MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

BOARD MEETING – MINUTES

Location: MCAA headquarters: Avenue des Arts, 24, B-1000, Brussels, Belgium GoToMeeting platform

Date: 18 November 2017 – from 09h30 to 17h30 CET

Participants NAME POSITION IN THE BOARD Present / Online Brian CAHILL Chair of Executive Committee Present Marco MASIA Vice-Chair of Executive Committee Present Did not attend Amit ZODGE Vice-Chair of Executive Committee (gave proxy to Kiran) Kiran Kumar Treasurer of Executive Committee Present CHEREDDY Maria-Antonietta Secretary of Executive Committee On-line BUCCHERI On-line (morning only) Bala ATILLI Ordinary Board Member (proxy to Kiran in the afternoon) Did not attend Wuraola AKANDE Ordinary Board Member (proxy to Brian) Francesco GRASSI Ordinary Board Member On-line (afternoon only) Ordinary Board Member; Chair of Chapter Management Matthew DI FRANCO Present WG Did not attend Zoran ANDJELIC Ordinary Board Member (proxy to Francesco Grassi) Odissefs Ex-officio Board Member; European Commission Present PANOPOULOS Calum MACKICHAN Ex-officio Board Member; Chair of Communication WG Present Ex-officio Board Member; Chair of Events & Networking Angela BELLIA On-line WG Janos KRISTON-VIZI Ex-officio Board Member; Chair of Grants & Awards WG On-line (morning only) Zsofia BUTTEL Ex-officio Board Member; Chair of Financial Affairs WG Present Rohan SOMAN Ex-officio Board Member; Chair of the Poland Chapter On-line (morning only) Mostafa Moonir Ex-officio Board Member; Chair of Austrian Chapter On-line SHAWRAV Praveen KUMAR Ex-officio Board Member; Chair of the India Chapter On-line (morning only) Gerry KAMP-ALLONS Ex-officio Board Member; Chair of North America Chapter On-line (afternoon only) Nikolai BOBYLEV In representation of the Chair of the Russian Chapter On-line Ana RIBEIRO Contractor’s Team Present Ana LEAL Contractor’s Team On-line Joana SANTOS Contractor’s Team On-line Simon ROBINSON Contractor’s Team Present Guilherme SERODIO Contractor’s Team Present Alexandros Contractor’s Team On-line STYLIANOU Veronica CESCO DG-RTD Present in morning session Raffaele FERRANDO GE-EAC Present in morning session

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Proxies: (all proxies can be found in Annex I) - Amit ZODGE could not participate in the whole meeting, and gave his proxy to Kiran Kumar CHEREDDY to represent him. - Zoran ANDJELIĆ could not participate in the whole meeting, and gave a proxy to Francesco GRASSI to represent him. - Wuarola AKANDE could not participate in the whole meeting, and gave her proxy to Brian CAHILL to represent her. - Marco MASIA was late for the meeting and gave a proxy to Brian CAHILL to represent him while absent. - Bala ATILLI was only present in the morning part of the meeting, and gave a proxy to Kiran Kumar CHEREDDY for the afternoon when he would be absent.

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Not started/completed

Partially completed/sight delay Status of Action Summary of the last Board Meeting (Porto, 18th September 2017) On track/completed

Proposed Next step # Type1 Topic Outcome Status by responsible

• Suggest improvements to the web-site • Set up a common and easy to navigate calendar of events Internal • Increase visibility of surveys in the future Mostafa Intrasoft in 1 A communications and • Suggest a system of on-line management / budgeting for WG and Moonir cooperation with information exchange chapters SHAWRAV MM and IDA WG • Suggest options for Chapters/WG to be able to create their own mini-websites within the MCAA environment

Create an Advisory o Check the legal requirements for this and collectively compile a list Kiran Kumar 2 A Brian Cahill Board for the MCAA of possible names to integrate it. Chereddy

Fernanda 3 A Participate in ESOF o Reach out to ESOF and propose the terms of a partnership Contractor Bajanca

o Reach out to membership stating that anyone can write a blog 4 A Contribution to Blog Marco Masia Contractor entry for the MCAA blog

o Disseminate opportunity to profit from the purchased Epigeum Francisco 5 A Epigeum courses Contractor courses Grassi

