Inside the flow core: scientific excellence, facility operations, interpersonal dynamics

Time to be confirmed

Time (Europe/Berlin)	Speaker	Location
08:40 – 08:50	Bus from hotel to EMBL ATC Entrance	ISG Hotel
09:00 – 09:30	Welcome and house notes and course overview Beáta Ramasz – EMBL Heidelberg, Germany	Flex Lab A & B
09:30 – 10:15	Ice breaker games	Flex Lab A & B
10:15 – 10:45	Coffee Break	Outside Training Lab area
10:45 – 11:45	Interactive session 1: Data quality, instrument performance tracking Christopher Hall – The University of Edinburgh, UK	Flex Lab A & B
11:45 – 12:30	Lecture 1: Cost calculation, budgets Desiree Kunkel – Berlin Institute of Health at Charite Berlin, Germany	Flex Lab A & B
12:30 – 13:30	Lunch	Canteen
13:30 – 14:30	Flash talks (3 mins / person)	Flex Lab A & B
14:30 – 15:15	Lecture 2: Data management Daniel Gimenes – EMBL Heidelberg, Germany	Flex Lab A & B
15:15 – 15:45	Coffee break	Outside Training Lab area
15:45 – 17:15	Interactive session 2: Troubleshooting instruments and samples Idun Rein – University of Oslo, Norway	Flex Lab A & B
17:15 – 18:00	Practical session 1 Writing SOPs Amir Grau – Technion – Israel Institute of Technology, Israel and Christopher Hall – The University of Edinburgh, UK supported by 2 additional trainers	Flex Lab A & B
18:00 – 19:00	Interactive session 3: Start over once and then again Alex Cabrera – EMBL Heidelberg, Germany	Flex Lab A & B
19:00 – 20:00	Dinner with Meet the Speakers	Canteen
20:00 – 20:10	Departure to ISG Hotel	EMBL ATC entrance

Time (Europe/Berlin)	Speaker	Location
08:40 – 08:50	Bus from hotel to EMBL ATC Entrance	ISG Hotel bus stop
08:55 – 09:00	Overview of the day Beáta Ramasz – EMBL Heidelberg, Germany
09:00 – 10:30	Lecture 3 and demo (RCR) : Troubleshooting data: why does it look like THAT? Christopher Hall – The University of Edinburgh, UK	Flex Lab A & B
10:30 – 11:00	Coffee break and Group Photo	Outside Training Labs area
11:00 – 12:15	Interactive session 4: Core facility guidelines, how to set rules and how to enforce them Beáta Ramasz – EMBL Heidelberg, Germany	Flex Lab A & B
12:15 – 13:15	Lunch	Canteen
13:15 – 14:15	Interactive session 5 Can we do it all? Balancing service, projects, tech- and personal development Erin Tranfield – VIB, Belgium	Flex Lab A & B
14:15 – 15:15	Lecture 4: Performance assessment and goal setting: how are we doing and where do we go from here? Speaker TBC	Flex Lab A & B
15:15 – 15:45	Coffee break	Outside Training Labs area
15:45 – 16:45	Lecture 5: Core facility structure, career progression paths Kylie Price – Malaghan Institute of Medical Research, New Zealand	Flex Lab A & B
16:45 – 18:00	Practical session 2 What do YOU want? Self development, aligning personal goals with facility goals Amir Grau – Technion – Israel Institute of Technology, Israel supported by 3 additional trainers	Flex Lab A & B
18:00 – 19:00	Dinner in ATC Rooftop-Lounge	RTL
19:00 – 19:45	Discussion: Responsibilities of scientific core facilities Mark Dessing – Waters, Germany	RTL
19:45 – 19:55	Departure to Hotel	EMBL ATC entrance

