Guidelines for local hub organizers

as of October 13, 2025

Please also have a look at our FAQ section, which will be updated on a regular basis during the submission period.
 

The 42nd EGOS Colloquium, organized by the University of Bergamo, is an opportunity for the EGOS community to become more inclusive and sustainable. While the main academic program organized by the University of Bergamo is online, institutions around the world can collaborate by organizing local social events in person to accompany the online program.

By organizing an EGOS online Colloquium accompanied by distributed local hubs, scholars who would otherwise be unable to participate now have the chance to engage and be(come) an active member of the community. In addition, this model drastically lowers our CO2 emissions, allowing us to stay on track to reach our sustainability goals. In short, EGOS wants to be a frontrunner in experimenting with different conference formats given the availability of new technologies.

The online academic program will take place from July 9–11, 2026. Local hubs can organize onsite pre-Colloquium activities on Wednesday, July 8, provide rooms for local hub participants to zoom into the online program, and organize social events during the break times and in the evenings.
 

Objectives

The objective of this guideline is to clarify the responsibilities of EGOS and local hub teams in organizing the accompanying social program. By cooperating, EGOS, the local organizers in Bergamo and the local hub teams can together offer a full Colloquium program, including rich academic debates (organized by EGOS and the University of Bergamo) as is common for EGOS Colloquia; and a local social program to strengthen the community spirit, socialize new community members, and reinforce relationships among EGOSians in close proximity.

Local hub organizers are expected to promote the main Colloquium and their own local events and actively support colleagues and peers to submit short papers to the main Colloquium.
 

Responsibilities

EGOS will be responsible for:

  • The application process for attendees of the local hub and will provide the local hub team with access to the EGOS submission system.
  • Advise on the selection process and other queries that may come up during the conception phase of the local hub.
  • Ensuring visibility by providing a dedicated subpage for each local hub on the EGOS website.
  • Regular promotion via the EGOS communication channels.

Applying local hub organizers will be responsible for:

  • A local coordinating team that ensures synchronization between the online program and accompanying local events. The coordinating team must be empowered to implement the submitted concept independently at the host institution.
  • Ensuring visibility locally.
  • Actively communicating the local nature of the event. Participants in social and accompanying academic events (outside of the main Colloquium) should be recruited locally/regionally. Flying in from other regions should be explicitly discouraged in communications around the local hub.

Formal Agreement

The applying local hub organizers agree:

  • That on-site events (academic & social) will take place outside of the EGOS main Colloquium program.
  • To adhere to and actively communicate the EGOS Sustainability principles when organizing local events.
  • To adhere to, and actively communicate, the EGOS Diversity and Anti-Harassment policy when organizing local events.
  • That local events are sole legal and financial responsibility of the organizers/ hosting institution. National legislation and institutional regulations apply.
  • To record and communicate to EGOS the location from where participants reached the local hub (supported by EGOS).