6 A Sense About Science o Disseminate call for participation throughout MCAA membership Marco Masia Contractor

1 A=Action, I=Information, D=Decision

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Meeting Agenda

Time Topic 9h30 Meeting Opening 10h00 Veronica Cesco from DG-RTD about RESAVER 10h30 Presentation from Raffaele Ferrando of DG-EAC about 'On-line Welcome Package' 11h00 GA 2018 Planning 12h00 Advisory Board 12h30 Research Funding WG 12h45 Honorary Membership Decision 13h00 Lunch 14h00 GA Decision 2019 15h00 Budgeting and Reimbursement Issues 15h45 Request to restrict MCFA Board Members from Membership of MCAA Board 16h00 Dealings with the former Chair of MCAA: Dr. Krstic 16h15 Feedback on the TranSkills project 16h30 Other Business 17h00 End of Meeting

1. Meeting Opening & summary of developments since March 2017 Brian Cahill (BC), Chair of the Executive Committee (ExCom), opened the meeting at 09:50AM, when 6 members of the Board (holding three proxies from other members) were present. This meeting counted with the participation of external invitees, who attended the meeting to present two initiatives of relevance for the association.

2. Veronica Cesco from DG-RTD about RESAVER There was a short presentation by (BC) about the RESAVER project, proposing the MCAA to become a Member of this programme, as an observer. There was also a proposal made by Matthew DI FRANCO (MdF) to have an intern recruited to deal only with this.

Veronica CESCO (VC) decided to be present in the Board meeting to see to what extent RESAVER and MCAA can work together, especially around the GA in February 2018.

RESAVER is an EC initiative that operates as a non-profit organisation (based in Brussels), that is fully operational and advancing well. Participants in the scheme can choose the degree of investment risk they want their money to be used for. The project wants to expand this pension fund, thus needs more employers on board. But this is complicated due to the lack of harmonisation of pension regulations at EU level. There are many organisations interested in RESAVER – and a consortium was set up gathering over 20 organisations, that is in charge of the promotion of the pension fund. The consortium is also developing a Pension Fund under the RESAVER umbrella. A tender procedure is in place and by September 2018 the insurance scheme is to be fully operational. The idea is to have a

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

network of national insurances that can operate under the RESAVER umbrella. RESAVER was set up for researchers as they are extremely mobile, and a good pilot for this program. RESAVER may develop towards other areas in the future, but not for now.

It would be good for RESAVER to be present in Leuven in February for the GA, as it would help spreading the word about the scheme, talking to researchers and encouraging them to take it to their employers. One possibility is to have a session on the day of the GA during parallel sessions with the WGs.

Membership is free of charge for the MCAA. At present, RESAVER cannot afford to sponsor the GA, but any kind of opportunity would be great, e.g. to have a stand/speaking opportunity. Another suggestion was to organise a webinar for members about RESAVER and record this webinar to make it available in the future.

MCAA Board voted and decided by majority to become a member of the RESAVER consortium in the quality of observer. The application (see Annex II) shall be approved by the RESAVER consortium on the 7th December.

Requested • MCAA to reflect on what can be possible for RESAVER during the GA. Once action this is decided, an answer shall be sent to [email protected] Resolution • The Board resolved to become a member of the RESAVER consortium as an observer

3. Presentation from Raffaele Ferrando: 'On-line Welcome Package' DG-EAC is creating an on-line welcome package for MSCA grantees, where an invitation to join the MCAA could be included. DG-EAC decided to create a platform to: 1) officially welcome the MC fellows; and 2) provide info on key topics (open science, etc) through videos, webinars, etc. This could be tailored to the needs of the fellows, through voting and interactions. This should also be open to both current and former recipients of the MSCAs.

MCAA suggests not to duplicate efforts, as there is already a lot of information MCAA could provide (based on the e-mails received along the years) regarding a lot of topics. It was noticed that EURAXESS also does a lot of this work already. DG-EAC clarified that the intention is not to duplicate, but to redirect fellows to relevant info.

DG-EAC will send an updated note on the project to collect feedback from the MCAA, and set up a new meeting to decide how to collaborate.

Requested • After receiving the document from DG-EAC, MCAA to reflect on how to actions contribute to this platform, knowing there will be direct links between it and MCAA. Then meet again with DG-EAC, and make a final decision on how to cooperate.

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

4. GA 2018 Planning

Programme: The current main gap on the programme is a ‘big name’ for the plenary session. It was also discussed the possibility of having a second speaker for this session, to avoid having a 45-minute speech. Possible names: Martine Reicherts, Trudy Dehue, Lukas De Man, Lievien Scheire, or Menno De Bree, Jo de Boeck (CTO of IMEC) and Sofie Vanthournout (representative for Europe of Sense about Science). Martine Reicherts can be contacted by Odissefs, while the others can be contacted by Zsofia Buttel.

Science Slam: BC informed that one participant for the Science Slam has been identified (from Barcelona), another one will be invited by MC and another one needs to be identified. Lievien Scheire was indicated as a good name to be invited to mediate the slam. Calum MACKICHAN (CM) will be responsible for organising the science slam part (on the 2nd February evening) with support from Valentina FERRO (VF).

