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9th International BioBrillouin Conference | November 2025
by Kareem Elsayad July 3, 2025

July 3, 2025

Dear John, Dear Filippo, Hope you’re doing well. We are currently organising the 9th BioBrillouin Conference in Berlin, which will take place at the conference venue of the Max Planck Society (Harnack House) on the 25-27 November 2025, and are seeking sponsorship from companies and learned societies. Attached are the sponsorship packages - let me, or anyone else on the organization committee, know if you have any further questions. Regardless of sponsorship, would be great to see you there – we expect to have an excellent line up of speakers, in addition to the usual BioBrillouinites and hopefully many new faces. An email regarding general registration will follow soon after we figure sponsorships.. Looking forward to hearing from you! All the best, Kareem On behalf of the Scientific Organizing Committee: Jochen Guck (Max Planck Institute for the Science of Light & Max-Planck-Zentrum für Physik und Medizin, Germany) Kareem Elsayad (Medical University of Vienna, Austria) Robert Prevedel (European Molecular Biology Laboratory - EMBL, Germany) Francesca Palombo (Exeter University, United Kingdom) Stephanie Möllmert (Max Planck Institute for the Science of Light, Germany) Michael Monaghan (Trinity College Dublin, Ireland) Thorsten Hamann (Norwegian University of Science and Technology, Norway) PS. The event was originally planned to take place in Boston, USA, yet due to the current political climate has been moved to Europe on relatively short notice. The expected number of attendees from academia are between 50-100 and span all continents (except Antarctica).

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Re: [EXTERN] 8th International BioBrillouin Conference | November 2025
by Kareem Elsayad June 30, 2025

June 30, 2025

Dear Alexander, Thanks for your email. Great! We are currently putting together sponsorship package options and should have something ready by end of this week or beginning of next. Will send you then as soon as we have. All the best, Kareem From: Alexander Jelzow via Soc25 <soc25(a)biobrillouin.org> Reply to: Alexander Jelzow <Alexander.Jelzow(a)toptica.com> Date: Tuesday, 17. June 2025 at 01:18 To: "SOC25(a)BioBrillouin.org" <SOC25(a)BioBrillouin.org> Subject: [EXTERN] [Soc25] 8th International BioBrillouin Conference | November 2025 Dear BioBrillouin team, we are interested in exhibiting and participating in the 8th International BioBrillouin Conference in Berlin. Can you please send me some information about sponsoring packages? Best regards, Alexander Jelzow Dr. Alexander Jelzow Sales Manager Biophotonics, Europe Phone +49 89 85837 4290 Mobile +49 152 0205 1132 Alexander.Jelzow(a)toptica.com www.toptica.com TOPTICA Photonics AG Lochhamer Schlag 19 82166 Graefelfing / Munich Germany TOPTICA Photonics AG, Registered Office: 82166 Graefelfing, Germany Company Register: Amtsgericht München, HRB 137368 Executive Board: Dr. Wilhelm Kaenders, Dr. Thomas Renner, Dr. Mathias Schindler, Fabian Uhl Chairman of the Supervisory Board: Dr. Dieter Schenk _______________________________________________ Soc25 mailing list -- soc25(a)biobrillouin.org To unsubscribe send an email to soc25-leave(a)biobrillouin.org

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8th International BioBrillouin Conference | November 2025
by Francesco Bacchi June 30, 2025

June 30, 2025

Dear organizers, this is Francesco Bacchi from CrestOptics. We've been invited by Robert Prevedel to join the 8th International BioBrillouin Conference in November 2025 in Berlin. We are happy to evaluate the purchase of 1x ticket fee to attend the event, without any particular sponsorship option at the moment. Could you please send me a quotation for a single ticket pass ? Best regards, Francesco Francesco Bacchi Business Development Manager EMEA Phone +39 334 702 4685 Website <http://www.crestoptics.com/> www.crestoptics.com Address Via di Torre Rossa 66, 00165 Rome, Italy <https://crestoptics.com/> CONFIDENTIALITY AND PRIVACY NOTICE: The information in this email is confidential and protected by civil and criminal law. Unauthorized storing thereof is unlawful. Please, notify the sender of any misdelivered email and therefore destroy it.

