Introduction

This document outlines the financial relationship between ESERA and the Local Organising Committee (LOC) of ESERA Conferences and ESERA Summer Schools.

1. Collaboration and Shared Responsibility – the Local Organizing Committee (LOC) of the ESERA Conference and ESERA Summer School work in collaboration with the ESERA Board to develop and agree on budgets for these events. An important part of the budget are the conference or summer school registration fees, which are set at an appropriate level to encourage broad participation of science education researchers. The income generated by conference fees and local sponsoring is meant to roughly balance the expenses of organizing the event. The Conference Financial Guidelines provide additional information on commitments. The main principle is that the Board and the LOC share the responsibility of organizing a successful event that provides good value for all participants from a range of countries.

2. Planning budget – ESERA offers the LOC a planning budget of €1,000 to be retransferred to ESERA after the conference or summer school. The LOC can, of course, decide not to make use of this offer.

3. Fellowships budget – The ESERA Conference offers financial support to researchers from countries where support for attending scientific conferences is not adequate. Specific eligibility criteria apply for these fellowships, which are announced openly on the conference website. The total budget for ESERA Conference Fellowships is normally around €25,0001 and is covered as part of the Conference Budget.

4. Support for ESERA Summer Schools – the ESERA Board offers the LOC of an ESERA Summer School a budget of maximum € 15,0001, for financial support for covering a) the fee and travel expenses of the participants acting as mentors during the summer school, and b) costs directly related to the event itself. The LOC is encouraged to seek additional sponsorship for financial support of Summer School participants.

4. Requests for support to the LOC – Amounts approved by the ESERA Board will be transferred to the LOC before the event on request only. A request should be addressed by letter or email to the ESERA treasurer (for name and address, see the ESERA website), stating the necessary details2).

5. Transfers to ESERA – Amounts that need to be transferred to ESERA, such as membership fees or in the event of a surplus, are expected to be transferred by the LOC within three months of the completion of the event. The transfer process is agreed in advance with the ESERA Treasurer.

5. Membership information – If necessary, details about ESERA membership of individuals will be made available to the LOC on request. It is the responsibility of the LOC to safeguard that these details are not used for any other purpose than the organization of the event and that any use does not violate the terms under which members provided this information.

6. Conference fee surcharge – Non ESERA members (including non-active ESERA members) participating at an ESERA Conference pay a surcharge of € 50 on the conference fee3), the equivalent of a one-year ESERA membership, so each participant becomes an active ESERA member for (at least) the year in which the conference takes place. Receiving these surcharges is the responsibility of the LOC. The income generated through this surcharge (ie the membership fee for the conference year) is to be transferred to ESERA after the conference. This surcharge applies to all conference participants not being an active ESERA member during the year of the conference.

In addition, the fee for conference participants not being an ESERA member during the year of the conference and the preceding year includes an additional surcharge of €100 (difference between non-members and members fee). Receiving this additional surcharge is also the responsibility of the LOC. The income generated through this additional surcharge goes to the LOC conference budget.

PhD students not being an active ESERA member during the year of the conference and the preceding year will pay a surcharge of €10 on the PhD student conference fee. Receiving this surcharge is the responsibility of the LOC. The income generated through this surcharge (ie the student membership fee for the conference year) is to be transferred to ESERA after the conference.

For the sake of clarity these rules for setting the conference fees are outlined in the table below.

Member in year before conferenceMember in year of conferenceConference feeRemarks
Yesyes€ xxxTo be set by ESERA Board and LOC (Active member)
YesNo€ xxx + 50(Non-active member) € 50 to be transferred to ESERA by LOC
NoYes€ xxx + 100(Non-continuous member)
NoNo€ xxx + 150(Non-member) € 50 to be transferred to ESERA by LOC

7. Finalised account – After the conference or summer school the LOC provides the ESERA Board with a statement of accounts for the whole event. In this statement the ESERA Membership fee income and the Fellowships support payments need to appear separately along with all the necessary personal information including name and email of the corresponding ESERA members.

8. Additional requests – The ESERA Executive Board will decide on granting additional requests for financial support made by the LOC. It has to be kept in mind, however, that ESERA’s finances are limited.

Notes

1) The budget amounts might be subject to change as a result of ESERA’s actual financial position. A decision about this is made by the ESERA Executive Board one year before the conference or summer school.

2) Amount and currency; BIC or SWIFT code of beneficiary bank; IBAN number of account; name, address, postal code, city and country of account holders.

3) ESERA Summer Schools are exclusively meant for ESERA members, so a non member surcharge is not applicable.

October 2018

Gjalt Prins – Treasurer ESERA