Awards Ceremony: Janos KRISTON-VIZI (JKV) offered to support the Awards Ceremony. Director- General of DG-EAC or Director of Erasmus Mundus Association might also be invited to be part of the ceremony and hand-over an award.

Expenses of speakers: The contractor (Ana Ribeiro) explained the main rules related to the reimbursement of expenses of speakers of the GA (whether they are MCAA members or not). All expenses are to be reimbursed (and not paid in advance) – there can be exceptions to this rule (e.g. the contractor to buy the flights) as long as informed by the Chair (BC) and in case this is for special guests. Speakers that are WG or Chapter Chairs can use the budget of the respective WG/Chapter to fund their participation. Other speakers that are MCAA members shall follow the normal MG application procedure. Speakers that are not MCAA members will be reimbursed based on real costs (upon presentation of evidence of expenses).

Sponsorships: The contractor (Guilherme Serodio) informed about the progress with potential sponsors. So far, 2 sponsors have been secured (probably another 2 will confirm soon). Another 10 organisations have good prospects of accepting being sponsors. Around 130 organizations have been contacted. Following the contacts established by the Austrian WG with ICUNet, there was also the idea to contact ICUNet to support the MCAA with more companies/sponsors.

Requested • Zsofia BUTTEL (ZB) to invite, as potential plenary speakers, (first) Lukas De Man, action (then) Trudy Dehue, and (finally) Menno De Bree, to be speaker for the plenary – one week deadline for each to accept, if not, invite the next one. • Guilherme SERODIO (GS) to talk to Bala Atilli (BA) and An Jansen to confirm if a BeNeLux politician has been identified for the welcome words in the beginning of the Annual Conference. • Odissefs PANOPOULOS (OP) to invite Martine Reicherts for the plenary session and/or GA dinner. Exact information on intervention should be provided by the contractor beforehand. • CM (and VF) to organise the Science Slam. • Contractor to send speakers a reminder to suggest a short introduction to their sessions – to add to the on-line Agenda. • OP to invite Rafaelle FERRANDO (DG-EAC) to be present during the GA to make an in-situ survey, and get inputs from people that have received MC grants or are interested in getting one. • OP to ask EURAXESS to spread the word and invite the NCPs (BC to prepare and

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

send support document for OP to use in this invitation). • Contractor to contact ICUNET to explore synergies with MCAA 5. Advisory Board According to discussions during the last board meeting, a list of possible Advisory Board members was compiled by BC - the list can be improved / added to by other board members. It has been suggested a maximum of seven people for the Advisory Board, including members of academia, industry and public institutions. (The live document can be assessed here and the document presented by BC at the Board meeting can be found in Annex III)

Requested • Contractor to send an e-mail to the Board (including WG and Chapters’ chairs) actions asking for suggestions of names for the Advisory Board until November 24th. • Final decision on the members of the Advisory Board to be made at the next Board Meeting

6. Research Funding WG The possible creation of a Research Funding WG and the content/objectives of this WG was discussed. Among other tasks, this WG would support the identification and submission of funding applications for the MCAA. In this sense, the Board has agreed, by consensus, to launch a call for the creation of the Research Funding WG once the objectives and content of this new WG are defined.

Requested • Contractor to design objectives of WG and the call text to submit it to the action Board for comments and approval • Board to then decide on budget for WG. Resolution • The Board resolved to launch a call for the creation of the Research Funding WG.

7. Honorary Membership Decision BC called for a vote to decide to whom the honorary membership should be awarded. After a brief discussion on possible individuals to benefit from this recognition, the Board has voted and decided to award the honorary membership to:

• Bernard L. Feringa • EURAXESS Worldwide • An Jansen – KU Leuven

Resolution • Bernard L. Feringa, An Janssen, and EURAXESS Worldwide will become Honorary Members of the MCAA Requested • Contractor to write draft letters inviting each to accept the prize. action • BC to send the letter to the elected honorary members.

8. GA Decision 2019 Following the call for venues to host the GA 2019, two applications were received: Vienna (AT) and Lecce (IT). Mostafa Moonir SHAWRAV (MMS) presented the Vienna proposal. BC (in the absence of Giovanna Avellis, who submitted the proposal) presented the Lecce proposal.

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

The Board compared the information regarding both venues, the conditions offered by each, and criteria considered in the call (as presented in Annex IV). After the presentation and analysis of each location, Board Members were asked to vote on the one they preferred. It was approved by majority of the Board that the MCAA GA 2019 will take place in Vienna (AT).