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Friday meeting update...
by Kareem Elsayad June 30, 2025

June 30, 2025

Hi All, Quick summary of Fri meeting and outcomes/to-do’s/info... We decided good idea to at least schedule meeting every week for 2pm on Fri. It is clear that not everybody will make every meeting but atleast then we catch some people some of the time (rather than all people all of the time). So next meeting is next Fri at 2pm Central European Time, same Zoom link as always. Sponsors: You can start contacting sponsors, using the info (pdf flyer) that Stephanie sent. The sponsors that different persons contact are listed in the online document. I threw together a generic template you can use, but modify as you see fit for specific sponsor. Feel free ofcourse to contact any other sponsors you see fit, and add to the online document. Also consider non-conventional sponsors. From my last China trip I may be able to coax Light: Science & Applications to throw in something, will see what they say. Invited speakers: It was correctly pointed out that if we would go with all the proposed invited speakers we would completely fill or over-fill schedule and not have space for contributed talks. For a “normal” conference contributed talks constitute at least 50% of submissions, and we thus might want to cut down. The dilemma was also brought up that some PI’s may not attend unless they are invited (for whatever reason), and as such if we want their attendance, we should invite them (even if we cover no costs). For now it was decided that only the underlined “keynote” speakers will be invited, by the persons listed in the online document – and they can go ahead and invite/probe interest now. Based on before last meeting it should be somehow made clear to them that their costs (in the form of a stipend) will only be covered if really necessary. How this is phrased is more delicate topic and a couple of suggestions were proposed. The most logical phrasing I believe goes along the lines of “ due to limited financial resources and the short notice relocation limiting our ability to acquire more comprehensive sponsoring for this event, we request that keynote speakers also cover their own travel and accommodation costs. If this proves to be a limiting issue, please let us know and we can look into the potential of providing a travel stipend for a limited number of cases where it is most needed.” I provide a generic template below for this also but modify as you see fit. To add a quick personal opinion: I am of opinion we should invite more than these keynote (for the reason outlined above – many will not come unless invited, especially if they are in periphery fields and/or geographically far away). In the end we can surely manage to fit also contributed into schedule (even if we have more posters &/or make schedule tighter), but I think important is to guarantee all senior persons of interest/relevance are there to make meeting most productive (I am all for promoting young talent, but Solvay Conference probably wasn’t 50% contributed talks – of course not that this is intended comparison😊). Also, I see this as a convenient emergency measure to assure significant attendance on short notice (and anticipated drop in US participation). Once registration closes if numbers are low it will be too late for action. But for now, I guess let us get the keynotes down, and can always potentially add (although should do sooner rather than later given peoples schedules). Just some thoughts, can maybe discuss in next meeting. All the best, Kareem Example text for sponsors… Dear XXX, I am writing regarding the possibility of XXX sponsoring the 9th International BioBrillouin Conference, which will take place in Berlin, at the conference venue of the Max Planck Society (Harnack House) on the 25-27 November 2025. This event serves as a venue where experts and leading scientists from around the world working on Brillouin Light Scattering Spectroscopy for biological and biomedical applications meet once a year to share their latest advances, findings and innovations in the field. In additions to 2 full days of keynote, invited and contributed talks it will feature poster session and various social activities. We would like to invite you to support this emerging field by partnering with us as a sponsor. The organizing committee has put together three sponsorship packages listed in the attached PDF. If any of these would be of interest, please let me know as soon as possible. I would be happy to answer any further questions regarding details about these packages or the conference in general. All the best, XXX On behalf of the Scientific Organizing Committee: Jochen Guck (Max Planck Institute for the Science of Light & Max-Planck-Zentrum für Physik und Medizin, Germany) Kareem Elsayad (Medical University of Vienna, Austria) Robert Prevedel (European Molecular Biology Laboratory - EMBL, Germany) Francesca Palombo (Exeter University, United Kingdom) Stephanie Möllmert (Max Planck Institute for the Science of Light, Germany) Michael Monaghan (Trinity College Dublin, Ireland) Thorsten Hamann (Norwegian University of Science and Technology, Norway) PS. The event was originally planned to take place in Boston, USA, yet due to the current political climate has been moved to Europe on relatively short notice. The expected number of attendees from academia are between 50-100 and span all continents (except Antarctica). Example template for keynote speaker invite… Dear XXX, On behalf of the Scientific Organizing Committee, I would like to invite you to give a Keynote talk at the upcoming 9th International BioBrillouin Conference, which will take place in Berlin, at the conference venue of the Max Planck Society (Harnack House) on the 25-27 November 2025. This event serves as a venue where experts and leading scientists from around the world working on Brillouin Light Scattering Spectroscopy for biological and biomedical applications meet once a year to share their latest advances, findings and innovations in the field. In additions to 2 full days of keynote, invited and contributed talks it will feature poster session and various social activities. (relevant for people not working on BLS, edit as needed) As part of our efforts to explore the potential applications and interpretation of Brillouin Light Scattering Spectroscopy measured parameters in light of biological processes, we are interested in hearing about your work on XXX Due to limited financial resources and the short notice relocation limiting our ability to acquire more comprehensive sponsoring for this event (it was initially meant to happen in Harvard), we request that keynote speakers cover their own travel and accommodation costs. If this proves to be a limiting issue, please let us know and we can look into the potential of providing a travel stipend for cases most needed, albeit subject to availability. We would very much look forward to meeting you in Berlin, and please let me know at your earliest convenience (and latest by July 14th) if you will be able to attend to deliver a Keynote talk. All the best, XXX On behalf of the Scientific Organizing Committee: Jochen Guck (Max Planck Institute for the Science of Light & Max-Planck-Zentrum für Physik und Medizin, Germany) Kareem Elsayad (Medical University of Vienna, Austria) Robert Prevedel (European Molecular Biology Laboratory - EMBL, Germany) Francesca Palombo (Exeter University, United Kingdom) Stephanie Möllmert (Max Planck Institute for the Science of Light, Germany) Michael Monaghan (Trinity College Dublin, Ireland) Thorsten Hamann (Norwegian University of Science and Technology, Norway)

