[INMAQS] [EXTERNAL] INMAQS Workshop- final opportunity for network members

Wed Sep 4 23:59:12 BST 2024

Hello Rachel,
I am finally able to confirm my attendance to INMAQS. I would also like to bring a postdoc, John Bainbridge who is cc'ed. Can he just used the links to sign up or does he need special permission to do so?
Thanks,
Peter

From: INMAQS <inmaqs-bounces at phys.strath.ac.uk> On Behalf Of Rachel Jamieson
Sent: Tuesday, September 3, 2024 4:36 AM
To: 'inmaqs at phys.strath.ac.uk' <inmaqs at phys.strath.ac.uk>
Subject: [EXTERNAL] [INMAQS] INMAQS Workshop- final opportunity for network members

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Dear IMAQS Network Members,

We are running the final workshop of the INMAQS Network in Iceland on 7-10th October.

We have a few spaces left and plan to open this up to non-INMAQS Network members in the next week. If you are a member and you have not signed up but would like to please could you confirm your intention to attend<https://www.eventbrite.co.uk/e/992850551727?aff=oddtdtcreator> on Eventbrite. Registration will be £400  and payment can be made through the University at the following link https://onlineshop.strath.ac.uk/conferences-and-events/science-faculty/physics/inmaqs-workshop. We offer a reimbursement of some reasonable travel costs- see later section for details.

Location
 This year our venue will be the southwest of Iceland, specifically at Hotel Grímsborgir<https://www.keahotels.is/hotel-grimsborgir> located 70 km east of Reykjavik. This is in the heart of Iceland's Golden Circle so in addition to talking physics we will have a chance to network and community build while exploring some of the unusual scenery that Iceland has to offer. Your accommodation and meals for your time with us in Iceland are covered.

Workshop
The format will be broad range of talks from the network as well as a number of invited speakers. An afternoon excursion is planned to include Geysir<https://www.south.is/en/place/geysir-geothermal-area> and Gullfoss<https://www.south.is/en/place/gullfoss-waterfall>.
 We would urge delegates to present a talk or poster. Please submit a title to rachel.jamieson at strath.ac.uk<mailto:rachel.jamieson at strath.ac.uk>  and note that each institute is expected to submit at least one talk.

Transport
As the location is relatively remote and transport is difficult, we will organise (and pay for) transport from and to Reykjavik's international airport at Keflavik as follows and to correspond to flights with Icelandair:

Arrivals from the US:
Flights departing a range of destinations (Seattle, Denver, Minneapolis, Chicago, Washington, New York, etc.) in the afternoon of the 6th of October arrive in Keflavik between 6am and 7am on the 7th of October. We will arrange for transport to the hotel and conference venue at 9am following these arrivals.

Arrivals from Europe:
Flights departing a range of destinations (Glasgow, London, Amsterdam, Paris, Berlin, Frankfurt, Copenhagen, etc) around midday on the 7th of October arrive in Keflavik between 3pm and 4pm. We will arrange for transport to the hotel and conference venue at 5.30pm following these arrivals.

Departures:
The meeting will finish after lunch on the 10th of October and we have arranged transport back to Keflavik at 1pm. This will be in time for the departures to the US in the late afternoon. Most departures to Europe are early in the morning, so accommodation will be provided near the airport for one night.

Travel Reimbursements and Restrictions
We will be able to provide a contribution towards reasonable travel expenses for delegates. We are not able to provide an exact figure as this depends on the number of claimants but we would hope to cover your output on the registration. We also offer a full reimbursement of reasonable travel costs for invited speakers.

NOTE: Previous correspondence noted that reimbursement would be conditional upon contribution to a special publication. This is no longer the case. Instead we expect all attendees who wish to receive the travel reimbursement to give either a talk or present a poster at the event.

We do plan to put together a special publication after the event to mark the success of the INMAQS Network. If you are happy to contribute please let us know.

Reasonable travel costs generally means in line with the University's guidance on travel. The pertinent items are outlined below:

  *   Travellers should use public transport such as underground, bus or coach where this is practicable.
  *   We are not permitted to book Business class or First-class flights and purchasing ticket upgrades at the airport is prohibited.
  *   The cost of airport parking should be considered against the costs and practicality of public transport and/or taxis and the cheaper options selected. Long stay parking generally offers best value and should always be booked in advance rather than on arrival and/or short stay.
  *   The University will not normally reimburse the cost of an airport lounge, unless a stopover or delay results in a period spent in an airport exceeding three hours.
  *   Baggage required for travel should be booked ahead of time to avoid charges at the airport.

The process for travel reimbursements is that each delegate pays for travel to and from Keflavik International Airport and we will reimburse after the workshop. Delegates should send receipts to rachel.jamieson at strath.ac.uk<mailto:rachel.jamieson at strath.ac.uk>

Additional Persons
We recognise that our members may wish to take advantage of their opportunity to visit Iceland and include additional travel companions or stay on in this beautiful environment. If this is the case, please ask them to sign up on Eventbrite as we need numbers for transfers etc.

Where possible we will try to absorb some costs by adding partners to the bookings we already have. In practice this should mean that they will only have to pay for flights and some meals.

If you have any further questions please contact me directly.

Best wishes,
Rachel

Rachel Jamieson
Coordinator for EPSRC Centre of Doctoral Training (CDT) in Applied Quantum Technologies
Room JA816,
Department of Physics,
University of Strathclyde

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