Resolution • It was approved by majority of the Board that the MCAA GA 2019 will take place in Vienna (AT).

9. Budgeting and Reimbursement Issues Following the presentation of the summary of the execution (year 1) and planning (year 2) of the Governance Budget provided by the Contractor (Annex V) and the proposed distribution of funds introduced by KKC Annex VI), the Board discussed how the available sum could be better distributed.

After exchanges of perspectives, the below proposed division was voted by the Board: • Micro-Grants and Awards: 50.000 Euros • General Assembly: 120.000 Euros • Internal Governance: 20.000 Euros [+ funds generated by the MCAA] • Working Groups and Chapters: 140.000 Euros

This sums up to 330.000 Euros. The remaining 40.000 Euros are proposed to be left unallocated, and to be used at the discretion of the next Board. The Board agreed, by majority, to follow the above described distribution.

As for the use of budget for the GA, it was suggested that members should pay part of the costs (e.g. pay part of the dinner). It was also suggested for the contractor to request an amendment to merge the current available budget for the GA (37.500 + 3.000€) without discriminating specific budget to be used to pay external speakers (3.000€).

Resolutions • The Board resolved to charge a fee to members participate at the social dinner organised within the GA2018 Requested • Contractor to ask a specialised lawyer/accountant about the need – in case action the MCAA generates profits - to reinvest those profits until a certain time limit. • BC to send an e-mail to all WG chairs saying the Budget approval is suspended until accounts are reviewed and accepted. • Contractor to request an amendment to merge the current available budget for the GA (37.500 + 3.000€).

10. Request to restrict MCFA Members from Board In order to prevent MCFA members to be members of the MCAA Board, it was suggested use a general sentence that points towards restricting members of the MCAA board to be part of other boards that have overlapping interests with the MCAA. This could be enforced by adding an amendment to the current call for MCAA Board candidates or by amending the Articles of Association (AoA) of the MCAA.

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Requested • MdF to draft a proposal for amendment to the statutes or call for MCAA Board action candidates restricting members of the MCAA board to be part of other boards that have overlapping interests with the MCAA. • BC to re-contact the MCFA director to offer a counter-proposal towards a possible conciliation between the two associations.

11. Dealings with the former Chair of MCAA: Dr. Krstic Given the latest interactions between the MCAA and Dr. Krstic, there was a proposal to activate Article 16 of the MCAA AoA. It was recognised by Board Members that Dr. Krstic is acting in a manner that may damage the interests, reputation or image of the MCAA. It was noted that – according to the same MCAA statutes - this should be done by writing and offer her 30 days to defend herself. The MCAA member account of Dr. Krstic should also be suspended once the official letter is sent

The decision to activate the Article 16 of the MCAA statutes, based on Dr. Krstic conduct, was confirmed by the Board members in a simple majority vote.

Requested • BC to send Dr. Krstic, in writing, and through registered mail, a letter with the action relevant details leading to the decision of her exclusion (deadline 15 Dec 2018). • Contractor to suspend the MCAA account of Dr. Krstic once the official letter is sent.

12. Feedback on the TranSkills project The initial plan was to fund 5-10 people for each course promoted under the Transkills project. However, the ExCom decided to approve circa 20 micro-grants per course. The Board has discussed alternative options for collaboration with this initiative that would not imply the launch of specific calls for micro-grants. In fact, the application to a micro-grant to attend these courses could be done by members via the regular call for micro-grants, which would result in continuing to support this initiative and would contribute to simplify the execution of overall related procedures. It can be also considered in the future to pay TranSkills to “hire” a member of the MCAA to deliver a course, for instance, on critical thinking.

End of Meeting There being no further business to discuss the meeting was adjourned.

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Not started/completed

Partially completed/sight delay Action Summary On track/completed Next step # Type Topic Outcome Proposed by Status responsible

• Set up a common and easy to navigate calendar of events Mostafa Internal Intrasoft in Moonir communications cooperation 1 A • Suggest options for Chapters/WG to be able to create their own mini- SHAWRAV and information with MM and websites within the MCAA environment - Develop template for web-page of exchange (during last board IDA WG Chapters after receiving input from Chapter Chairs meeting)

2 D • MCAA decided to become part of the RESAVER consortium. RESAVER Brian Cahill partnership • MCAA to reflect on what can be possible to make during the GA. Maybe 2 A something during the 3rd February – General Assembly. Brian Cahill o Send answer to [email protected]

DG-EAC o MCAA to reflect on how to contribute to this platform without duplication, 3 A Brian Cahill Brian Cahill welcoming pack knowing there will be direct links between it and MCAA.