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BioBrillouin 25 planning
by Kareem Elsayad June 27, 2025

June 27, 2025

Dear All, Apologies for slow follow up on last Friday’s SOC meeting. Here it is. Below I outline the conclusions and elaborations on these for those who couldn’t attend and also those who could. The meeting was recorded and is available here: https://drive.google.com/file/d/1ixwn16knK2wGBK12VqYOM_aHRUCo0vuT/view?usp=… , but I will try summarize all points below (so you do not have to listen to >hour of us brainstorming, and there are some extra points). The next SOC meeting is planned this Friday 27th June at 13:00 (CET). Hope many of you can make. For this the same Zoom link can be used (reminder with link will be sent out in due course). Time-line: We came up with a timeline as follows… Invited speakers to be confirmed by latest July 20th. Abstract Submission: 1st August. Abstract Submission closes: 1st October. Registration Opens (payment): 1st August (possibly later?). Meeting: 25-27th November. Sponsorship. Both Thorsten and Michael shared the sponsorship packages they offered in last two meetings. These are essentially the same. My proposal was that we could increase these amounts a little (to account for things getting more expensive). In particular raise Platinum sponsorship to 4k and other packages accordingly (3k and 2k). Also offer platinum sponsors a 25min speaking slot (how exactly we allocate this in regard to start/end of session or separate session can decide during scheduling). I received no arguments against this (which was also proposed in last email), so assume all are ok with and can go ahead with. The other aspects offered can all be kept. I paste these below. Stephanie agreed to make pdf flyer that these are place into (akin to what Michael and Thorstens team did for their meetings) that can be sent to potential sponsors we are not in direct contact with already and are not familiar with meeting and that explains also the meeting concept a bit (Stephanie: you can just use these texts at end of email, and share to all when ready). I would propose that we each already contact sponsors ASAP using this info. The word doc that Robert created (henceforth referred to as “the document”), which we have been using as template for meeting planning, should be used to keep track of who contacted who and their replies. If you think of other potential sponsors you can contact, please just add to this document along with your name and their reply when you receive. What should also ideally be included in pdf for sponsors and when contacting them otherwise are dates/times of exhibitions and as much else of schedule as reasonable at this point. (I attach the flyer Thorsten sent for last year – maybe Stephanie this can provide some inspiration) Invited Speakers. The categories/fields of invited speakers in regard to areas of expertise, were narrowed down to three fields: Brillouin Physics & Tech Dev, Applications, and Tangential fields. Several names were added and removed from the document upon discussion, trying to keep in mind gender balance/diversity, ranges of expertise, etc.. but ultimately how much they could contribute to the meeting. It was agreed that we would invite a lot of speakers (to maximize attendance) but clearly state in invitation that either cannot reimburse them or can only do so if really needed for their attendance (making also clear that there are a limited number of stipends). I am personally not a big fan of inviting people and not paying for them (my instinct has always been that when we invite people we pay for everything), but this is the obvious trend also with prestigious/legitimate conferences (to give e.g. a keynote at SPIE you still have to pay their ~1.5k registration even if you literally flew in and out for that talk). I would hope most people are honest here and it will not be an issue to cover travel on their own expense. From experience a lot of established PI’s will only attend if they are invited (even if nothing is covered) – so inviting a lot of people we would like to attend amounts to nothing more than guaranteeing them a talk (like inviting people to a house party and guaranteeing them a drink). For them it might help justify travel or I don’t know maybe give them CV points if they still need and are counting. So logistically