Guidelines for Conferences

Types of Conferences

The Weizmann Institute’s conference section coordinates all scientific conferences at the Institute; such conferences will be initiated and organized only by the Institute’s scientists.
The various conferences may be held in any of the Institute’s auditoriums, halls, or relevant meeting rooms.
Organizers may apply for funding from the Chorafas or Goldschleger Foundations (in accordance with the particular foundation’s guidelines).
Conferences that take place off campus will not be organized by the conference section.
Nonscientific conferences are organized by the conference section, based on the availability of the conference center and staff (scientific conferences receive top priority).
Birthday conferences:
- Such conferences must be organized by an active scientist, who will be the contact person for the conference section.
- Neither the celebrating scientists nor their family members may organize the conference or participate in its organization.
- At birthday conferences, including gala dinners, the dinner is intended for conference participants and nuclear family members of the honoree only, without any additional private guests or personally favored entertainment.
- Each scientist is allotted only one birthday conference, to be held on the date of their choice.
Scientific associations’ conferences take place only if a scientist from the Institute serves as its organizer and is the sole person of contact with the conference section.
The time allotted for social activities throughout any given conference shall not exceed that of the scientific agenda. Any diversion from this procedure requires the approval of the Vice President.

Costs

The maximum costs for social activities are:
- Restaurants – 400 NIS + VAT per person.
- Excursions – up to 450 NIS + VAT per person, per day, including transportation, guided tours, security, and one meal (not including site entrance fees).
- Music at events – 6,000 NIS + VAT per performance, as part of a conference’s events.
- Furniture – 250 NIS + VAT per person.
  Any deviation above these amounts requires the Vice President’s approval.
  Prices will be updated from time to time according to the Consumer Price Index.
Flight refund for lecturers:
- Flight from Europe – up to $1,000.
- Flight from the US – up to $2,000.
- Only economy flights will be refunded.
- Additional expenses, beyond flight expenses, will not be reimbursed.
Leisure activities that deviate from the conference dates or hosting lecturers for more than one day before and after the conference will not be funded from the conference’s budget nor coordinated by the conference section.
Spouses’ overnight expenses will not be funded.

Media and Public Relations

Any media product (video or recorded material) must be approved by the conference section, the Institute’s spokesperson, and the Vice President before publication or screening (not including materials such as a website, conference program, or scientific presentations).
Information sites for conferences that do not take place at the Institute will not be established on the Institute’s server and will not be managed by the conference section.