• Zsofia BUTTEL (ZB) to invite (first) Lukas De Man, (then) Trudy Dehue, and A (finally) Menno De Bree, to be speaker for the plenary – one week deadline Various Zsofia Buttel for each to accept, if not, invite the next one. Speakers’ Guilherme invitations • Guilherme SERODIO (GS) to talk to Bala Atilli (BA) and An Janssen to invite 4 A Brian Cahill Serodio, General some BeNeLux politicians (to be identified) to deliver a presentation Bala Atili Assembly 2018 • Odissefs PANOPOULOS (OP) to invite Martine Reicherts for the plenary Odissefs A session and/or GA dinner. Exact information on intervention should be Odissefs Panopoulos provided by the contractor beforehand.

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Next step # Type Topic Outcome Proposed by Status responsible

• OP to: o Invite Rafaelle FERRANDO (DG-EAC) to be present during the GA to make an in-situ survey, and get inputs from people that have Odissefs A received MC grants or are interested in getting one. Odissefs + o Ask EURAXESS to spread the word and invite the NCPs Brian Cahill ▪ BC to prepare and send support document for OP to use in this invitations General Valentina Assembly Ferro A • CM (and VF) to organise the Science Slam. Various Calum 4 McKichan

Janos Janos A • JKV to organise the Awards Ceremony. KRISTON- KRISTON-VIZI VIZI

• Contractor to send everyone a reminder to suggest a short introduction to Guilherme A Contractor their sessions – to add to the on-line Agenda Serodio General D Assembly • Invited speakers who are NON-MEMBERS will be reimbursed for real costs Brian Cahill Contractor

A • Contact ICUNET to explore synergies with MCAA Guilherme Guilherme

• BC to send an e-mail to every member of the Board, WG and Chapters’ A Brian Cahill Brian Cahill chairs with the link and suggestion to edit

Board 5 A Advisory Board • Members of the Board to input names on the shared file until November 24th Brian Cahill Members

• Final decision on the members of the Advisory Board to be made at the next Board D Brian Cahill Board Meeting Members

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Next step # Type Topic Outcome Proposed by Status responsible

Research • Contractor to design objectives of WG and the call text to submit it to the Kiran Kumar 6 A Contractor Funding WG Board for comments and approval (by end of November) Chereddy

D • Bernard L. Feringa, An Janssen, and EURAXESS Worldwide will become Honorary Members of the MCAA Honorary 7 A MCAA • Contractor to write draft letters inviting each to accept the prize Brian Cahill Contractor Membership A • BC to send the letter to the elected honorary members Brian Cahill Brian Cahill

• Contractor to ask a specialized lawyer/accountant about the need – in case Kiran A Contractor Budget and the MCAA generates profits - to reinvest those profits. Chereddy 8 reimbursements • BC to send an e-mail to all WG chairs saying the Budget approval is A Brian Cahill Brian Cahill suspended until accounts are reviewed and accepted

• MdF to draft a proposal for amendment to the statutes to oblige MCAA Board Matthew di Matthew di A Members to resign from Boards of any other organisations that can enter in MCAA Board Franco Franco 9 members conflict or entail double-funding with the MCAA regulation • BC to re-contact the MCFA director to offer a counter-proposal towards a A Brian Cahill Brian Cahill possible merger between the two associations.

• BC to send Dr. Krstic, in writing, and through registered mail, a letter with the A relevant details leading to the decision of her exclusion (deadline 15 Dec Brian Cahil Brian Cahill 10 Dr. Krstic 2018).

A • Contractor to suspend the account of Dr. Krstic until the end of this process. MAB Contractor

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Annex I – Proxys for Board of Directors Members

Proxy - Amit Zodge gave his proxy to Kiran Chereddy

Proxy – Zoran Andjelic to Francesco Grassi:

Proxy – Wuarola Akande to Brian Cahill:

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Proxy – Marco Masia to Brian Cahill

Proxy – Bala Atilli to Kiran Chereddy

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Annex II – RESAVER Application form

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Annex III – First draft proposal for a MCAA Board of Advisors (by Brian Cahill)

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Annex IV – GA 2019 Venues comparison

Vienna, Austria Criteria Lecce, Italy Saturday, February 23 – Board Meeting Proposed dates for Board meeting, GA, and All dates in late February, and all of March, are currently available (but the longer we wait, Sunday, February 24 – General Assembly Conference the higher the probability of other events getting in before us!) Monday, February 25 – General Conference Vienna / Austria City / Country Lecce / Italy

