This page explains how SIGs and TFs part of the GÉANT Community Programme can request support from GÉANT’s Events Team, what types of support are available and how requests are reviewed. 

👉 Link to form: Request Form for Events Support – SIG/TF meetings – Fill in form

*Submitting this form does not automatically confirm the requested level of support. All requests will be reviewed and decided on by the Community Programme & Events Team. You will be informed about the agreed level of support within 2 weeks. 


Requesting event support for your SIG/TF meeting 

When & who

You can submit an event support request once the following are confirmed:

  • Event date(s)

  • Location

  • Hosting organisation

Requests can be submitted by SIG Coordinators or Steering Committee members. 

⚠️ Requests should be submitted at least 3 months in advance. To help us support your event effectively, please ensure you submit your request as early as possible. 

How 

1. Request form is submitted →

2. Request is reviewed and evaluated → 

3. Outcome is agreed → 

4. Events support is assigned → 

5. Event support is delivered


You will receive confirmation of the agreed level of support within two weeks of submitting your request. 





Event support levels


Standard Support  

  • Event setup in Indico 
  • Event wiki page creation 
  • Registration form setup and management 
  • Promotion via GÉANT channels (e.g. mailing list, Connect) 
  • Post-event survey setup 

Extra Support 

  • Event logistics coordination (contact with event host, arranging catering, A/V, room setup, managing schedule, etc.) 
  • Participant communications (joining info, reminders, updates) 
  • Speaker administration (collecting presentations, info about speaking slot) 
  • Arrangement of informal dinner if applicable 

Virtual Event Support 

For fully online or hybrid events.  

  • Online meeting link creation 
  • Technical set-up and testing 
  • Online support during event (Q&A, troubleshooting) 

 

On-site Event Support 

  • On-site support during event 
  • Badge creation & attendee management 
  • Liaison with venue/host on the day 

⚠️ On-site support is provided on an exceptional basis only and should be requested solely for larger or more complex events where remote support is not sufficient. 


⚠️ Please note that in order to ensure fair and equal support, the following safeguard policy has been set: full events support (standard + extra + on-site) can be provided max to 1 meeting per year per SIG/TF. 


Review & Evaluation Criteria


Requests are reviewed by the Community Programme & Events Team. We consider:

  • Your desired level of support
  • The size, type and complexity of your event
  • Experience of your SIG/TF coordinator
  • Level of involvement of SIG/TF Steering Committee
  • Maturity level of your SIG/TF
  • Current Events Team capacity

Possible Outcomes

  1. Approved as requested
  2. Approved with adjusted support level
  3. Deferred / declined 
  4. Referred back for clarification

FAQ - What Support Should I Request?


Use the guide below to help determine the most appropriate level of support:

  1. Is your event small, routine, and managed by an experienced coordinator?
    → Request Standard Support

  2. Does your event involve additional coordination (e.g. hybrid setup, joint meeting, complex agenda)
    → Request Standard + Extra or Virtual Support

  3. Is your event large, complex, or strategically important, and difficult to manage remotely?
    → You may request On-site Support (exceptional; subject to review)

If you are unsure, we recommend requesting Standard Support and adding details in the form - we will advise if a different level is more appropriate.


⚠️ Please note: The aim is for all requests to be approved and to fulfil the desired level of support. This process is designed to ensure fair and sustainable event support across all SIGs and TFs.

If you are unsure which support level to request or have questions about the process, please contact: 📧 events@geant.org