Time (Europe/Berlin)	Speaker	Location
08:40 – 08:50	Bus from hotel to EMBL ATC Entrance/to BD	ISG Hotel bus stop
08:55 – 09:00	Overview of the day Beáta Ramasz – EMBL Heidelberg, Germany	Flex Lab A & B
09:00 – 10:00	Group A Lecture 6: Mental health literacy Beáta Ramasz – EMBL Heidelberg, Germany Group B Lecture 7: Risk assessment Gerald Pfister – EMBL Rome, Italy	Flex Lab A & B
10:00 – 13:00	Group B1 Practical session 3: Instrument and sample troubleshooting Mark Dessing – Waters, Germany Idun Rein – University of Oslo, Noway Alex Cabrera – EMBL Heidelberg, Germany Claudia Dumrese – University of Zurich, Switzerland Group B2 Practical session 3: Instrument and sample troubleshooting Tim Schenkel – Waters, Germany Amir Grau – Technion – Israel Institute of Technology, Israel Gerald Pfister – EMBL Rome, Italy Desiree Kunkel – Berlin Institute of Health at Charite Berlin, Germany (with flexible coffee break) Group A Practical 4: Negotiation CJ Fitzsimons – Leadership Sculpture, Germany supported by Erin Tranfield – VIB, Belgium Beáta Ramasz – EMBL Heidelberg, Germany Kylie Price – Malaghan Institute of Medical Research, New Zealand	Waters
13:00 – 14:00	Lunch	Canteen EMBL / Canteen Waters
14:00 – 15:00	Group A Lecture 8: Workplace diplomacy Vladimir Benes – EMBL Heidelberg, Germany Group B Lecture 9: New technologies, how to choose instruments for the facility Claudia Dumrese – University of Zurich, Switzerland	Flex Lab A & B
15:00 – 18:00	Group A Practical session 5: Conflict management CJ Fitzsimons – Leadership Sculpture, Germany supported by Erin Tranfield – VIB, Belgium Beáta Ramasz – EMBL Heidelberg, Germany Kylie Price – Malaghan Institute of Medical Research, New Zealand Group B1 Practical session 3: Instrument troubleshooting Mark Dessing – Waters, Germany Idun Rein – University of Oslo, Noway Alex Cabrera – EMBL Heidelberg, Germany Claudia Dumrese – University of Zurich, Switzerland Group B2 Practical session 3: Instrument troubleshooting Tim Schenkel – Waters, Germany Amir Grau – Technion – Israel Institute of Technology, Israel Gerald Pfister – EMBL Rome, Italy Desiree Kunkel – Berlin Institute of Health at Charite Berlin, Germany (with flexible coffee break)	Waters
18:00 – 20:00	Free evening

Time (Europe/Berlin)	Speaker	Location
08:40 – 08:50	Bus from hotel to EMBL ATC Entrance/to BD	ISG Hotel bus stop
08:55 – 09:00	Overview of the day Beáta Ramasz – EMBL Heidelberg, Germany	Flex Lab A & B
09:00 – 10:00	Group A Lecture 7: Risk assessment Gerald Pfister – EMBL Rome, Italy Group B Lecture 6: Mental health literacy Beáta Ramasz – EMBL Heidelberg, Germany	Flex Lab A & B
10:00 – 13:00	Group B Practical 4: Negotiation CJ Fitzsimons – Leadership Sculpture, Germany supported by Erin Tranfield – VIB, Belgium Beáta Ramasz – EMBL Heidelberg, Germany Kylie Price – Malaghan Institute of Medical Research, New Zealand Group A1 Practical 3: Instrument and sample troubleshooting Mark Dessing – Waters, Germany Christopher Hall – The University of Edinburgh, UK Gerald Pfister – EMBL Rome, Italy Melanie Piedavent-Salomon – Max Planck Institute for Molecular Genetics, Germany Group A2 Practical 3: Instrument and sample troubleshooting Tim Schenkel – Waters, Germany Idun Rein – University of Oslo, Norway Daniel Gimenes – EMBL Heidelberg, Germany plus one additional Trainer TBC (with flexible coffee break)	Waters
13:00 – 14:00	Lunch	Canteen EMBL / Canteen Waters
14:00 – 15:00	Group B Lecture 8: Workplace diplomacy Vladimir Benes – EMBL Heidelberg, Germany Group A Lecture 9: New technologies, how to choose instruments for the facility Claudia Dumrese – University of Zurich, Switzerland	Flex Lab A & B
15:00 – 18:00	Group B Practical 5: Conflict management CJ Fitzsimons – Leadership Sculpture, Germany supported by Erin Tranfield – VIB, Belgium Beáta Ramasz – EMBL Heidelberg, Germany Kylie Price – Malaghan Institute of Medical Research, New Zealand Group A1 Practical 3: Instrument troubleshooting Mark Dessing – Waters, Germany Christopher Hall – The University of Edinburgh, UK Gerald Pfister – EMBL Rome, Italy Melanie Piedavent-Salomon – Max Planck Institute for Molecular Genetics, Germany Group A2 Practical 3: Instrument troubleshooting Tim Schenkel – Waters, Germany Idun Rein – University of Oslo, Norway Daniel Gimenes – EMBL Heidelberg, Germany plus one additional trainer TBC (with flexible coffee break)	Waters
18:00 – 18:30	Bus downtown via ISG Hotel	EMBL ATC entrance
18:30 – 22:30	Dinner and bowling	Downtown Heidelberg

