EMS Handbook: European Congress of Mathematics

4.2.3 Memorandum of Understanding

ECM organizers and the EMS, represented by the EMS President, sign a Memorandum of Understanding (MoU) in the year of ECM venue selection. The MoU regulates responsibilities of and collaboration between the ECM organizers and the EMS.

The Organizing Committee (OC) is responsible for all practical aspects of the organization of the ECM on site including securing the necessary funds as specified below.

The EMS – based on experiences with previous congresses – advises on matters concerning the organization, budget, registration, accommodation, publications, website etc. It will be responsible for specific tasks as specified below.

The OC is furthermore responsible for securing funds for the congress and its organization. The EMS will – based on experiences with previous congresses – advise on matters concerning the budget, registration, accommodation, publications, the congress website etc. It will also assist in seeking financial support.

Congress fees

The level of the registration fees will be as stated in the bid and approved by the Council. In the case of price changes, the OC can apply to the EC for a modification. The EMS members will benefit of a discounted fee of 20% on the early bird registration fee.

The fees will include a welcome reception cocktail, two coffee breaks per day, a tourist visit and a discount for the conference dinner for all participants. The fees for accompanying persons will include a welcome reception cocktail and a tourist visit.

Plenary and invited speakers, prize winners, the Abel Lecturer and the Hirzebruch Lecturer will have their registration fees waived.

Scientific and Prize Committees

The preparation of the ECM will be assisted by a Scientific Committee (SC) appointed by the EC. The OC will be invited to suggest up to two members of the SC.

The SC must set up an overall scientific programme of the ECM and select plenary and invited speakers. The OC is expected to cooperate with the SC in order to set up attractive scientific activities promoting the participation of a large number of mathematicians at the ECM.

The OC will pay for the travel and accommodation of the members of the SC for one in person meeting.

The EMS is responsible for the announcement of the call for nominations for the different prizes. The EMS will assist and advise the OC in seeking sources of funding, in particular for the EMS Prizes.

Prizes

The following prizes will be presented during the opening ceremony of the ECM: up to 10 EMS Prizes, the Felix Klein Prize, the Otto Neugebauer Prize, the EMS/ECMI Lánczos Prize for Mathematical Software, and the Paul Lévy Prize in Probability Theory. The names of prize winners must remain confidential until announced at the opening ceremony.

The EMS is responsible for the announcement of the call for nominations for the different prizes. The call will be also published on the ECM website.

The prize winners will be selected by the respective Prize Committees. The appointment of the Prize Committees will be the responsibility of the EC. The names of members of the Prize Committees, with the exception of the chairs, must remain confidential until the prize winners are announced at the opening ceremony.

The OC will pay for the travel and accommodation of the members of the EMS Prize Committee for one in person meeting of the EMS Prize Committee.

The EMS Press, under contract with the EMS, will provide €25,000 for the EMS Prizes. The EMS will secure the remaining €25,000 from another sponsor (usually the Foundation Compositio Mathematica, to be negotiated by the EC).

The EMS, under contract with Fraunhofer Institute for Industrial Mathematics, will secure the prize money for the Felix Klein Prize.

The EMS, under contract with Springer, will secure the prize money for the Otto Neugebauer Prize.

The EMS will provide the prize money for the EMS/ECMI Lánczos Prize for Mathematical Software.

BNP Paribas as the principal sponsor, under agreement with the founding bodies of the Paul Lévy Prize in Theory of Probability, will provide the prize money for that prize.

The OC will pay for the travel and accommodation of the winners of the EMS Prizes, the Felix Klein Prize and the Otto Neugebauer Prize. The EMS will secure the funding to pay for the travel and accommodation of the winners of the EMS/ECMI Lánczos Prize for Mathematical Software and the Paul Lévy Prize in Probability Theory.

The OC will ensure the preparation and printing of appropriate diplomas for the prize winners.

The OC will assist the prize winners with securing suitable accommodation, and possibly also their travel arrangements.

Plenary, invited, Abel and Hirzebruch lectures

The OC will pay for the travel and accommodation of 10 plenary and up to 30 invited speakers. The OC should offer invitees the option to cover the travel from their own funds in order to support the participation in the congress of mathematicians with more limited access to funding, particularly early career mathematicians.

The EMS will invite the Abel Lecturer and pay for their travel and accommodation.

The EMS in cooperation with the German Mathematical Society (DMV) will select the Hirzebruch Lecturer. The DMV, under contract with the EMS, will pay for the travel and accommodation of the lecturer, up to the amount of €1,500. The EMS will make partial contribution to the expenses if they exceed this amount.

Mini-symposia

The OC will publish a call for proposals for mini-symposia and ensure the selection of those that will become part of the scientific programme of the ECM well in advance.

Satellite conferences

The OC will invite mathematicians to organize mathematical conferences and workshops as satellite activities of the ECM; it will accept or reject candidates. Meetings that charge a registration fee can only be accepted as satellite activities if the organizers agree to grant at least a 20% discount on registration fees for those participants who also attend the ECM.

Programme of special events at the ECM

The OC should consider requests for organizing round tables, special sessions and similar events, will include them in the programme and will provide suitable space. In particular, EMYA must have such an option.

The OC will prepare events (exhibitions, lectures etc.) popularizing mathematics for the general public.

Proceedings

The ECM Proceedings will be published by the EMS Press. The OC will coordinate with the EMS and EMS Press well in advance about the preparation and publication of the Proceedings. The OC will appoint the editors of the Proceedings and they will be responsible for the organization, presentation, and refereeing of the contributed material, along the lines of the previous ECM Proceedings. The EC, in consultation with EMS Press, will decide on the format and distribution of the Proceedings. In the case of an open access publication, the OC should provide a financial contribution to this end.

Promotion

The OC will set up the ECM website well in advance and will update it continuously. The EMS will place the link on its website. The OC and EMS will use their means and communication channels to promote the ECM with the aim of ensuring the greatest possible participation. The EMS Community Engagement Manager will cooperate with the OC. In any ECM publicity, the OC will state that it is the quadrennial ECM of the EMS; the EMS logo will be placed prominently.

The OC will offer the EMS and EMS Press a free booth in the exhibition area. All EMS member societies interested in a booth will benefit from a reduced rate.

Final report

After the end of the ECM, the OC will submit a detailed report to the EC, including a framework financial report.

Council meeting

The OC will be responsible for the provision of space and necessary equipment for a Council meeting to be held immediately prior the ECM, including catering (coffee breaks, Council dinner and possibly a snack at the beginning).

EC meeting

The OC will be responsible for the provision of space and necessary equipment for a meeting of the EC before the Council meeting, including coffee breaks and possibly lunch and dinner. The details will be agreed with the EMS Secretary and the EMS Office.

Grants

The OC will offer at least 100 grants for mathematicians from less favoured countries. The EMS will contribute with funds for additional grants.