University of Vienna Location of the venue in the city University of Salento • Audimax: 750 people Main spaces available: main meeting room (c.800 Main Meeting Room: • HS31: 130 people participants), additional rooms for parallel sessions, • Body Y Room Y1 = 480 participants • HS32: 130 people space for poster session • Y2 = 440 participants • HS33: 240 people • Y3 = 440 participants. • HS07: 140 people • Y1 and Y2 and 3 can be connected (Total of participants = 920) • Multiple Side-Rooms for: Conference Secondary Main Room: ‘Congress Centre’= 520 participants Office, Storage, Volunteer area, etc. • Senate’s Chamber: 30 people Availability of meeting room with capacity for c.50 Rooms Y4; Y5; Y6; Y7 (50 people each room) • VAM2: 18 people people, for the Board meeting on the day before It would be possible to organise the board the main events meeting in another location other than the main meeting location. There are multiple rooms available for the board meeting at TU Wien for 20 up to 80 people. It may even be possible to get the room free of cost.

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Vienna, Austria Criteria Lecce, Italy

• 750 people Characteristics of the main meeting room: Y1+Y2+Y3 : Total of 920 participants • Fixed PC LAN and WLan available • Free Wi Fi (with University password) (medium quality) • Capacity (number of seats available) • Connections for live streaming • Fixed streaming device available • IT infrastructure • Table for 8 Relators (only fixed camera angle) (high • IT (Wi-Fi) • Regia – Movie Room; 5 video-cameras; quality) streaming can be booked • Multimedia facilities externally (estimated costs: • Availability of material and connections • 10 Microphones for live streaming €2000/day) • audio system, video projector, motorized projection screen, audio-video recording • Stage: ~ 20m x 4m • Size of the stage system, microphones • Beamer: ~ 10.000 ANSILumen, • Projection facilities • Tables: 6 Body Y - Edificio Angelo Rizzo. • Max. of 6 gooseneck microphones = • Availability of tables for panellists • The Magna Hall is the Y1 with a seating capacity of 480. This classroom can be advised max. 12 panellists • Microphones "widened" using the Y2 and Y3 classrooms, which can be joined together in a single room of 440 seats in total. In this way, the Magna Room capacity is 920 • Other items seats. The unification takes place through the reproduction of images and audio, Please provide map/plan and pictures. from the main hall Y1 to the unified classroom Y2-Y3. The classroom has a speaker table with 8 seats. From this classroom you can stream to the internet. It also has an advanced director room from which to control the 5 cameras and all the multimedia devices. • Corollary of these classrooms are Y4, Y5, Y6 and Y7. The first two (Y4 and Y5) are set up as teaching classrooms in all respects: audio system, video projector, motorized projection screen, audio-video recording system, microphone; the rest are always set up as teaching classrooms but with minimal multimedia facilities: video projector and projection screen. • All the classrooms are located around a large atrium suitable for exhibition space, space for catering, etc. Congress Centre • The classroom, once set up, will accommodate 800 seats. • The multimedia equipment will be the same as the Edificio Angelo Rizzo with all the technical features: recording, streaming, and so on. • Around this there are two more classrooms, one with 30 and the other with 60 seats. • Also in this there will be a speaker table with 8 positions. • All of these classrooms are set around a large living room suitable for exhibition space and catering.

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Vienna, Austria Criteria Lecce, Italy

• Four rooms are booked, around 20 Characteristics of the rooms for parallel Four rooms are available: Y4-Y5-Y6-Y7: other rooms available, and can be sessions: • Y4 = 96 seats booked. • Y5 = 96 seats • Seats: see above • Number of rooms available • Y6 = 63 seats • Each Room will either have a fixed • Number of seats available in each room • Y7 = 40 seats PC or a Laptop, LAN and WLan are • IT infrastructure Y4 and Y 5 can be united in a whole room of 192 seats; available, • Streaming is not available (except for • IT (Wi-Fi) Wi-Fi: AUDIMAX and HS33) • Availability of material and connections audio system, video projector, motorized projection screen, audio-video recording system, • HS do not have stages for live streaming microphones • Beamers are available in every room • Size of the stage Tables and Chairs • Projection facilities • Availability of tables and chairs Microphones • Microphones • Etc. Please provide map/plan and pictures if available.

Arcades up to 500 posters Characteristics of the room/space for posters See above description for ‘Congress Centre’ Poster-stands have to be booked as Extra exhibition (NB: A single space is much preferred, Services against Additional Charge if possible in proximity / combined with the catering facilities.) • Size • Capacity (how many A0 posters could be accommodated) • Availability of poster stands Please provide map/plan and pictures if available.