it can only help increase attendance and getting people we want there (not unlike asking people we know are working in field and are simply curious/interested in knowing what they have been up to). In other words, I see it as tool for getting everyone who is important in field there and making people outside field aware that everyone who is important in field will be there. It was agreed that a stipend of 500 EUR for European and 1000 EUR for overseas makes sense, with the offer to also reimburse university or otherwise issued invoices up to this amount (to save potential tax reporting headaches for some). The number of stipends we offer does not need to be disclosed, and will depend on amount we gain from sponsors. We selected a couple of persons to be listed as “Keynote” speakers (underlined in the document). The purpose of having some keynote is largely for advertising purposes (so should have ideally some name recognition). The keynotes should also cover range of topics (i.e. not have comparable research areas), take into account gender equality and having (for the most part) not given keynotes in previous meetings. There is no distinction in funding for keynotes and invited (both should if they can cover their costs, and if they can’t we can potentially offer a stipend). Have not selected members of SOC for Keynote as would be bad form (reminiscent of scam conferences). Abstract Submision. I proposed in previous email a system where people email filled in abstract template to a created/dedicated email address (e.g. abstracts-2025(a)biobrillouin.org) This I believe is the quickest to implement and turn over. I attach such an example template. If someone is willing to dedicate time to setup an online submission system on the BioBrillouin website, by all means we can do this (Michael?) However, in this case should test first and ideally have some online folder where abstracts are collected. Registration. This can for simplicity be a separate thing from abstract submission. While abstract submission needs to end with enough time to plan schedule, registration can in principle run longer. Also, I imagine some people will not want to register until they know that their talk has been accepted. For payment ideally two options should exist: (1) an instant online payment system– ideal here would be Visa/Mastercard/American Express. I can’t remember who, but someone once mentioned it was quite easy to setup something like “Slide” or similar on website. Paypal would also be option but credit card payment more universal. (2) Offer persons to pay per invoice and bank transfer. While (1) is not absolutely essential it would be nice. (2) should be offered in any case as some institutions need. I am working on setting up bank account we can use and will report on in next meeting. Michael or anybody else: could you help look into (1) and help set up? Robert: would it be possible if you or someone you delegate could take care of issuing these invoices? Ok, apologies for long email. Think we are on track. Please give feedback on comments and let’s catch up on Friday hopefully. The most timely things are confirming invited speakers and getting sponsors for now. Once we have this all else should fall into place. All the best, Kareem Proposed Sponsorship / Exhibition packages: Platinum: €4000 25 minute presentation in Technology Development session. 1 large exhibition desk, 4 chairs, 4 registrations, 4 networking dinner tickets included, company logo and full-page feature (narrative) in conference program, company logo on the website and program, recognition as a platinum sponsor at opening and closing sessions, acknowledgement as prize sponsors, named sponsor of one session, electronic delegate list supplied post congress. Gold: €3000 1 large exhibition desk, 4 chairs, 2 registrations, 2 networking dinner tickets included, company logo, half page feature (narrative) in conference program, company logo on the website and program, named sponsor of one session, electronic delegate list supplied post congress. Silver: €2000 1 standard exhibition desk, 2 chairs, 2 registrations, 1 networking dinner ticket included, company logo on the website and program, electronic delegate list supplied post congress. Bronze: €1000 Listed as meeting sponsor on website and in program, electronic delegate list supplied post congress.

