42nd EGOS Colloquium, Bergamo 2026
 

Guidelines for Local Hub Organizers

 

1. Preamble

The 42nd EGOS Colloquium 2026, organized by the University of Bergamo, is an opportunity for the EGOS community to become more inclusive and sustainable. By organizing an online Colloquium, 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, an online Colloquium 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.
          With this text, EGOS agrees with {name of institution} to collaborate for organizing local social events to accompany the online academic program of the 42nd EGOS Colloquium 2026. The online academic program will take place from July 9–11, 2026.
 

2. Objectives

The objective of this text is to clarify the responsibilities of EGOS and [name of institution] in organizing the accompanying social program. By cooperating, EGOS and [name of institution] can together offer a full conference 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, to socialize new community members, and to reinforce relationships among EGOSians in close proximity (organized by {name of institution}).
          {Name of institution} is expected to promote the main Colloquium and its own local events and to actively support colleagues and peers, and to submit (a) a sub-theme proposal and/or (2) later a short paper to one of the sub-themes at the main Colloquium.
 

3. Responsibilities

EGOS will be responsible for:

  • A coordinating team that ensures synchronization between the online Colloquium program and accompanying local events. The coordinating team consists of the EGOS Executive Secretariat, a responsible EGOS Board member {name}, and the local organizing team from the University of Bergamo.

  • Providing a toolkit for helping local organizers organize accompanying social events.

  • Ensuring visibility of {name of institution} by placing its logo and accompanying social events on the EGOS website and the EGOS social media channels.

 
{Name of institution} will be responsible for:

  • A local coordinating team that ensures synchronization between the online program and accompanying local events. The coordinating team consists of at least two representatives of {name of 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.

 

4. Agreements

  • Locally organized social events take place outside of the official Colloquium program.

  • {Name of institution} adheres to, and actively communicates, the EGOS Sustainability Principles when organizing local/social events.

  • {Name of institution} adheres to, and actively communicates, the EGOS Diversity and Anti-Harassment Policy when organizing local/social events.

  • Local events are the sole legal and financial responsibility of {name of institution}. National legislation and institutional regulations apply.

  • {Name of institution} agrees to record and communicate to EGOS, anonymously and solely for the purpose of emissions accounting, the location from where participants reached the local event and with which means of transportation.

 

Date {Year-Month-Day}

On behalf of EGOS:
Giuseppe Delmestri, EGOS Chair


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[Signature]

Date {Year-Month-Day}

On behalf of {name of institution}:
{Name/Person-in-charge, function}


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[Signature]