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The guidelines accepted by the community

After the EDNANO-2 Workshop held in Budapest in October 2002, the participants answered a long list of questions that helped to assess the needs of the community. The list below is based on this poll. We hope that this "extract of the common sense" will help the organizers to adjust the meeting schedule to the expectation of the majority.

1. Frequency of the workshops
Most people prefer to hold EDNANO meetings on an 18-month basis. The annual basis seemed to be too frequent for most of the people, while a biannual event would not maintain the coherence of the community. Of course, the frequency guideline can be taken as an average only.

2. Duration
Two days for science followed by one day for social events can be the optimum for almost everyone. It is also advised that the 3 days should include a Saturday night which is often favourable for those who travel by plane. In almost each case, the workshop started on a Thursday morning. This is highly preferred be people working in the industry because they must be present at their workplace on Mondays.

3. Sessions and presentations
The oral presentations can easily be organized in various sessions on the basis of the topical commonality. However, parallel sessions are not allowed. Generally, all attendees should have the opportunity to listen to all presentations. It is also expected that the participants follow the workshop events quite closely and once registered, they are expected to show up on all official events.
The lenght of the presentations can be 25 or 25 minutes including discussion. This usually allows the lecturer to give a nice overview of the work without a rush. There are no keynote lectures or so. This also emphasizes the equality of the participants.
In order to maintain the attention, it is desired that breaks are given after a row of no more than 3-4 lectures.
The guideline for the organizers is that they should not accept more than 2 oral presentations from the same research group, provided that these lectures are not too closely related to each other. The acceptance of the presentation and their division into sessions is the task of the organizers. Presentations of young researchers (including students and postdoctoral fellows) are to be encouraged, while repetitive talks from the same group leaders in all events should not be supported.

4. Number of the participants
According to the general view, the number of the participants cannot be increased too much, otherwise the atmosphere of the workshop will significantly change. The current form can be sustained up to about 60-65 people. With this limitation, the segregation of the community can be avoided, and the participants will spontaneously behave friendly and approachable.

5. Registration cost
The great advantage of the EDNANO workshops so far was the easy affordability for practically everyone. The registration cost has always been calculated on the principle of the zero balance. The organizers are not expected to make profit out of the workshop. The registration cost may include the rent of one conference room, refreshment and snacks in the breaks, the registration package including the abstract booklet and the conference banquet. (On the events of 2015, this cost was a bit above 125 Euro. Although this is not an upper limit, it clearly indicates the acceptable cost level.) Organizers are expected to apply for domestic or international founds for some support and recruit sponsors.

6. Venue
It is desired that the workshop is hosted by the institute of the organizers, if possible. This can also reduce the cost.
It is the responsibility of the organizers to provide all technical conditions for both the oral and poster sessions (computer, videoprojector, poster stands etc.).

7. Accomodation
For sake of affordability, inexpensive accomodation is preferred. This can be even a student dormitory or a low-budget hotel that can provide breakfast. If possible, the accomodation has to be choosen so that there is no time-consuming public transportation from the accomodation to the conference venue.

8. Decision about the next event
The Board has to make the decision on the venue of the next event by a majority vote. The candidature of the next organizer(s) are presented during the workshop. Of course, the intention to host the next workshop has to be presented personally by a member of the hosting group. Regular attendance at the workshops may be a decisive factor on the next venue.

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