1. Kindly reach out to us to discuss suitable meeting dates. You can refer to the NCBS events calendar https://www.ncbs.res.in/events to get an idea about the events planned.

2. Please connect us with a volunteer/team member who we can coordinate with.

3. Kindly provide us with proof of funding (emails/proof of grant application etc.) for the meeting.

4. Kindly provide contact details of speakers/participants-phone numbers and emails, in case you require us to be in touch with them directly.

5. Kindly provide information in advance to prevent any last minute hassles.

6. Please meet with us but also email us so that we can serve you better, or else information might get lost.

7. Kindly provide us with bills for reimbursement at the end of the conference.

8. Kindly provide us with completed TA forms, boarding passes, and ticket details of attendees for reimbursement.

9. Accommodation can be only booked after we create a budget code.

1. Kindly ensure that there are sufficient funds to host the meeting.

2. Meetings can be funded by grants, institutional funding, sponsors, and registration fees.

3. We require proof of funding to proceed with the meeting. The proof can be in the form of emails, agreements, sanction letters, proof of grant application, etc.

4. 18% GST is deducted, and the remaining balance is transferred when getting funds from sponsors.

5. Organizers can share the tentative budget with collaborators, based on which they can make fund commitments.

6. In case the meeting is funded by a foreign source, approval is required to utilize those funds.

7. Prior approval is required in case the meeting expenditure is 40 lakhs for a domestic meeting and irrespective of the expenditure for international meetings.

8. The budget that we create is tentative. Actual expenses can vary.

9. Kindly try to aim for the expenses mentioned in the tentative budget. In case there is a lack of funds, payments become hard.

10. Do notify us in case some additional expenses are made.

11. Some expenses cannot be reimbursed. Contact us to learn more.

12. We add a miscellaneous fee as a buffer. This helps in case sudden payments, which are not accounted for in the budget, need to be made.

13. A 15% admin charge will be deducted based on the closing budget of the meeting. It is calculated on the basis of all expenses except travel reimbursement. It is levied in case any services are sought from NCBS staff. This goes towards housekeeping, water, and other expenses.

14. Reimbursements take time and depend on various factors. Kindly bear with us.

15. We request that leftover funds from previous meetings not be transferred to other meetings directly. Kindly let us know when funds need to be transferred. We will reach out to accounts.

1. Any foreign passport holder (including OCI/PIO) who visits NCBS needs to be in possession of a stamped VISA and approval.

2. The kind of VISA depends on the purpose of the visit. A conference VISA for meetings, a short term/long term research/business VISA for other visits.

3. Please notify the relevant offices at least 4-6 months in advance for meetings (meetings office), 3 months in advance for a visit greater than 90 days and 1.5 months in advance for a visit less than 90 days (admin).

4. For all cases, passport copies, OCI card (where applicable), annexure II (includes Father’s name, permanent address, work address, in addition to details present in the passport). For visits, CV, Research statement, letters of invitation from the PI, budget code are additionally required.

5. If international participants are anticipated for a meeting, all names need to be included in the proposal.

6. Kindly open up registration in advance so that we can include the names of international participants in the proposal.

7. In case we need to add more names after the proposal has been submitted, we will have to submit another proposal and go through the entire process again.

Check out the SOPs for international meetings for more information.