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Re: [EXTERN] Re: BioBrillouin 25 planning - update sponsorship flyer
by Kareem Elsayad June 27, 2025

June 27, 2025

Dear Jochen, No problem. To me contract looks fine, but will see if others present at today’s meeting in a bit also see no fault. Re-standard text/template for inviting speakers: Yes, will discuss today and send out shortly thereafter. All the best & talk soon, Kareem From: "Guck, Jochen via Soc25" <soc25(a)biobrillouin.org> Reply to: "Guck, Jochen" <jochen.guck(a)mpl.mpg.de> Date: Friday, 27. June 2025 at 09:14 To: "soc25(a)biobrillouin.org" <soc25(a)biobrillouin.org> Subject: [Soc25] Re: [EXTERN] Re: BioBrillouin 25 planning - update sponsorship flyer Dear all, I will not be able to join the meeting today because of some private matter that came up. I will start contacting the sponsors with my name associated with it in the document using Stephanie’s flyer. I agree that it would be good to work with some standard invitation text, but could then split the task of contacting speakers depending on who knows whom well (especially to get the funding question across easily). I also attach the current contract for the venue and the event. Please have a look and let me know if you see any problems with me signing it. Are there obvious mistakes? Anything important omitted? The number of participants (and the final price accordingly) will be adjusted just before the meeting, once we have numbers. Best wishes, Jochen — Prof. Dr. Jochen Guck Director, Max Planck Institute for the Science of Light & Max-Planck-Zentrum für Physik und Medizin Staudtstr. 2 91058 Erlangen, Germany Phone (MPL): +49 (0)9131 7133500 Phone (MPZPM): +49 (0)9131 8284500 Email: jochen.guck(a)mpl.mpg.de Homepage: www.gucklab.com Twitter/X: @GuckLab On 26. Jun 2025, at 00:01, Kareem Elsayad via Soc25 <soc25(a)biobrillouin.org> wrote: Thanks Stephanie! @All, I guess we can all go ahead contacting sponsors now using this (or info contained therein)… From my side I will start doing so tomorrow. Good would be to enter in online document if you contacted someone (so that we don’t contact same people more than once). Regarding sending out invitations for speakers – I am not sure if best if they are all sent from one email address or we split up tasks? Am happy to step in as needed here. I entered some ideas in online doc on how could split up potentially. If different people send invites should agree on invitation text and how it is phrased (regarding reimbursements in particular). Also should agree on whether invited/keynote speakers pay registration. Given we have so many, I think it makes sense that they do (kind of have to). Could maybe wave though for keynote. Let’s discuss this on Friday. All the best, Kareem From: Stephanie Möllmert via Soc25 <soc25(a)biobrillouin.org> Reply to: Stephanie Möllmert <stephanie.moellmert(a)mpl.mpg.de> Date: Tuesday, 24. June 2025 at 22:54 To: <soc25(a)biobrillouin.org> Subject: [EXTERN] [Soc25] Re: BioBrillouin 25 planning - update sponsorship flyer Dear all, Many thanks to those who provided feedback and suggestions. Based on your comments, I’ve made a few updates to the sponsorship flyer: The year has been corrected to reflect that this is the 9th BioBrillouin Conference. The Gold sponsorship package no longer includes the "named sponsor of one session" benefit, to avoid potential conflicts if the number of sponsors exceeds the available sessions. Please feel free to let me know if you have any further comments or suggested adjustments. Best wishes, Stephanie On 24.06.25 18:52, Stephanie Möllmert wrote: Dear all, The sponsorship flyer is now finalized and ready to be circulated. I’ve reviewed it carefully, but if you happen to spot any remaining typos or factual errors, please let me know and I’ll correct them promptly. Best regards, Stephanie On 24.06.25 01:22, Kareem Elsayad via Soc25 wrote: Dear All, Apologies for slow follow up on last Friday’s SOC meeting. Here it is. Below I outline the conclusions and elaborations on these for those who couldn’t attend and also those who could. The meeting was recorded and is available here: https://drive.google.com/file/d/1ixwn16knK2wGBK12VqYOM_aHRUCo0vuT/view?usp=… , but I will try summarize all points below (so you do not have to listen to >hour of us brainstorming, and there are some extra points). The next SOC meeting is planned this Friday 27th June at 13:00 (CET). Hope many of you can make. For this the same Zoom link can be used (reminder with link will be sent out in due course). Time-line: We came up with a timeline as follows… Invited