list of the proposed participants and possibly a list of alternates - including their full addresses and preferably also e-mail-address and URL - approx. one year before the seminar is due to take place. In analogy to your proposal, please mark on that list young researchers, people from industry and woman, as well as the field of research of the invitee. Schloss Dagstuhl uses this list to send out invitations to them. The invitations are sent approx. ten months in advance of the seminar. Those receiving the invitation also receive a short description of the proposed content of the seminar (motivation text) in addition to a reservation form and an information sheet on Schloss Dagstuhl.

 

No registration date is specified but rather the invitee is asked to return the registration forms to our office as soon as possible. We ask that organizers receiving any replies forward them directly to us.

 

Approx. six weeks after sending out the letters of invitation a reminder is sent to those who have not yet responded requesting that they indicate whether or not they will be able to attend. Another reminder with travel related informations is sent via e-mail approx. six to eight weeks before the seminar takes place.

Alternates

We send each organizer his or her access codes to our response dynamic webpage when we send out the initial invitations. Organizers may visit this page at any time to check the registration status of their seminars. At that time they may choose to follow up personally by inquiring with participants who haven't yet replied in order to get a sense of their intentions. In case no list of alternates has been compiled, the weeks following the initial invitation mailing are a good time to do so. In preparing this list, an attempt should be made to replace those who have declined the invitation with individuals with a similar range of expertise (cf. Invitations).

 

Individuals may also be added to the list who have recently become known to the organizers and couldn't be taken into consideration for the initial list submitted with the proposal. After consulting with the organizers, the alternates are sent an invitation.

 

Approximately six to eight weeks before the seminar the participant list is published on our website and information and travel tips sent to all those who have not declined the invitation. In many cases this enables the situation to be quickly clarified as to who of the invitees will be attending.

 

It is not necessary to register individuals shortly in advance of the seminar in order to make up for a perceived lacking full complement of participants. Dagstuhl Seminars achieve and maintain their high standard by virtue of the quality of the participants. The results are not negatively impacted by virtue of a smaller number of participants.

Seminar Program

We expect the seminar participants to make presentations covering their present work. When the travel information is sent out approx. 6 weeks prior to the seminar the participants are asked to upload the title, an abstract, etc. and any other material relating to their proposed presentation to our server (cf. Seminar Materials).

 

The program is compiled by the organizers. In order to make the seminar as dynamic as possible we recommend not planning the entire week down to the last detail beforehand. It is important to leave ample time for discussion. Wednesday afternoons are typically used to go on a hike or an excursion in the surrounding area so that there are five mornings (from Monday morning to Friday morning) and three afternoons available for the seminar per se. We recommend not trying to incorporate more than 32 presentations in the seminar program.

 

Already when sending out the invitations we point out that not all of the proposed presentations might be included in the final program. Discussion might also take place in separate groups. There are certainly enough rooms and facilities at the seminar center for this purpose. Some of the seminars have been successfully used for the discussion of fundamentals which turned up open problems and future developments.

 

The program for the following day can be finalized the evening before. This enables the discussion results to determine the pace and sequencing of the seminars. This is the key element which sets Dagstuhl Seminars apart from run-of-the-mill workshops, making them particularly productive and efficient.

Arrival and Departure

The guests are expected to arrive at Schloss Dagstuhl on Sunday afternoon starting at 3 p.m. Guests cannot be admitted inside the seminar center any earlier as our staff is normally not available between Saturday and Sunday. Consequently, we suggest that guests arriving on Saturday stay at hotels located in the immediate vicinity or in the city of Mainz, since everybody arriving at the Frankfurt Airport travels through Mainz on their way to the center when taking the train. The same applies to guests from overseas who get economy air fares that require a weekend stay and wish to extend their stay after the seminar. In this case, they can stay on until after breakfast on Saturday morning and then proceed to a hotel in the vicinity or elsewhere.

 

A staff member is at the reception desk (in the new building) between 3 p.m. and 7 p.m. on the arrival day to welcome the arriving guests and answer any questions they might have.

 

The guests receive coffee and cake during the afternoon and supper in the evening.

 

Self check-in: After 7 p.m., guest should use the door code that they received together with the travel information to enter the house.  A list of room assignments is posted at the reception office in the new wing (to the left of the main building). Together with guests who have already arrived, a member of the organizer team should be available to explain things to those who are just arriving. This means that at least one of the organizers should arrive on Sunday afternoon.

 

On Monday morning we request that the organizers come down to the administrative office to become acquainted with the center's staff team and clarify a few organizational issues.

 

Service hours of the reception office:

  • Sunday: 3:00 p.m. - 7:00 p.m.
  • Monday–Thursday: 7:30 a.m. – 4 p.m.
  • Friday: 7:30 a.m. – 1:00 p.m.

 

We expect the participants to be present during the entire week as arriving and departing between Tuesday and Thursday has a substantial detrimental impact on the seminar itself and program planning.
Guests normally leave early Friday afternoon, however they also have the option of staying until Saturday morning.

Childcare Assistance

Schloss Dagstuhl wishes to support parents who would otherwise not be able to attend our events due to a lack of childcare opportunities at home. You will find more detailed information here.