Time (Europe/Berlin)	Speaker	Location
08:40 – 08:50	Bus from hotel to EMBL ATC Entrance	ISG Hotel bus stop
08:55 – 09:00	Overview of the day Beáta Ramasz – EMBL Heidelberg, Germany	Flex Lab A & B
09:00 – 10:30	Interactive session 6: How to build a great team, working with different personalities Erin Tranfield – VIB, Belgium	Flex Lab A & B
10:30 – 11:00	Coffee break	Outside TL area
11:00 – 12:00	Lecture 10: How to set up a user training program Claudia Dumrese – University of Zurich, Switzerland	Flex Lab A & B
12:00 – 13:00	Lunch	Canteen
13:00 – 14:00	Lecture 11: How to create visibility for your facility? Internal and external Melanie Piedavent-Salomon – Max Planck Institute for Molecular Genetics, Germany	Flex Lab A & B
14:00 – 15:00	Wrap up/ feedback time	Flex Lab A & B
15:00	Departure to downtown	EMBL ATC entrance

The course is limited to 16 participants. For selection purposes, please note that your application will not be considered without a letter of motivation.

Registration fees

Your registration for the event includes:

• Admission to the event
• Possibility to submit an abstract (if applicable)
• Meals and coffee breaks
• Course materials
• Access to the e-learning platform
• A letter to support your visa application (for more information, check the ‘Travel and accommodation’ tab)

For this EMBO course, the fees include accommodation and transportation to and from the ISG Hotel to the venue

Academia	€450
PhD Student	€450
Industry	€1000

Confirmation and payment

The registration fee should be paid only after acceptance to the course. The results will be announced approximately 2-3 weeks after the application deadline.

Cancellation policy

If you are no longer able to take part in the course, please inform your course contact responsible for this event. Your registration and the submitted motivation letter will be deleted.

Please also check our Terms and Conditions for the cancellation policy.

After you have logged in and successfully registered, you will receive an email asking you to submit your motivation letter. Click on the link provided and enter your motivation letter in the text box provided. Alternatively you can submit your motivation letter by clicking on the link on the confirmation page directly after registering.

Instructions

1. Include your relevant skills, experience and qualifications showing why you would be suitable for the course.
2. Explain why you would like to attend, including what you can contribute and how you think you will benefit from the course.

Please note:

• The limit of 2,000 characters refers to manually typed text and excludes spaces. If an error occurs try using a different web browser (preferably Google Chrome or Mozilla Firefox).
• If you copy-paste the text into the form, hidden formatting might still be included which may cause the text to exceed the 2,000 character limit resulting in an error message. We recommend you clear all formatting before pasting in the text.
• If you have special symbols in your text, make sure you are using Unicode characters, otherwise these will not be recognised.

For detailed instructions, please watch our video on how to submit a course motivation letter.

Please note it is not possible to apply after the motivation letter deadline!

Selection

The selection results will be announced by email to all applicants. We aim to announce 3 weeks (21 days) after the motivation letter submission deadline but delays may occur.

Further details

For further information about registration and motivation letter submission please refer to the FAQ page.

Financial assistance

Limited financial assistance is provided by the EMBL Advanced Training Centre Corporate Partnership Programme and EMBO in the form of travel grants, childcare grants, and accessibility grants.

Your place in the meeting is only confirmed by paying the registration fee, which is mandatory even when receiving a fee waiver.

Travel grant

The travel grant will cover the cost of travel (airfare, train, bus, taxi, and visa) and/or registration fees and is provided up to specified caps which are normally as follows:

• up to €500 for any participant travelling to an EMBO Practical Course.

• up to €1000 for any participant working in Chile, India, Singapore, or Taiwan travelling to an EMBO Practical Course.

The organisers may reduce the grant cap to accommodate more participants. Recipients will be notified of their travel cap amount when they are informed of the outcome of their application. Receipts must be provided via email with your signature for all costs incurred within two months of completion of travel.

