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TRIUMF Conference Support

N.B.   See below for information regarding COVID-19 measures for on-site conferences, workshops, etc 

As part of its mission to support the laboratory's research mission, TRIUMF has in-house capabilities for assisting with scientific conferences, workshops, and similar events.  

NOTE: In order for TRIUMF Conference Services to be involved in planning, organizing, or hosting a conference, approval must be obtained from either the Director, the Project Management Oversight Group (PMOG), or the Chief of Staff (see below).

For conferences and workshops to be held at TRIUMF or off-site, the local team would work with Local Organizing Committees (LOC) to assist with planning and executing workshops and conferences with greater emphasis on the LOC’s contributions. 

As required, TRIUMF will still negotiate selected contracts with hotels, conference centres, publishing journals, and so on. Jana Thomson (Conference Facilitator) will serve as the key point of contact.  As time allows, Dana Giasson continues to be a resource for creating and maintaining conference websites.   Jana Thomson with the assistance of Lorraine King contribute to abstract collection, conference registration, and the preparation and publication of conference proceedings.

With limited resources, it is imperative to prioritize activities and achieve optimal impact.  If you are proposing to use TRIUMF resources for a potential conference, event or workshop (hosting, event planning and coordination, website, and/or proceedings), please follow the steps utlined below. We will then set up a launch meeting to discuss and select the best path forward for your conference.  Because of the finite levels of effort and resources available, not all conferences will be entertained and approved for TRIUMF involvement.


Steps to follow:

  • Consult with Jana to ensure there are no overlap between your proposed meeting and others that are being planned.
  • Download and complete the "Request to Host a TRIUMF Conference or Workshop fillable" [Docushare] form.  
  • Send the form to Jana,  who may also require you to submit for approval.
  • Complete the standardized TRIUMF Conference/Workshop budget [Docushare] and seek approval from accounting. Please request the lastest from Jana or download form attached.
  • Download and complete the Project Event Sheet [Docushare] (conference mapping).  Submit for Chief of Staff and PMOG approval. This is a required step if there is a substantive load on TRIUMF resources.

And at each step liase and consult with Jana Thomson at:   conferences@triumf.ca

Thank you,

Jana 

 

TRIUMF Conference Support (Docushare [VPN access required])

Document name

Docushare link to file

Action required

Request TRIUMF Conference SupportRequest for TRIUMF Conference SupportRequired for ALL conferences, workshops, or events,  
regardless of size, requesting conference staff help.
Budget formBudgetRequired for ALL conferences, workshops, or events,
regardless of size.
Project Event SheetProject Event Sheet

Required for conferences, workshops, or events
expecting >50 attendees.

Gate ReviewPresented to PMOG

Required for conferences, workshops, or events
expecting >150 attendees.

Code of Conduct

In line with our core values of Equity, Diversity and Inclusion, TRIUMF is committed to providing a safe and inclusive environment that fosters the exchange of ideas, encourages open and respectful dialogue, and is free of harassment and discrimination.

Please identify a person who will be the Point of Contact to receive complaints related to any behaviour that violates the stated Code of Conduct.

If your conference's series (workshop or event included) does not have a Code of Conduct already in place, one must be created using the templated TRIUMF Code of Conduct provided below:

TRIUMF does not tolerate discrimination, harassment, or bullying. Conference participants have a right to belong and a responsibility to treat one another with respect. Acts of discrimination, harassment, or bullying will result in immediate action, and notification of appropriate authorities, if necessary. This includes, but is not limited to: sexual harassment, intimidation, threatening behaviour, sustained disruption, use of offensive or demeaning language including unwelcome or offensive jokes, unwanted photography, screenshots or recording without consent, engaging in biased, demeaning, or hostile commentary based on individual characteristics such as age, race, ethnicity, sex, sexual orientation, gender identity or expression, marital status, nationality, political affiliation, ability status, educational background, or any other characteristic protected by law.
If you believe you have been subject to or have witnessed behaviour that violates this code of conduct, please report it immediately to:
[name and email]  or the Conference Chairperson [name and email]
All complaints will be treated with the utmost seriousness and discretion.

[New] COVID-19 Event Safety Rules for on-site Conferences, Workshops, etc

Effective April 27, 2022, all conferences, workshops, and ther such events held at TRIUMF must abode by the following rules regarding Vaccination and Mask wearing. These requirements will be reviewed based on guidance from local health authorities and based on risks present within TRIUMF and the surrounding community, and as such can change of short notice.

  • Full COVID vaccination is required to enter the TRIUMF site
  • All attendees will require on-site verification of vaccination proof and ID with the provision of resources to assist reception to ensure timely check-in
  • Masks will be required while in the event/conference room for all attendees of TRIUMF hosted events and conferences
  • Off-site venue requirements will be directed by the venue site rules and/or policies 

Procedures to request support from TRIUMF Conference Services