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Vienna, Austria Criteria Lecce, Italy

Ceremonial Area (Main Ceremonial Chamber, Characteristics of the room/space for catering See above description for ‘Congress Centre’ Small Ceremonial Chamber, Senate Chamber, and lunch and coffee break service: adjacent rooms) up to 1000 people • 800 people It is important to note that the poster and • Size/capacity • Garden and open space catering spaces are within the same building, • Description of the space (e.g. access to • Next to Main Meeting Room are close to the meeting rooms (only Audimax garden and/or open spaces) • Catering = 25/30 euro (average) is on a different level), and that the possibility • Coffee Break = 15 euro exists to get outside and get some fresh air in • Relation/position in relation to the other the courtyard. spaces (main meeting room, space for There are multiple opportunities for buffet-style posters) food in the conference. We are in process of • Average cost for food per person (buffet discussion with various catering services. style) More information will be provided during the • Average cost for coffee breaks per presentation of the bid. person Please provide map/plan and pictures if available.

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Vienna, Austria Criteria Lecce, Italy

Airport: Wien Schwechat International Airport, Description of travel facilities: By train: 19 km from the city centre; city centre easy to Trenitalia Lecce reach by CAT – City Airport Train (16 min non- • To the proposed country/city: nearest Indirizzo sede: viale Oronzo Quarta - Lecce stop) (international) airport, railways, Informazioni Proposed venue – University of Vienna – 2 min motorways, etc. Tel: 892021 (con operatore dalle ore 7.00 alle ore 21.00) from the metro station U2 and various tram • To the proposed venue: walking distance Sito web: www.trenitalia.com lines; distance to city centre: 5 min, the venue is from train/bus station, distance from city located in the city centre. centre, local public transport, etc. Ferrovie Sud-Est Indirizzo sede: viale Oronzo Quarta - Lecce Informazioni Numero verde: 800.079.090 Sito web: www.fseonline.it

Stp Brindisi Indirizzo sede: Contrada Piccoli Z.I. - 72100 Brindisi Informazioni Numero verde: 800.232042 Sito web: http://www.stpbrindisi.it

By air: SEAP S.P.A. - Aeroporti di Brindisi, Bari, Taranto, Foggia - Società Esercizio Aeroporti Puglia Informazioni Tel: 080.5835200 Fax: 080.5835225 Sito web: www.aeroportidipuglia.it

By coach: Autolinee Marozzi Indirizzo sede: via Bruno Buozzi, 36 - Bari Tel: 080.5790111 - 080.5790900

Autolinee Marino Indirizzo sede: via Spoleto, 11 - Altamura (Ba) Tel: 199.800.100

Miccolis Indirizzo sede: via delle Mammole, 26/28 - Modugno (Ba) Tel: 080.5315334 Fax: 080.5372541

Società Elios S.r.l Indirizzo sede: piazza del Sole, 36 - Calimera (Le) Tel: 0832.871016 - 0832.871153 MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Vienna, Austria Criteria Lecce, Italy

More than 8000 hotel rooms in the city centre. Description of nearby hotel / accommodation Grand Hotel Tiziano Lecce These hotels can be reached by foot within 20 facilities for participants, including: • Total Rooms: 270 min. • Offering a special deal for MCAA; rooms between €55 and €105 per night Rates from €50 up to €950, it depends on the • total available capacity, • By car: Motorway A14 direction south / Bari and then direction Lecce; the hotel is hotel category. • expected rates, at the entrance to the city (GPS address "Bastion Square") • possible discounts. • By plane: Brindisi International Airport Papola Casale, and then Shuttle Bus to Lecce with stop at the Air Terminal 50 meters from the Hotel • On the train: Lecce Railway Station and then 10 minutes by taxi to the Hotel • The hotel can offer: • Free Garage • Bicycles for city tours and tours • Tips on a range of customized excursions by paying by selected agencies • Special conditions at seaside resorts and beaches • Special tips and conditions for the purchase of Salento's gastronomic, crafts, design, and art products • The Air Terminal is located just 50 meters from the hotel, providing you with the convenience of a shuttle service to and from Brindisi International Airport Papola Casale, convenient and economical alternative to the taxi.

Hotel President • 150 Rooms 65 Euros

Hotel Hilton 143 Rooms 82 single room and 102 double rooms

And others .... Vienna has one of the best public transport If necessary, description of means of transit Bus - Linea L209 Lecce-Rettorato-Ecotekne-Fiorini systems in the world. One underground line, as between accommodation and the venue (i.e. if not well as multiple tram-lines are within 2 min within easy walking distance = < 1 km walking distance from the meeting venue.

