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Proposing Programs and Workshops: Instructions for Potential Organizers

INT programs (4-12 week affairs) and summer schools (2-3 weeks) are proposed by community members and reviewed by the National Advisory Committee during its annual August meeting. The NAC makes recommendations to the INT director, who is responsible for the final selection and for notifying the successful proposers. Program proposals submitted by the deadline of year X will be considered for scheduling in the calendar year X+2. The director works with the successful proposers to determine the exact timing (spring, summer, fall) of the selected programs. Approximately 35% of proposals are accepted on first submission. However, proposals declined can be revised and reconsidered a second year. Thus a larger percentage of proposals are ultimately successful.

In addition the INT usually hosts a couple of shorter workshops each year, most easily scheduled during the winter.  Proposals for workshops should also be submitted for review by the NAC, and if submitted in calendar year X will be considered for year X+1, about six months later.  Occasionally workshops can be scheduled on short notice without NAC review if the scientific case for them is considered particularly compelling by the INT director.

  • The next NAC meeting will be held on August 9, 2016; all proposals need to be submitted by July 26, 2016 to guarantee consideration at that meeting.
  • Proposals should be emailed to Linda Vilett (lvilett@uw.edu), preferably as a pdf file.
  • Proposals should have no more than four organizers, with their email and other contact information provided in the proposal.
  • Common formats proposed are
    • 3-5 day stand-alone workshops with up to about 50 participants, generally scheduled in the winter following the NAC meeting;
    • 4-12 week programs with up to about 20 people in residence at any time scheduled in Spring, Summer or Fall two years following the NAC meeting, with shorter and interdisciplinary programs generally favored for the Summer slots.  Programs may include embedded workshops with higher attendance for up to a week, which can be useful for attracting experimentalists to interact with theorists.
    • 2-3 week specialized summer schools accommodating 30-65 students, scheduled during the summer two years following the NAC meeting.
  • Proposers of longer programs are strongly encouraged to be in residence at the INT for the full duration of their programs. Submission of a proposal implies a firm  commitment by each organizer to spend no less than half the duration at the program, and that there will be at least one organizer at the INT throughout the program.


Two examples of successful program proposals are given here and here. A workshop proposal example can be found here.  A successful summer school proposal is found here.

Proposals should describe the physics motivation, including comments on the timeliness of the proposed program or workshop and possible overlap with other organized physics events in the recent past or future at the INT or elsewhere. A list of possible participants is very helpful to the NAC; proposers are not expected to contact these individuals prior to approval. This list helps the NAC better visualize the focus of the proposal. The NAC encourages the inclusion of scientists at all levels from junior researchers (including, in exceptional cases, Ph.D. students) to those with more seniority and experience. The NAC is interested in seeing evidence that the proposers intend to attract to their program a diverse pool of participants, including women and other under-represented populations in the physics community.

Except in unusual circumstances, the INT tries to treat all organizers and all participants equally. There are standard policies and procedures for financial support. These, along with other detailed information about program administration, are described in the guidelines provided to each organizer once a program has been accepted. 

The INT is equally committed to hosting scientific events focused on core nuclear physics issues as well as interdisciplinary topics (involving intersections of the nuclear theory with astrophysics, particle physics, atomic physics, condensed matter physics, etc.).