Topic submission

Conference Theme

Stairways to Excellence in Research Management and Administration

EARMA Conference Vienna 1st- 4th July 2013


The European Association for Research Managers and Administrators (EARMA) is now accepting proposals for sessions or workshops to be held at the 19th Annual EARMA conference in Vienna Austria. The Annual Conference Committee (ACC) invites all those interested in research management and administration to become actively involved in the conference programme for 2013. The ACC seeks current and thought-provoking topics and speakers who can engage their audiences with quality-driven content in lively and informative discussions.

Please read this Call for Proposals carefully, send us your proposal(s) online , and help us to uphold the high standards of previous conferences by exploring new ideas and directions.

The Conference theme: Stairways to Excellence in Research Management and Administration

Expresses the increasing need for widening and deepening the RM&A in view of the European and global playing field of research and innovation. Europe’s future lies in the cultivation, growth and harvesting of knowledge. Research managers and administrators have a role to impact the implementation of policies to ensure that the ambitions of coherence and flexibility are achieved.

Who can submit a proposal?

All EARMA members active in the field of research management and administration, regardless of your level of experience, are welcome to submit a proposal. Please review the different formats of presentation, session, and workshop in order to select the option best suited to your expertise and availability.

As proposer you will be expected to organize and chair the session unless you indicate an alternative person as chair.

The four EARMA Tracks:

These tracks have been identified by the Conference Committee and the Board and they represent the breadth of the RM&A profession. Tracks have a track-leader who acts as coordinator of the different sessions, workshops etc., in their track. Furthermore, they will collect all presentations, etc. and make a track report.

T1. Grants management of collaborative research (including FP7)


Track leader: Katrin Reschwamm, EUrelations, CH; Deputy: Laia Lagunas Vila, Research Support & Technology Transfer Office, Barcelona, ES


This track is for grant management professionals - from very junior to the senior- dealing mostly with the practical pre- and post-award management of EU or international (collaborative) research projects.

T2. Legal aspects and governance, ethics and compliance issues


Track leader: Oonagh Kinsman, Trinity College Dublin, IE; Deputy: Siegfried Huemer, Vienna University of Technology, AT

Legal professionals are becoming more and more involved in research contracts collaborations and consortia. In this track legal professionals and non-legally qualified administrators and managers can meet and have the chance to exchange views and innovative ideas. In many research contracts references are made to ethical issues and other compliances issues.. It is increasingly necessary to understand the implication of these.

T3. Recognition of the profession: Research Office Services and professional development


Track leader: Yulia Matskevich, Brunel University London, UK; Deputy: Piero Messina, ESA, IT

More and more European universities develop organisational support-structures to strengthen and professionalize the internal processes and to meet all kind of external requirements. In this track, professionals managing this type of university offices meet and exchange views and ideas on models, responsibilities, competencies and future developments.

T4. Research strategies and policies


Track leader: David Lauder, University of York, UK; Deputy: Eckhard Behrendt, ID2Market, DE

Developing international and European research agendas is a political process with many actors and different time frames. European Universities and their researchers have a vested interest to anticipate future developments and create a dialogue with policy makers. In this track attention is given to Research Policy in Europe and elsewhere.

Format of sessions

A session is usually for 60 minutes.

What is the difference between a session, and a workshop?

Sessions may take one of the following formats:

  1. Presentation
    The format is the more usual presentation but allowing for questions and discussion.
  2. Plenary session
    A session allowing all conference attendees to attend. Topic and speaker are mostly initiated by the EARMA conference committee and/or the Board.
  3. Panel session
    A panel session focuses on stimulating an interactive discussion with the audience. Two or three speakers give their views on a certain topic and discuss their opinions with one another and the audience, under the guidance of a Chair. It is recommended that approximately 30% of the session is dedicated to questions and answers, discussions or other formats that encourage audience participation.
  4. Roundtable session
    A roundtable session is an active group discussion on a particular topic, with a limited number of participants (10). The Chair, acting as a moderator, introduces the theme and stimulates the exchange of experiences among the participants. Pre-registration is recommended
  5. Workshop
    Workshops are intended to be in-depth training or learning experiences. Participants are required to pre-register for a workshop. This means that workshops must offer participants a recognisable ‘product’ that provides them with enhanced knowledge and skills, documents and information. The learning outcomes and the interactivity component of the workshop must be clearly defined. A workshop has an endurance of about 1.5 – 2 hours. Some sessions or workshops may be sponsored and this will be indicated if applicable.
  6. Other format
    Other innovative methods of presenting and outlining a session are welcomed and encouraged – for example questions and answers, interactive games, illustrating with film, etc.

How to submit a proposal

Topic submission: The deadline for sending ideas for topics online is 15th November 2012.

Important notes

Proposer’s of accepted proposals will act as session organisers and chair of their proposal. Unless they are volunteering to speak in which case they should also identify a chair.

The proposer’s details are automatically added to the proposal and he/she will remain the main contact person for this proposal.

Proposers will be notified by 30th November 2012 by e-mail whether their proposal was accepted or declined. It is the responsibility of the proposers to inform all speakers of the outcome. The ACC reserves the right to edit the final title of the session, or workshop and to edit abstracts for publication in publicity material.

Registration, Fees and Expenses

Speaker / Session organisers registration and fees

The EARMA conference relies on volunteer speakers and chairs; therefore, no standard fee or honorarium is paid.

All conference speakers are expected to register and pay for the conference. If budgets permit a present for speakers and session organisers will be provided.

Special Cases

Four special registration categories exist

  1. Where a non-member-speaker is only attending for their own session the registration fee should be waived. Please note that admittance to the venue will only be permitted on the day(s) of their session or workshop. Access to other sessions will not be permitted. For example plenary session speakers may have the registration fee waived.
  2. In exceptional cases and at the discretion of the conference committee EARMA and/or Board can consider waiving the conference fee and / or reimbursing all travel and hotel expenses. Speakers seeking funding should contact the chair of the conference committee or Board to discuss possible aid.
  3. Invited guests (eg. Courtesy members of sister organisations). One member from each sister organization will be granted a waiver for registration fee and dinner. Other members must register as normal.
  4. Sponsors: conditions of participation in the conference or in the exhibition are described in the respective sponsor contracts.

Conference Contacts

Anna K. Groeninx van Zoelen Secretary of Annual Conference Standing Committee


If you would like to become sponsor please contact Dr. John Donovan