European GROW Steering Committee

How to host a GROW conference

Please let the steering committee know if you are interested in hosting a GROW conference, preferably including the following information:

  1. host organisation name
  2. information on workshop facilities (e.g., room capacity, equipment, accessibility)
  3. tentative organising committee
  4. preferred year(s) you wish to host GROW
  5. plans for financing (if available, the organising committee is responsible for securing funding)
You can contact the steering committee by emailing grow-europe@googlegroups.com. Please do so by January 31 of the year prior to your intended year of hosting. The steering committee will review proposals and get back to you within 6 weeks of the submission deadline.
The conference:
  • typically takes place annually in the spring, over the course of two to three working days
  • is primarily open to students who are currently enrolled in a European bachelor's or master's program, including international students.

Hosts are typically departments or groups of departments offering Ph.D. programs in the mathematical sciences. We help the organising committees to prepare proposals; however, they are responsible for securing all necessary funding.

Typical budget

The conference is usually budgeted around €20,000–25,000, but lower has been made to work too. Typical expenses include: travel and three nights accommodation for 50 individuals including participants, speakers and panelists, refreshments, two lunches, and a banquet. Participants are typically hosted in shared rooms to minimize accommodation costs.

Typical timeline for GROW on year \(n\)

This may vary based on local academic calendars, host organisations' internal calendars, and other factors, but generally includes:
  • confirm speaker line-up by mid-October of year \(n-1\), with posters and website going live (most of which can be prepared ahead of time)
  • advertising starts as soon as speakers are confirmed
  • late December of year \(n-1\): local volunteers (PhD, postdoc, faculty members) notified
  • early January of year \(n\): application portal opens
  • mid-February deadline for registration with financial support
  • late February: final participant list confirmed
  • early April: GROW conference takes place
More detailed information can be found in our organisational repository. This will be shared with the selected organisers.

Questions?

Contact the GROW Steering Committee at
grow-europe@googlegroups.com