Expected expenses
Uppsala University charges a fixed fee for the AIMday concept, which includes training, support and our website services.
For Uppsala University, AIMday is not only a way of stimulating value-creating collaboration between our research and society, we also want to strengthen our relationship with colleges and universities in the world around us. There is much to be gained from collaboration across university boundaries when it comes to methods and forms of collaboration with the wider community.
Below you can read about expected expenses in connection with organising AIMday events.
Fixed cost for the AIMday concept
Uppsala University charges a fixed cost for the AIMday concept, which includes training, support and our website services.
The mandatory AIMday training typically takes one day (6-8 hours) and takes place at an early stage to give the organiser the best possible start. The training can take place online, at your institution, or at Uppsala University, and it can be scheduled over one or two days. We discuss what works best and create a plan together. If Uppsala University travels to conduct the training, the hosting institution is responsible for any travel and accommodation costs related to the training session. In addition to the initial training, support and advice are provided throughout the entire process via our support.
Staff and resources
Planning an AIMday event can take six to eight months. The effort required varies depending on the size of the event – larger events may require more work but also provide access to a broader network both within and outside academia. The first time may require more staff and time.
Ideally, a working group is formed to collaborate on the event, with clear roles and responsibilities. A central person coordinates the work and acts as the point of contact with Uppsala University for support. The training provided gives a clear overview of staffing, tasks, scheduling and the use of administrative tools.
Premises and catering
Organising AIMday at the university has many advantages – it keeps costs down and invites external participants to campus. The biggest benefit is that researchers can easily participate near their workplace, either for the entire day or in individual workshops. Occasionally, side activities such as lab tours or study visits can also be offered.
Plan ahead for meeting rooms, group rooms and networking areas where participants can connect and eat, preferably close to the group rooms. A clearly marked registration area that is easily accessible throughout the day is also important. Make sure the number of breakout rooms matches the number of parallel workshops – flexible spaces are an advantage.
AIMday is free for all participants, so budget early for food, snacks and coffee – the latter is often appreciated throughout the day. A standing lunch encourages networking and interaction among participants.
Financing of feasibility studies
Being able to offer funding for feasibility studies in connection with AIMday is a great way to initiate collaboration between researchers and non-academic organisations. The amount can cover expenses including researchers' salary costs, costs for literature studies, project planning, additional meetings, travel, initial experiments as well as other expenses that may be needed to initiate a collaborative project. The funding can come from external funders or the university.
The earlier researchers can be involved in the process, the easier it becomes to engage them in subsequent steps. Being able to quickly start a collaboration and use the energy from the meeting to get things going has very positive effects. The funding needed for feasibility studies can be quite moderate; around € 5,000 can already provide a springboard for good collaborations. Uppsala University has used this concept, funding only its own staff, while the organisations cover their own costs.
Tailored features
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AIMday: Six steps to success
From preparation to follow-up – a process of approximately six to eight months with six defined steps.