Dear Session Proponent,

As a potential session organiser for the 2027 Dutch Neuroscience Meeting (DNM 27), your contribution is vital to shaping an exceptional and impactful scientific programme!

The DNM 27 Organising Committee would like to draw your attention to a few aspects regarding the Call for Proposals for Parallel Sessions and Plenary Speakers.

Please remember that the deadline for submitting session proposals is 20 November 2026.

Parallel Sessions

Parallel Sessions at the DNM serve as a platform for topics of key importance within the Dutch Neuroscience community. Sessions can be fundamental, translational, clinical or educational (expert focus on specific technology, paradigm(s) or model(s) etc).

All sessions require 2 co-applicants (co-chairs), where one must be a Dutch PI and the other a PI or postdoc working at a Dutch institution or an international speaker included in the session.

A Dutch PI is operationally defined as an assistant, associate or full professor, working at an institution in the Netherlands, leading a research group. An international speaker refers to someone working outside the Netherlands (the nationality of the person is irrelevant).

The organising committee understands the issue of obtaining firm commitments from speakers for a yet-to-be-approved session. However, we do require a confirmation that all speakers have been contacted and are aware of the session proposal prior to its submission.

Importantly, session organisers should strongly encourage their invited speakers to attend the full two-day event, or at a minimum, the complete day on which they present. This reinforces one of the fundamental missions of this meeting: to facilitate dialogue and exchange between early career and senior researchers from various scientific backgrounds.

Parallel sessions are 90 minutes in duration. The preferred format is:

• 1 x 30-minute presentation by the main speaker; either a Dutch PI or an international speaker
• 4 x 15-minute presentations by PIs, postdocs, and/or Ph.D. students working at Dutch institutions

A balanced representation of speakers from different research institutes, genders and seniority is preferred.

Proposals for Parallel Sessions must include a minimum of one Dutch PI among the speaker lineup. Dutch PI speakers are encouraged to be one of the symposium co-chairs, but that is not mandatory.

Plenary Speakers

In addition to Parallel Sessions, the Dutch Neuroscience Meeting programme includes Plenary Sessions with a single distinguished keynote speaker. Anyone can nominate a keynote speaker.

The nomination should cover a short summary of the proposed speaker’s scientific accomplishments, most recent work, and their reputation as an engaging speaker. Additionally, please include a clear and compelling justification of why this person would be an outstanding choice. Importantly, confirm whether you have contacted the speaker regarding this proposal. Selected keynote speakers will receive the same expense coverage and reimbursement eligibility as main speakers of parallel sessions (see also below).

Important dates and deadlines

Deadline for proposals: 20 November 2026.

If your proposal is selected, you will need to provide session details (further instructions about this will be sent to you at a later stage). This includes the names, affiliations, and e-mail addresses of all speakers in your session, and the allotted time for each talk. A title for each presentation is appreciated but not mandatory (please note that the title can be changed when the speaker uploads their abstract; see below). These session details can be submitted from 18 December 2026 until 22 January 2027.

Subsequently, your speakers are requested to upload a presentation abstract through the website (instructions will be sent to the speakers) by 15 April 2027.

Please take note of the following important points

1. Session organisation and invitations

Session co-chairs are responsible for inviting the speakers of their session. Please ensure the invitation notes that subsequent organisational logistics will be communicated directly by the HelpDesk (DNM27@azuleon.org).

Furthermore, the HelpDesk remains at your disposal to answer inquiries and provide assistance related to session organisation.

2. Costs covered by the DNM 27 Organisation

A) Main speaker

• If your session's main speaker is working in the Netherlands, the expenses covered are:
  • Registration fee for the 2-day duration of the meeting (this includes the standard registration kit, as well as coffee breaks and lunches).
  • Transportation to the conference venue: (i) train ticket (2nd class fare) to the station closest to the conference venue (i.e., Tiel) plus taxi from this train station to the venue itself or (ii) personal car (reimbursed at € 0.30 per km); the DNM organisers encourage everyone to choose eco-friendly travel options, prioritising public transport when possible.
  • Accommodation: one night at the conference hotel (either preceding the lecture, or thereafter), including breakfast. In addition, the meeting’s social dinner is also covered.
• If your main speaker is working outside the Netherlands, the expenses covered are:
  • Registration fee for the whole duration of the meeting (this includes the standard registration kit, as well as coffee breaks and lunches).
  • Transportation: (i) airplane ticket (APEX tourist class rate; please ensure that it is the lowest available airfare; see also below) to the Netherlands plus 2nd class train ticket to the train station closest to the conference venue (i.e., Tiel) plus taxi from this train station to the venue or (ii) a 2nd class train ticket to the Netherlands (until the train station closest to the conference venue) and the rest as above or (iii) the use of a personal car reimbursed at € 0.30 per km.
  • Accommodation: two nights at the conference hotel, including breakfast. For speakers outside Europe, an additional day – at the meeting venue – may be claimed (preceding the meeting or thereafter), if necessary. In addition, the meeting’s social dinner is also covered.
  • Invited speakers who have travel expenses covered by the DNM Organisation are encouraged to define their travel details as early as possible. Please contact our HelpDesk (DNM27@azuleon.org) for assistance as necessary.

Please note that the maximum allowable travel reimbursement is strictly capped at €750 for main speakers traveling within Europe and €1,500 for those traveling from outside Europe! Please make this clear to your invited speaker when formulating the invitation (especially for those travelling from outside Europe). Any speaker travel expenses exceeding these caps must be covered through your own alternative funding sources.

B) Remaining session speakers

Besides your main speaker (whose registration costs are waived), all other invited session speakers are entitled to a 50 % discount on registration fees for the day of their talk. However, they are responsible for covering their own travel costs and the meeting's social dinner.

C) Session chairs

Both session chairs are entitled to a 50 % discount on registration fees for the day of the session. However, they are responsible for covering their own travel costs and the meeting's social dinner.

If one of the co-chairs is also the main speaker, they are entitled to the reimbursement benefits provided under 2A (Main speaker).

D) Discounts

Discounts are not cumulative.

3. Reimbursements

Travel expenses will be reimbursed upon receipt of a completed DNM 27 Reimbursement Form, accompanied by copies of all tickets (airplane/train/taxi) or a statement of the distance travelled using a personal car. The refund can be transferred either to the session chair or directly to the speaker. The reimbursement form will be available for download from this website and should be returned by 16 July 2027 by e-mail to the DNM Treasurer. Forms returned after this deadline will not be processed and refunded!

4. Additional responsibilities of the session organiser(s)

• Please ensure that your invited speakers are aware of the guidelines described above. To avoid any subsequent miscommunication, please note that all session chairs and general speakers are subject to a reduced registration fee. Only keynote and main speakers are exempt from this requirement.
• If necessary, please help your speakers with their travel arrangements. The aim is to facilitate while keeping travel costs in check.
• A beamer will be available in the conference room allotted for your session. You will need to provide a laptop and a laser pointer.

In short

• Structure and submit your proposal OUTLINE through this website by 20 November 2026.
• Notification of selected proposals by the Organising Committee: mid-December 2026.
• If accepted, submission of proposal DETAILS: 18 December 2026 to 22 January 2027.
• Abstract submissions by session speakers by 15 April 2027.
• N.B. Chairs and speakers (except main speakers of parallel sessions) need to pay their registration fees by 9 April 2027.

Please don’t hesitate to contact us at DNM27@azuleon.org with any questions you may have – we’re here to help...

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