Childcare grants

There is the possibility to apply for a childcare grant to offset child care costs incurred by participants, speakers, trainers, and organisers when attending a course. Eligible costs include (but are not limited to) fees for a babysitter, child-care facility, or travel costs for a caregiver. Please note that priority will be given to early-stage researchers. There is a limited amount of funding available for the childcare grants and funds will be distributed amongst eligible applicants.

Boehringer Ingelheim Fonds travel grant

Applies to selected courses only. Availability will be indicated during the abstract or motivation letter submission process.

This grant covers costs related to your attendance to the course (registration, travel, and accommodation costs). The grant is restricted to PhD students and postdocs who conduct basic biomedical research.
Whether you are eligible to apply for a travel grant, depends on when you received your university entrance qualification (e.g. Abitur, A-Levels, High School Diploma, Final State Examination):

• for PhD and MD students, as well as graduates, the university entrance qualification must not have been obtained more than 11 years ago at the time of the envisaged course
• for postdocs, the university entrance qualification must not have been obtained more than 13 years ago at the time of the envisaged course

EMBO accessibility grant

For EMBO Practical Course participants with accessibility needs, there is the possibility to apply for an accessibility grant to offset costs incurred by participants or speakers when participating at a course. Eligible costs include costs incurred for equipment or adaptations to the course environment, or travel costs for an event companion to assist the participant or speaker during the course where necessary. While we do our best to accommodate needs, please note that extensive changes to the course environment might not be possible. Priority will be given to early-stage researchers.

A maximum amount of €500 can be awarded per participant applying for an EMBO accessibility grant. In order to apply for this grant for EMBO Practical Courses, you must be registered by the application deadline. 

Application

You may apply for financial assistance when submitting your motivation letter. In the application system, you will be asked which type of grant you want to apply for.

Applications for financial support will not influence the outcome of the selection results.

Results

Grant allocations are announced by email to all applicants after the selection results.

Selection for financial assistance is based on scientific merit, your current work or study location, the reasons for needing financial support, and the impact this event will have on your career.

Please note that for childcare grants, priority will be given to early-stage researchers.

Further details

Check out this list of external funding opportunities. 

For further information about financial assistance please refer to the FAQ page.

Visa

We can send you a registration confirmation to support your visa procedure (not an official invitation letter). Please contact the Conference Officer responsible for your event. Read our FAQ for more information.

Travel

If you are travelling to Heidelberg via aeroplane, train, car, or long-distance bus, you can find useful information on our travel information page.

Accommodation

Accommodation in twin rooms, including breakfast is also part of the registration fee. Accommodation will be booked for the selected participants at the ISG Hotel for the default dates of Sunday 11 April to Friday 16 April (5 nights).

In case you would like to have a single room, please contact us so we can arrange this with the hotel – note that you will be required to pay a surcharge per night (availability of single rooms may be limited). This should be paid by you directly to the ISG Hotel during your stay.

We recommend that all course participants stay at the ISG Hotel for the course.

Local transportation

Course shuttle buses

Shuttle buses will go from the ISG Hotel to EMBL and back, mornings and evenings. A bus schedule and location of the bus stops will be made available prior to the meeting.

Other local transportation

In addition to the shuttle busses, there is also the public bus 28 that serves the EMBL campus and taxis can be easily booked at any time. For more information, please refer to the local transportation (RNV) website.

You may also walk from the ISG Hotel to EMBL (takes up to 30 minutes)

Map to walk from ISG Hotel to EMBL

Further details

Address: EMBL Heidelberg, Meyerhofstraße 1, 69117 Heidelberg, Germany

For more information about accommodation and travel, please refer to the FAQ page.

Here you will find useful information for when you are onsite at the event.

Catering

All meals and coffee breaks are included in the registration fee. Our catering staff will prepare a variety of vegetarian meals, meat and fish dishes, soups, pasta, fresh fruit and vegetables, as well as a variety of desserts.

Please wear your badge at all times when serving yourself.

No food or drinks are allowed in the computer training lab or wet labs.

Internet

Wi-Fi is available on campus using the EMBL-Events network and the event specific password, which will be provided on site. The eduroam network (secure, worldwide roaming access service developed for the international research and education community) is also available.

Photography

During the conference, an EMBL Photographer may be taking photos. If you would not like to appear in these, please inform the photographer or a member of the Course and Conference Office.

Charging stations

There are lockers available next to the stairs leading down into the Auditorium. You will find some of those equipped with sockets to charge your smartphone/tablet etc.

