By hosting a satellite event through your local university, laboratory, or other organization, you can bring together the physics community in your region while connecting with the global physics community at the APS Global Physics Summit. Your satellite event gives scientists and students the opportunity to participate in the virtual APS Global Physics Summit, watch live-streamed and recorded talks from the on-site event in Anaheim, California, and host “watch parties” of virtual sessions, along with networking events, scientific talks, and other physics-related activities in your local area.
To host an APS Global Physics Summit satellite event, please apply with the APS International Affairs team. You may apply to organize a virtual session to present scientific talks as part of the APS Global Physics Summit, or you may apply for the unlimited number of spots to organize a satellite event that participates virtually in the APS Global Physics Summit without hosting a session. Some examples of types of satellite events you may host are:
- A watch party to view APS Global Physics Summit sessions
- A virtual session to be broadcast on the virtual meeting platform and viewed by any virtual attendee of the APS Global Physics Summit
- A watch party and a virtual session
- Dedicated programming on publishing in scientific journals/writing papers provided by the Purpose-Led Publishing coalition for events in less-resourced locations
Additionally, satellite sites may receive the following:
- Access to the APS Global Physics Summit virtual meeting content/platform for organizers and registered attendees
- Virtual registration for satellite-organized virtual session chair and speakers (i.e., for those sites that organize a session)
- Virtual registration for 50 satellite event attendees
- Recognition on the APS website and social media
- A media kit with branding and social media resources
- A select number of satellite sites will be eligible to receive dedicated programming on publishing in scientific journals/writing papers provided and sponsored by the Purpose-Led Publishing coalition for events in less-resourced locations
Contact the APS International Affairs team for more details about types of satellite events you may host or for more information about the satellite events.
Application deadlines
The deadline to apply if you intend to organize a virtual session to be included as part of the APS Global Physics Summit program is October 25, 2024. A total of 10 virtual sessions are available for satellite sites to organize. Applicants selected to organize a virtual session will be notified by November 8, 2024. Session information, including the title of the session, the chair, speakers, and abstracts, must then be submitted by the organizers by November 27, 2024.
The deadline to apply to host a satellite event that will not include organizing a virtual session is January 13, 2025. Applicants will be notified of the results of the selection process on a rolling basis.
The application process
To be selected to host an APS Global Physics Summit satellite event, you should demonstrate that:
- You have developed a draft program for your event.
- Your location has the necessary resources to host an in-person satellite event, including a stable internet connection with sufficient bandwidth to participate virtually in the APS Global Physics Summit, adequate meeting space, any necessary audio-visual equipment, and transportation for attendees to get to the satellite event meeting venue.
- You have developed a budget, with descriptions of expenses for the satellite event, as well as indications of possible need for financial assistance, if you are requesting support from APS.
- The event will highlight the APS Global Physics Summit and its connection to your local scientific community.
APS will give priority to events that include a physics talk by a local speaker and/or networking opportunities for early-career physicists and physics students.
The APS Global Physics Summit will be aligned with the 2025 International Year of Quantum Science and Technology (IYQ), officially recognized by the United Nations. Satellite event applicants are encouraged to share how their event might also align with IYQ.
Satellite event organizers must also uphold APS's mission, vision, and core values, as well as the APS Code of Conduct for Meetings.
If your application is accepted, APS will provide you with branded materials to assist you with promoting your satellite event and connecting it to the APS Global Physics Summit. As a satellite event host, you must commit to answering a post-event survey and sharing another survey with your satellite event attendees.
Satellite events must be hosted outside of the United States.
Apply to host a satellite event
Costs and grants for hosting a satellite event
Satellite hosting fee for upper-middle-income and high-income countries
Satellite events in countries that APS has classified as upper-middle-income and high-income, which include countries with high scientific output and investment in science, will be charged a fee to help cover access to the APS Global Physics Summit virtual meeting content, including registration fees and costs related to sites organizing virtual sessions. This fee will vary depending on the needs of each satellite site.
After submitting an application, APS will discuss the individual needs and plans of potential satellite sites in upper-middle-income and high-income countries to determine this fee. All fees will be partially subsidized to enable participation while still helping to cover the expense of providing the meeting content and APS’s ability to fully subsidize other events in low-income and lower-middle-income locations.
Satellite events in countries that APS has classified as low-income and lower-middle-income will be fully subsidized, meaning their fee will be waived.
Grant opportunities
For events in countries that APS has classified as low-income and lower-middle-income, APS will offer grants ranging from $500 - $5,000 to support the costs of hosting an APS Global Physics Summit satellite event. Grant amounts will depend on the size and scope of the satellite event and the purchasing power parity of the country where the event will take place. If you are organizing a satellite event in a low-income or lower-middle-income country, you may request grant funding as part of your application, and you must provide APS with realistic budget estimates. You can use grant funding to support:
- Local transportation to bring attendees to the satellite event venue
- Travel expenses for a local speaker
- A networking reception
- Audio-visual equipment
- Internet and/or broadband needs
Registration
Hosts of satellite events will be provided with virtual registration(s) to access the live-streamed and virtual meeting content. APS asks that all individuals who attend the satellite events also register for the APS Global Physics Summit to participate in their local satellite event. APS will work with satellite organizers to register their event’s attendees, at no cost, for individual content access.
Additionally, individuals who wish to register for the APS Global Physics Summit separately from the satellite events may do so. Individuals in less-resourced countries are encouraged to review our accessible registration pricing structure.
Contact
For more details about satellite events, including a hosting guide, and the application process, please contact the APS International Affairs team.