Call for bids for host organiser

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EuroScience Open Forum 2026 (ESOF2026)

EuroScience Open Forum 2026 (ESOF2026)

Call for bids for host organiser

Poziv za dostavljanje ponuda za organizatora domaćina

EuroScience is delighted to open the call for bids for a host institution wishing to organise the 2026 edition of the EuroScience Open Forum (ESOF2026).

ESOF is a cross-cutting, transdisciplinary science forum that offers a highly accessible and independent arena for an open and critical dialogue on science, scientific practice, science policy and the impact of science on society. ESOF brings together scientists, policymakers and other stakeholders in science and technology, including the general public, to create an inspirational melting pot generating new ideas and actions for the future of science in, with and for society. With the growing complexity of local and global societal challenges, it is now more important than ever to champion ways of integrating perspectives across sectors and disciplines.

ESOF provides one European city with the opportunity to build these bridges and reflect the richness and diversity of the scientific landscape in Europe. The ESOF event allows the host organisers to showcase local scientific achievements on an international level, raise the profile of local scientific institutions and provide the possibility for exchange and mutual learning.

ESOF was created in 2004 by EuroScience, and over the last two decades local host institutions have supported the generation of new ideas and cross sectorial solutions by organising 10 successful ESOF events in a wide variety of venues across the European continent: Stockholm (2004), Munich (2006), Barcelona (2008), Turin (2010), Dublin (2012), Copenhagen (2014), Manchester (2016), Toulouse (2018), Trieste (2020) and Leiden (2022, with a regional site in Katowice). The 2024 edition of ESOF (ESOF2024) will be organised in Katowice (Poland).

How to apply - Timeline

The call for bids for ESOF2026 host institutions is scheduled to open on July 27 2023, with the following timeline:

1st Application Round: Submission of an initial concept note

Scientific institutions are invited to complete and submit the First Round Application Questionnaire, setting out their vision for ESOF2026. Following the guiding questions in the First Round Application Questionnaire, an applicant institution should present its vision for ESOF2026 and its motivation to apply. The applicant institution should clearly outline a proposal for a main theme and topic, potential partners, a governance structure and financial resources, as well as the longer-term impact expected from the organisation of ESOF2026. The First Round Questionnaire is available here. Information and best practice on past ESOF events can be found in the ESOF Toolkit.

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Deadline: The application form and annexes must be completed entirely in English, and sent to esof@euroscience.org before 31 October 2023, 23:59 CET. Applications received after this date will not be considered. Applications should be submitted both in PDF and editable formats with the document title 1. Application ESOF2026 [Applicant institutions name and city]. Together with the application, a scan of the legal terms and conditions signed by an authorised representative of the applicant institution must be submitted as well.

Fee: All applications require payment of the first-round application fee of 500 €, to be remitted by bank transfer prior to the first-round application deadline (31 October 2023, 23:59 CET). Details for payment (including the IBAN and BIC for EuroScience) are provided in the First Round Application Questionnaire1. Proof of payment of the first-round application fee must be provided as a mandatory annex to the first-round application.

Assessment: EuroScience will compose and convene a Selection Committee (as detailed below) to assess all applications for host organisers of ESOF2026. The Selection Committee will shortlist up to five applicant institutions whose initial concept notes best fulfil the aims of the ESOF event. Applicant institutions retained in the shortlist will then progress to round two of the competition, where they will be invited to submit a longer, more detailed application bid. All shortlisted applicants will be notified and receive feedback from the Selection Committee on the strengths of their applications and areas for improvement prior to the second round. Notification will be sent to the shortlisted applicant institutions prior to 30 November 2023.

2nd Application Round: Submission of a detailed bid

The shortlisted applicant institutions will be invited to provide additional detail regarding the content of their initial proposal and to respond to the feedback from the Selection Committee following the first application round. The second-round application should be presented as a bid for organisation of the ESOF2026 event, based on the initial concept note submitted in response to the first-round call. The second-round application must not exceed 20 pages in Calibri font, font size 11.

Deadline: The second-round application form and annexes must be completed entirely, in English, and sent to esof@euroscience.org before the application deadline of 28 February 2024, 23:59 CET. Applications received after this date will not be considered. Applications should be submitted both in PDF and editable formats with the document title 2. Application ESOF2026 [Applicant institutions name and city].

Fee: All applications require payment of the second-round application fee of 1000 €, to be remitted by bank transfer prior to the second-round application deadline (28 February 2023, 23:59 CET). Details for payment (including the IBAN and BIC for EuroScience) are provided in the First Round Application Questionnaire 2. Proof of payment of the second-round application fee must be provided as a mandatory annex to the second-round application.

1 The fee is used to cover the costs of the selection process.

2 The fee is used to cover the costs of the selection process.

EuroScience | 1, Quai Lezay-Marnesia | F-67000 Strasbourg | France office@euroscience.org | https://www.euroscience.org

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Hearing by the Selection Committee: Preliminary assessment of the second-round applications will be performed by the Selection Committee prior to a physical Selection-Committee meeting scheduled to be held in April 2024. The shortlisted applicant institutions will be invited to the physical meeting (date and venue to be announced) to present their application bid and respond to questions from the Selection Committee. The Selection Committee will recommend a host organiser for ESOF2026 to the Governing Board of EuroScience.