In most places the electricity is 220 volts AC (50 cycles). An adaptor and a plug that fits the German socket may be needed for your appliances/laptop (i.e. American, Japanese, etc.). A USB charging station for electronic devices is available at the registration desk.

Printing

We can help to print your boarding pass/train ticket. Please send it to events@embl.de and collect your print-outs at the registration desk.

Luggage

There are lockers available on-site to store your luggage, which require a 2 EURO coin to operate. There is another luggage room on level E0, which is free to use but remains unlocked during the course.

Lost and found

‘’Lost and Found’’ items are kept at the registration desk until the end of the course.

Nursing room

There is a nursing room available in the ATC Rooftop Lounge on level A29.

Room for prayers, meditation, and yoga

There is a room for prayer, yoga, and meditation, located on level E0 behind the Auditorium. Please be respectful of others using the room.

EMBL campus map

Health and safety notes

Please take a moment to read our health and safety policy.

• Do not smoke in any EMBL building.
• Eating and drinking is prohibited in the Auditorium and all laboratories.
• Do not enter any restricted areas or the laboratories unless instructed to do so.

If first aid is required

• The first aid room is located next to the ATC Registration Desk (room 10- 205).
• Dial the Emergency number 222 from any EMBL internal phone only.
• Be prepared to answer the following questions: Where is the accident? What happened? How many injured?
• Emergency number 06221-387 7821 from mobile phones.
• Please report all accidents to the conference officer at the registration desk.

In case of fire

• Press the nearest fire alarm button or the Emergency number 222 from any internal phone.
• A loud fire alarm will go off if an evacuation is required. On hearing the alarm leave the building immediately following the escape route and fire wardens and head to one of the meeting points
• Do not use the lifts.

Beyond first aid

The Heidelberg University Hospital or ‘Universitätsklinikum‘ has a 24 hour accident and emergency facility and is at ‘Im Neuenheimer Feld 672’. It is a 8km or a 20 minute taxi ride away from EMBL. In a medical emergency, the ambulance service generally transports patients to this hospital.

Please remember to bring your own medication, if needed, to the conference. Note that the next pharmacy is a 4-minute drive from the EMBL, but for many medications you will be required to see a doctor to get a prescription.

Ensure in advance that your medical insurance will cover you during your visit in the event that you do need to see a doctor while in Heidelberg.

The EMBL course and conference office team are able to advise you on where to turn for emergency or non-emergency medical treatment in Heidelberg and can assist you in making appointments and / or arranging transport to get to the pharmacy or a doctor of your choice if necessary. Please note, we are not however permitted to personally accompany you off-campus.

Sightseeing

A variety of activities in Heidelberg can be found on the website of Heidelberg Marketing.

(delete if no technical requirements for this course!)

Technical requirements

Below you will find the software and technical requirements for this course. You will need admin rights to be able to install the software on your computer and we recommend you try this before the course. If you do not have admin rights, please contact your technical support team in advance to make sure the software can be installed.

Add your software name here

Add a descritpion about your software here and any other important info

Additional software

The EMBL eCampus learning platform will be used to collaborate, communicate and network with all of the course participants. All participants will receive information on how to join shortly before the course. We recommend using Chrome, Safari or Mozilla Firefox browsers for eCampus. 

Zoom will be used for the live talks and Q&A sessions. More information will be provided closer to the start of the course.

Other information

While using the software during the course, please make sure you have nothing else using your bandwidth. We recommend using a wired connection.

DELETE THIS TAB IF COURSE IS NOT HYBRID!!

Guidelines

• Do not broadcast the course to unregistered participants.
• Do not share your login details with others.
• You are encouraged to post on social media about the event. Post unless the speaker specifically says otherwise, but be mindful of unpublished data. 
• Please do not capture, transmit or redistribute data presented at the meeting.
• Video library of the recorded talks during the event and for 4 weeks afterwards. Please note: at the request of individual speakers, some talks are not recorded.

Additional information can be found in our Code of Conduct.

How to ask questions

Questions during and after the talks can be asked in the live streaming platform. If time runs out or you think of a question later, you can use the EMBL eCampus forum or send a direct message to the speaker/trainer.

Time zone

The programme is planned based on the Europe/Berlin time zone, unless otherwise stated. As many virtual participants are attending from around the world, we do our best to accommodate as many time zones as possible when creating the programme. Please take your time zone into consideration when planning your attendance.

Please find additional information including FAQs and terms and conditions on our Information for Participants page.