Center's Facilities, Accommodation, Meals

The Center is open to the participants of a seminar for one week. Small groups of informatics specialists, individual research guests or a second, smaller seminar might also be using the Center in parallel to the Dagstuhl Seminars. The Center is characterized by an atmosphere of trust. All rooms are unlocked, though valuables may be secured in lockers. We attach considerable importance to the outside doors not being left open, and that only the individuals personally invited by us are present. This is indicated by wearing the name tags issued by us. We can accommodate a small number of individuals accompanying the invited guests. Please notify us in advance if you are expecting any guests for the day.

 

Service times for meals:

  • Breakfast: 7:30 – 8:45 a.m.
  • Lunch: 12:15 p.m.
  • Dinner: 6 p.m.

 

Coffee is set up at the entrance to the conference hall in the morning; a coffee table and cake is set up in the dining room in the afternoon. At lunch a light meal is available; a hot dinner is served in the evenings. We would like to take this opportunity to ask you to make every effort to adhere to the designated mealtimes. The seating of the participants changes at every meal. This is intended to seat people together who are not yet (well) acquainted with one another. Coffee is available in the wine cellar and the cafeteria on a self-service basis and a cheese platter at about 10 p.m.

 

You do our kitchen team a great favor by helping to clear the tables after meals. Carts are available for your convenience for collecting dirty dishes.

Hiking/Outing

Wednesday afternoon is traditionally reserved for a hike into the nearby woods or an excursion. A group activity of this type affords the participants to become acquainted with one another in an informal situation, plus offers them the opportunity of getting some exercise.  Please contact the Dagstuhl team for advice and maps (unfortunately the team is not available as guides).

Computer Equipment and Other Facilities

Schloss Dagstuhl has three lecture halls with a seating capacity of 25 to 60 each. All lecture halls are equipped with a projector, an MS Windows workplace, and an audio system including a microphone. These facilities not only enable talks and papers to be presented in an optimal manner but also permit online demonstrations of active and distributed systems to be given to large audiences. A presenter for use of those who wish to go through their presentations without physical access to a computer is also available. 

 

In addition to the lecture halls, the center has six meeting rooms. Two are equipped with up-to-date HDMI projectors and one has a large plasma display at the wall. Five mobile projectors are available for use in all of the rooms. 

Throughout the grounds guests have Internet access by Wi-Fi.

 

Schloss Dagstuhl offers one computer room including eight workstations. Among them there are two Apple Macs, two dedicated MS Windows workstations and four workstations providing either Linux or MS Windows by a dual boot method. There is also a large display together with an external keyboard and mouse for users with their own laptop. Several Ethernet cables with Internet connection are also provided to bypass the rate-restricted Wi-Fi connection. Two iPads, and upon request a MacBook Pro and a laptop with Windows are also available for use throughout the grounds. 

 

Many of the facilities typically available at a conference center are also available at Dagstuhl: flipcharts, bulletin boards, presentation panels, moderator cases, audio system, telefax [+49-6871-905133]. Schloss Dagstuhl provides a multifunction color printer with scanner and copier, a color printer, and a black and white printer. The preferable access method is to use a dedicated web front end which allows to upload and print the most used document formats without converting them.

 

For organizing the sequence of talks, Matt Duckham's Dagstuhl Timer might be useful.

Research Library

Our guests also have access to a well-stocked research library. The library catalogue can be searched via the Center's website. Literature searching can also be done in the Center's online databases. We welcome donations from our guests, e.g. gratis author's copies, particularly of books which have gone out of print and are no longer available.

Our librarian prepares an exhibit for each seminar featuring the books of participants available in our library. Authors are asked to sign their books. If desired, exhibits can be prepared for a specific topic. The library is open 24/7. Being a reference library, books can be borrowed by guests, however they may not leave the Center's premises.

Library

Seminar Guest Book

You will find a book in the Center in which all the participants of our seminars enter a handwritten summary of their presentation. This enables each guest to leave behind his or her own personal mark in the history of Schloss Dagstuhl.

Seminar Materials

We offer a web-platform where seminar participants can upload materials related to their talk, working groups, ...

 

The platform is accessible via the link "Participants and shared Documents"  on the seminar's webpage.

Documentation of the seminar: Dagstuhl Reports

The financial support given to the Dagstuhl Seminars requires a documentation as part of Schloss Dagstuhl's quality assurance activities.

 

For each Dagstuhl Seminar a citable report is published in the periodical Dagstuhl Reports. The seminar report should include:

  •  an executive summary of the seminar program and the fundamental results,
  • an overview of the talks given during the seminar (summarized as talk abstracts), and
  • (if applicable) results from working groups.

 

Furthermore, seminar participants may submit an unrefereed paper at arXiV/CoRR as part of the Dagstuhl Preprint Archive.

 

The periodical Dagstuhl Reports is published under a Creative Commons license and is based on the OpenAccess principle, i.e., the articles are accessible online and free of charge.

 

The seminar organizers are asked to designate a collector whose tasks are given here.

 

More informations about the seminar documentation and the periodical are available via Dagstuhl Reports.

Method of Payment

A final accounting is prepared together with the guests on the last seminar day. For more details, please refer to the Expenses section.