speakers to be confirmed by latest July 20th. Abstract Submission: 1st August. Abstract Submission closes: 1st October. Registration Opens (payment): 1st August (possibly later?). Meeting: 25-27th November. Sponsorship. Both Thorsten and Michael shared the sponsorship packages they offered in last two meetings. These are essentially the same. My proposal was that we could increase these amounts a little (to account for things getting more expensive). In particular raise Platinum sponsorship to 4k and other packages accordingly (3k and 2k). Also offer platinum sponsors a 25min speaking slot (how exactly we allocate this in regard to start/end of session or separate session can decide during scheduling). I received no arguments against this (which was also proposed in last email), so assume all are ok with and can go ahead with. The other aspects offered can all be kept. I paste these below. Stephanie agreed to make pdf flyer that these are place into (akin to what Michael and Thorstens team did for their meetings) that can be sent to potential sponsors we are not in direct contact with already and are not familiar with meeting and that explains also the meeting concept a bit (Stephanie: you can just use these texts at end of email, and share to all when ready). I would propose that we each already contact sponsors ASAP using this info. The word doc that Robert created (henceforth referred to as “the document”), which we have been using as template for meeting planning, should be used to keep track of who contacted who and their replies. If you think of other potential sponsors you can contact, please just add to this document along with your name and their reply when you receive. What should also ideally be included in pdf for sponsors and when contacting them otherwise are dates/times of exhibitions and as much else of schedule as reasonable at this point. (I attach the flyer Thorsten sent for last year – maybe Stephanie this can provide some inspiration) Invited Speakers. The categories/fields of invited speakers in regard to areas of expertise, were narrowed down to three fields: Brillouin Physics & Tech Dev, Applications, and Tangential fields. Several names were added and removed from the document upon discussion, trying to keep in mind gender balance/diversity, ranges of expertise, etc.. but ultimately how much they could contribute to the meeting. It was agreed that we would invite a lot of speakers (to maximize attendance) but clearly state in invitation that either cannot reimburse them or can only do so if really needed for their attendance (making also clear that there are a limited number of stipends). I am personally not a big fan of inviting people and not paying for them (my instinct has always been that when we invite people we pay for everything), but this is the obvious trend also with prestigious/legitimate conferences (to give e.g. a keynote at SPIE you still have to pay their ~1.5k registration even if you literally flew in and out for that talk). I would hope most people are honest here and it will not be an issue to cover travel on their own expense. From experience a lot of established PI’s will only attend if they are invited (even if nothing is covered) – so inviting a lot of people we would like to attend amounts to nothing more than guaranteeing them a talk (like inviting people to a house party and guaranteeing them a drink). For them it might help justify travel or I don’t know maybe give them CV points if they still need and are counting. So logistically it can only help increase attendance and getting people we want there (not unlike asking people we know are working in field and are simply curious/interested in knowing what they have been up to). In other words, I see it as tool for getting everyone who is important in field there and making people outside field aware that everyone who is important in field will be there. It was agreed that a stipend of 500 EUR for European and 1000 EUR for overseas makes sense, with the offer to also reimburse university or otherwise issued invoices up to this amount (to save potential tax reporting headaches for some). The number of stipends we offer does not need to be disclosed, and will depend on amount we gain from sponsors. We selected a couple of persons to be listed as “Keynote” speakers (underlined in the document). The purpose of having some keynote is largely for advertising purposes (so should have ideally some name recognition). The keynotes should also cover range of topics (i.e. not have comparable research areas), take into account gender equality and having (for the most part) not given keynotes in previous meetings. There is no distinction in funding for keynotes and invited (both should if they can cover their costs, and if they can’t we can potentially offer a stipend). Have not selected members of SOC for Keynote as would be bad form (reminiscent of scam conferences). Abstract Submision. I proposed in previous email a system where people email filled in abstract template to a created/dedicated email address (e.g. abstracts-2025(a)biobrillouin.org) This I believe is the quickest to implement and turn over. I attach such an example template. If someone is willing to dedicate time to setup an online submission system on the BioBrillouin website, by all means we can do this (Michael?) However, in this case should test first and ideally have some online folder where abstracts are collected. Registration. This can for simplicity be a separate thing from abstract submission. While abstract submission needs to end with enough time to plan schedule, registration can in principle run longer. Also, I imagine some people will not want to register until they know that their talk has been accepted. For payment ideally two options should exist: (1) an instant online payment system– ideal here would be Visa/Mastercard/American Express. I can’t remember who, but someone once mentioned it was quite easy to setup something like “Slide” or similar on website. Paypal would also be option but credit card payment more universal. (2) Offer persons to pay per invoice and bank transfer. While (1) is not absolutely essential it would be nice. (2) should be offered in any case as some institutions need. I am working on setting up bank account we can use and will report on in next meeting. Michael or anybody else: could you help look into (1) and help set up? Robert: would it be possible if you or someone you delegate could take care of issuing these invoices? Ok, apologies for long email. Think we are on track. Please give feedback on comments and let’s catch up on Friday hopefully. The most timely things are confirming invited speakers and getting sponsors for now. Once we have this all else should fall into place. All the best, Kareem Proposed Sponsorship / Exhibition packages: Platinum: €4000 25 minute presentation in Technology Development session. 1 large exhibition desk, 4 chairs, 4 registrations, 4 networking dinner tickets included, company logo and full-page feature (narrative) in conference program, company logo on the website and program, recognition as a platinum sponsor at opening and closing sessions, acknowledgement as prize sponsors, named sponsor of one session, electronic delegate list supplied post congress. Gold: €3000 1 large exhibition desk, 4 chairs, 2 registrations, 2 networking dinner tickets included, company logo, half page feature (narrative) in conference program, company logo on the website and program, named sponsor of one session, electronic delegate list supplied post congress. Silver: €2000 1 standard exhibition desk, 2 chairs, 2 registrations, 1 networking dinner ticket included, company logo on the website and program, electronic delegate list supplied post congress. Bronze: €1000 Listed as meeting sponsor on website and in program, electronic delegate list supplied post congress. _______________________________________________ Soc25 mailing list -- soc25(a)biobrillouin.org To unsubscribe send an email to soc25-leave(a)biobrillouin.org -- Dr. Stephanie Möllmert Research Group Leader Max-Planck-Zentrum für Physik und Medizin Cell Physics Division Kussmaulallee 2 91054 Erlangen Germany Max Planck Institute for the Science of Light Cell Physics Division Staudtstr. 2 91058 Erlangen Germany Phone: +49 (0) 9131 8284530 Email: stephanie.moellmert(a)mpl.mpg.de Homepage: www.gucklab.com -- Dr. Stephanie Möllmert Research Group Leader Max-Planck-Zentrum für Physik und Medizin Cell Physics Division Kussmaulallee 2 91054 Erlangen Germany Max Planck Institute for the Science of Light Cell Physics Division Staudtstr. 2 91058 Erlangen Germany Phone: +49 (0) 9131 8284530 Email: stephanie.moellmert(a)mpl.mpg.de Homepage: www.gucklab.com _______________________________________________ Soc25 mailing list -- soc25(a)biobrillouin.org To unsubscribe send an email to soc25-leave(a)biobrillouin.org _______________________________________________ Soc25 mailing list -- soc25(a)biobrillouin.org To unsubscribe send an email to soc25-leave(a)biobrillouin.org _______________________________________________ Soc25 mailing list -- soc25(a)biobrillouin.org To unsubscribe send an email to soc25-leave(a)biobrillouin.org