Announcement of the host organiser of ESOF2026 and hand-over ceremony: The Governing Board of EuroScience, at a meeting in May 2024, will decide on the host organiser of ESOF2026 based on the recommendation of the Selection Committee. The host organiser for ESOF2024 will then be informed and officially announced in a joint press conference. The hand-over ceremony will be held on 15 June 2024, during the ESOF2024 event in Katowice.

Collaboration Agreement: The host organiser chosen for ESOF2026 and EuroScience will sign a Collaboration Agreement setting out the terms and conditions of their relationship and cooperation regarding ESOF2026. The standard template of the collaboration agreement can be found here. Signature of the Collaboration Agreement must be concluded prior to the hand-over ceremony scheduled in June 2024 in Katowice.

Important Dates

First-round application deadline: 31 October 2023

Invitation for second-round application: 30 November 2023

Second-round application deadline: 28 February 2024

Hearing by the Selection Committee: April 2024

Announcement of the host organiser chosen for ESOF2026: May 2024

Hand-over ceremony: 15 June 2024

Supporting documents

First Round Application Questionnaire

Legal Terms and Conditions

Collaboration Agreement template

ESOF Toolkit

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Key Criteria

All applications for hosting ESOF2026 will be assessed by the Selection Committee, composed of European and international experts representing important stakeholders for European science. The Selection Committee will be composed and convened by EuroScience. Please note that the names of the members of the Selection Committee will be made public only after the host organiser for ESOF2026 has been chosen.

The Selection Committee will assess each second-round application with respect to the following criteria:

Forum: ESOF should not be a scientific conference in which scientists present research results to the community, but rather a forum with a clear focus on discussion and debate through interactive formats involving the event participants in an open, safe and inclusive way.

Inclusiveness: ESOF is not intended to be a forum for experts on a specific topic, but rather an open and inclusive event for all stakeholders of science including society at large. In addition, ESOF should be as accessible as possible for all interested participants.

Local and international: ESOF should present and highlight the local scientific landscape and research traditions in the city of the host organiser, but as an international event, it should also attract speakers and participants from all over Europe and around the world.

Topicality and relevance: The main theme chosen for ESOF should encompass topics of societal interest to the largest extent possible. The major topics highlighted should be relevant not only for a particular disciplinary community but for all stakeholders of science including the larger society. Further, the ESOF programme should include science policy and science communication elements.

Transdisciplinary: The main theme chosen for ESOF should be approached holistic way that crosses a wide variety of disciplines in science and humanities.

Community-driven: A significant part of the ESOF programme should come from the science stakeholder community itself, with a transparent process for session selection.

Impact: In addition to open discussion and debate, ESOF should also be an incubator for new ideas and new initiatives for science, scientific practice, science policy, and science in, with and for society.

Critical mass: To ensure impact, the ESOF event should gather a critical mass of participants and sessions. A good rule of thumb is a minimum of 1500 participants, 80 programme sessions and a duration of three to four days.

Networking: In parallel to the main program, ESOF should provide attractive opportunities for informal networking such as field trips, receptions, parties, etc.

A venue for the new generation to come: ESOF should provide space and opportunities for the new

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and emerging generation of bright minds in science to present and develop their ideas, receive feedback and support to make a difference.

Sustainability: ESOF should be organised with utmost attention to sustainability and the environment. FAQ

1. Who can apply?

The bid for ESOF2026 is open to any scientific institution in a member country of the Council of Europe. A scientific institution in the context of this call is a legal entity connected to science. This includes, but is not limited to, universities, research institutions and infrastructures as well as foundations and associations dedicated to research and its promotion. Cities, municipalities and other public administrations as well as governmental and non-governmental funding agencies can act as partners in support of an application, but are not eligible as applicants themselves. If you are unsure about the eligibility of your institution, please contact the EuroScience Secretariat (office@euroscience.org).

2. Is any specific funding connected to the selection as host organiser of ESOF?

While there is no direct funding provided by EuroScience to host the ESOF event, the host organiser is free and encouraged to seek additional funding or partnerships in support of the event. Past ESOF organisers have secured funding from both institutional and private funders on the local, regional, national and European levels.

3. What costs are involved in organising an ESOF event?

In addition to the application fees mentioned above for the first and second rounds of selection, and the costs of the event itself, the successful applicant institution must pay a trademark licence fee of 150 000 € to EuroScience for the use of the trademark EuroScience Open Forum (ESOF). The trademark licence fee is used to sustain the operation of the General Secretariat of the EuroScience Association. More details can be found in the collaboration agreement template.

4. What is the role of EuroScience?

EuroScience is an independent association of individual researchers, science professionals and interested citizens. It is the owner of the trademark of the EuroScience Open Forum and organises the selection process openly and transparently. It further safeguards the values of ESOF and that the character and quality of the event is preserved across editions, and provides the forum with its legitimacy and credibility.

During the organisation of the ESOF event, EuroScience is the principal partner of the host organiser. EuroScience provides advice and information on best practice, support in communication and marketing on an international level and assistance in attracting sponsors and funders.

In addition, EuroScience monitors the delivery of ESOF with the goal of constant improvement of the ESOF event and ensures the legacy of the forum for future editions.

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