This is additional information for Workshop Chairs, in support of the Call for Workshops.

EasyChair Setup for Workshops

Several organizational tasks, including the generation of workshop webpages, generation of the programme and the USB proceedings, will be carried out through EasyChair. Therefore organizers of accepted workshops are required to have an EasyChair setup for their workshop. This also applies, for instance, if the workshop is not based on paper submissions and only features invited talks. By September 30, 2017, workshops must be set up on EasyChair and basic workshop information must be entered.

Instructions on how to do this will be added in due course.

Workshop Webpage

Workshop organisers are required to create and maintain a webpage for their workshop. The FLoC webpage will link to the workshop page.

Workshop Programme

Workshop organisers are required to add the programme of their workshop to EasyChair. This will allow us to coordinate the programmes between workshops and is essential for the programme to appear in the SmartProgram generated by EasyChair, and hence on the FLoC programme webpage.

Instructions on how to do this and deadlines will be added in due course.

Workshop Proceedings

All FLoC 2018 participants will receive a USB flash drive with all the conference proceedings. We encourage all workshops to have their proceedings added to the USB flash drive (without additional cost to the workshop organizers). Workshops can also have online proceedings, for example on or FLoC will not be involved with such proceedings.

Details on how to setup the proceedings on EasyChair and deadlines will be added in due course.

Important Dates

Workshop proposal deadline                  19 June 2017
Workshop proposal notification              31 July 2017
Workshops announced                             30 September 2017
Workshops call for papers announced  15 February 2018
Workshops call for papers deadline       15 April 2018
Workshops notification deadline            15 May 2018
Workshops programme agreed              15 May 2018
USB content camera-ready                      31 May 2018

Financial Issues

The provisional registration fee for each workshop participant has been set at GBP100 for a one-day workshop (with reductions for students and early registration). This fee covers the space, facilities, coffee breaks and lunches. The fee for a two-day workshop will include a reduction for the second day. The fees will be finalised in early 2018.

For anything that is not covered by the workshop-registration fee, such as costs for invited speakers, workshop organizers are advised to find external financial support. We encourage workshop organizers to consider invited speakers who are already planning to attend FLoC 2018.

Due to financial constraints, if a workshop receives fewer than 10 participants then the workshop will be cancelled.

Workshop Dinners

The following workshop dinners will be organised by FLoC, which participants can sign up for and pay for during registration:

Pre-FLoC Workshops: July 7 (Balliol College)
Mid-FLoC Workshops: July 13 (Keble College)
Post-FLoC Workshops: July 18 (Magdalen College)

Note that these venues have limited capacity and the dinners are expected to sell out quickly.

Registration Policy

The following principles apply to all the participants of events of FLoC 2018, including workshop organisers and invited workshop speakers.

  1. At least one author of an accepted workshop paper must be registered for the workshop.
  2. A person registered for a FLoC event (conference or workshop) can attend any parallel FLoC event on the same day.
  3. A person attending a FLoC event is expected to be registered for that event or for a parallel FLoC event on the same day.
  4. A speaker at a FLoC event is expected to be registered at all days of this event, or other FLoC events on all days of this event.
  5. Participation in event-specific social activities is limited to those who are registered for that event.


Daily Schedule

Each workshop day has the same form and consists of two morning sessions (respectively 90 and 60 minutes duration), separated by a 30-minute coffee break, and two afternoon sessions (the first of 90-minute duration and the second up to 120-minute duration), also separated by a 30-minute coffee break. There will be a 90-minute lunch break.

It is up to the workshop organizers to decide how a session is structured. Time and duration of coffee and lunch breaks, however, are fixed and apply to all workshops.

Q: Can I submit a proposal for a workshop that is not affiliated with a FloC conference?

A: No, you cannot. Every workshop needs to be affiliated with at least one of the 9 FLoC conferences.

Q: Will FloC host the webpage for my workshop?

A: No, it will not. Every workshop needs to create and maintain their webpage.

Q: I plan to submit a workshop proposal but do not know which conference is the most appropriate one.  What should I do?

A: Send an informal inquiry to the conference workshop chairs of the conferences that seem to fit best and ask for their advice. (see the Call for Workshops for contact information)

Q: My workshop is affiliated with several FLoC conferences. What is the purpose of a “primary hosting conference”?

A: The purpose of a “primary hosting conference” is of organisational, not scientific, nature. On the FLoC programme, there will most likely be no distinction between primary and non-primary. However, there should be exactly one responsible FLoC conference (and FLoC conference workshop chair) that is responsible for communication with the workshop.

Q: My workshop will have printed proceedings. Will the FloC organizers help to print the proceedings and distribute them to the workshop participants?

A: No, we will not provide this service. We encourage workshop organizers to make use of the centrally organized electronic proceedings.

Q: Can my workshop run sessions with different timings, or carry on past 6:30pm? 

A: No, it cannot.

Q: Will there be financial support (travel, accommodation, per diem, etc.) for my invited workshop speaker(s)? 

A: No, there is no funding available from FLoC for this purpose: we will provide a venue, catering and USB distribution of proceedings only.  Workshops are encouraged to seek external funding for additional activities, and this includes support for invited speakers.