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Vienna, Austria Criteria Lecce, Italy

Vienna is called the “City of Music” as well as Description of local entertainment facilities Called “the Florence of the South,” Lecce is the provincial capital of the Salento area, only “City of Dreams”. (restaurants, bars, nightlife, tourist attractions), that 12 km away from the Adriatic Sea. The city, which has strong Messapian roots, was known The city centre, with a lot of restaurants as well may be an attraction for participants. to its Roman rulers as Lupiae. Today, it welcomes visitors with its magnificent baroque as tourist attractions, like the famous Ring architecture, which blazes on the portals of its palaces, and on the facades of the many Boulevard (Ringstrasse), and the St. Stephen’s churches that line the streets inside the city's three ancient gates: Porta Rudiae, Porta San Cathedral, are in walking distance from the Biagio and Porta Napoli. proposed venue. Moreover, the Museum of Fine Art, Vienna The common factor in the city’s characteristic baroque exuberance is the local “Lecce State Opera, Albertina Museum, Schönbrunn stone”, so soft and malleable, that master stonecutters could create highly sophisticated Palace, Belvedere Palace are all easily stone embroidery. The best example of this style is represented by the facade of the Basilica reachable via public transport. of Santa Croce and by the spectacular Piazza Duomo, home to a soaring bell tower, We are planning to organise the social dinner in bishop’s palace, and the lovely Palazzo del Seminario. one of the main touristic places of the City – Rathaus (the City Hall). Strength and majesty, however, characterize the castle built by Charles V and designed by In addition, the venue of the meeting itself Gian Giacomo dell’Acaya. The Roman Amphitheatre, adjacent to the central Piazza attracts tourists due to its architecture. Vienna Sant’Oronzo, offers an intriguing insight into the city’s history. Ice Dream or Wiener Eistraum is just within 5 min walking distance from the meeting venue. Local entertainment facilities are described in the link http://www.zonzofox.com/lecce/what- Austria is also famous for winter sports, and a to-see/explore/movida ski or snowboarding holiday could even be possible before or after the event. City hall or a “Heuriger” (wine taverns Options available for organising an evening event Near Lecce there are a lot of places where it is possible to organize an evening event for a surrounded by vineyards at the outskirts of the (e.g. dinner, etc.) for a substantial number of substantial number of participants. city). participants (i.e. up to 1000). At the City Hall: the large room for the gala dinner could be provided after the bid is confirmed (application from the organizer necessary).

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Vienna, Austria Criteria Lecce, Italy

Reception at the City Hall or gala dinner at the a Proposal for possible ‘social events’ that might be Walking Tour in Lecce, the Florence of the South Italy, with Baroque-style architecture. “Heuriger”. However, there are many other organised around the conference (e.g. guided Lecce is located in Apulia the heel of Italy, and is the capital of a land called Salento, options such as city palaces and contemporary tours, reception/dinner event, etc. surrounded by the Adriatic Sea. Walk through the old town and discover the wonders of venues. Lecce, explore the Duomo square, the cathedral, the church of St. Irene, St.Oronzo square and the remains of the Roman amphitheatre. Discover the Basilica of Santa Croce, a jewel of Lecce Baroque and the near Celestine Convent.

What You Can Expect: Ruins of the Roman Amphitheatre The discovery of Lecce starts from the beginning pre-Roman and Roman, to the great period of the Baroque, a walk to the historic centre that will take you to discover the wonders of Lecce, one of the most beautiful cities of southern Italy. The route starts from Porta Napoli to Piazza Duomo (Cathedral, Bell Tower, Bishop's Seminar), the baroque heart of Lecce. Continue walking to the Church of St. Irene, Sant'Oronzo square, where you can see the ruins of the Roman amphitheatre, the church of San Marco and the Sedile. Walking through the streets of the old town, we will visit the Church of Santa Chiara and Roman Theatre, other important particulars of the story of Lecce. The tour could end at the Basilica of Santa Croce, a jewel of Lecce Baroque and Celestine Convent • 50% discount from the University of Any additional information/ support documents We can have a little sponsor ‘Istituto Santa Chiara’ –The Santa Chiara Institute is a Vienna for the conference facilities. functional rehabilitation facility for people with physical, mental, and sensory disabilities, • Support from Vienna Convention dependent on any cause (established by Article 26 L. 833/1978) and High Tech Diagnostic Bureau, City Mayor of Vienna, local Centre and a Master School in Psychotherapy with a neurocognitive address. universities, national contact point The institute could cover a coffee break for 100 participants. and ministries • 15% discount from Austrian Airlines for conference participants • Possibility to receive support from Vienna Convention Bureau up to €3.900. • Please check the bid book for more information. • Potential external funding from academic as well as industrial organisations.

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Annex V – Funding Overview Year 1 & 2

MARIE CURIE ALUMNI ASSOCIATION Board Meeting – Brussels, 18th November 2017

Annex VI - 2017-18 MCAA annual budget propositions