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Re: [EXTERN] RE: Last meeting and to do stuff
by Kareem Elsayad June 26, 2025

June 26, 2025

Thanks Michael, Sure, no worries – will keep you posted. Best, Kareem From: Michael Monaghan <MONAGHMI(a)tcd.ie> Date: Thursday, 19. June 2025 at 11:29 To: Kareem Elsayad <kareem.elsayad(a)meduniwien.ac.at>, Kareem Elsayad via Soc25 <soc25(a)biobrillouin.org> Subject: [EXTERN] RE: Last meeting and to do stuff Hi Kareem Sorry I missed last weeks meeting. I will watch the video later- thanks for sharing. Unfortunately I cannot make it tomorrow but please assign tasks for me. Attached is the sponsorship package I used as requested. Please let me know what else you need. Best Michael From: Kareem Elsayad via Soc25 <soc25(a)biobrillouin.org> Sent: Sunday 15 June 2025 02:44 To: Kareem Elsayad via Soc25 <soc25(a)biobrillouin.org> Subject: [Soc25] Last meeting and to do stuff [External Email] This email originated outside of Trinity College Dublin. Do not click links or open attachments unless you recognise the sender and know the content is safe. Dear All, As a follow up to our meeting on Fri which several of you attended. You will receive an email to watch a recording of the meeting (if you so wish). Note the recording was started a few minutes in. I will summarize key points (also discussed before recording started) below. I will number points for ease of reply 1. @Thorsten & Michael. Would you mind sharing the sponsorship packages you offered last year and the year before (I think you both had some standard templates with “platinum”, “gold” and “silver” options) together with who accepted which? Using these as templates we can then throw together a “standard” to invite sponsors for this meeting. Also, if you could share any specific timelines you had in regard to planning/execution activities. We assembled a list of potential sponsors with persons who will contact in online doc (so we don’t contact same twice). If you have more ideas please add to list. 2. We addressed the issue of the exact involvement of Cellsense. It was agreed that they would be approached as regular sponsors and advertised as such (according to their sponsorship package). The idea of them contributing by offering social activities (such as a conference dinner downtown or other events) was proposed and well accepted. To this end a special package may need to be constructed and agreed upon, with any additional money in excess of the e.g. dinner going towards central/other organizing costs. One option, to avoid extra paperwork, could be proposing/agreeing with them to send invoices in the amount totaling their sponsorship package their way. Let me know your thoughts. 3. It was agreed at end of meeting that we should have the next meeting on 20/6/25 at 2pm (European Standard Time). Same Zoom link. Hope those not able to make last meeting can make this one. 4. We went through invited speaker ideas and added quite a few across the board on the document Robert created. Please add suggestions here also. Open questions are (a) how many we invite? (b) how much we reimburse (stipend? Hotel? Travel?). I think it goes without saying invited speakers should not pay registration. 5. Timeline: It was suggested/agreed we will try within reason to follow a similar planning timeline as in previous year(s). However, I believe we are a little on the late side (as we have not even opened abstract submission yet). I think it is important to move fast regarding initial phases, namely, relaying key dates/deadlines and conference general info not yet decided (registration costs), opening abstract submission, inviting sponsors, and broad publicity. I would proposed timeline (which can be amended based on feedback from Michael/Thorsten for planning in previous year(s)) as follows: 21/6/25 Updated webpage advertising conference on Biobrillouin page to (1) Look pretty with pretty pictures and description of even (what it is about etc.) (2) include all relevant deadlines including abstract submission deadlines and prospective registration opening (3) Abstract submission (could be as described below via simple emailing in a form available for download on this page) – but open to other solutions if someone can do. 20/6/25 Agree on sponsorship template and start sending out to potential sponsors. @Michael/ Thorsten could you send me last and before last years before 20th and I will amend as needed and can finalize on meeting on 20th. 20/6/25 Agree on registration Fee (and post on website). If we expect 50 people. A registration fee of 450 EUR would bring in only 22.5k EUR. Going much above this price will I fear reduce attendance. The costs for the venue and daytime meals amounts to about 18.4k netto (that is 22k after taxes) according to quote Jochen obtained. This makes things very tight, with little leg room. Sponsorships will be essential. The invited speakers will all need to essentially be paid from sponsorships (noting also that their registration is waivered). So 5 invited speakers require 5k sponsorship (if we go with 500 EUR stipend) etc. Assuming that Cellsense will sponsor dinner (with likely negligible left after), this all needs to come from other sponsors. I think with enough work we can bring in 10k in sponsor money, so we are talking up to max. 10 invited (more if we don’t offer stipend), but better to go on conservative side. This is all ok, but we are dealing with a very tight budget. Let me know your comments on these rough calculations and suggestions for amendments. 20/7/25 Registration opens 1/9/25 Soft closing of abstract submissions (with possible few day extension) 15/9/25 Notification of abstract acceptance. 6. Abstract submission. Now the quickest way to have people submit abstracts is to request that they download a word template that includes a couple of boxes/fields to tick/enter metadata in and insert title/abstract/authors/affiliations, and have them email it to a given address (could create one such as abstracts-biobrillouin25(a)biobrillouin.org ). Now this sounds like it will be a lot of sorting afterwards, but from experience it is not more work than if you would have people upload somewhere. Could even have automatic reply when people send mail saying thank you for submission etc., so they know it was received. This is very quick to implement – can open submissions next week literally. The alternative is the more usual filling in of an online form and uploading or copy-pasting abstract. With this new “Kirby” website software we now have I am not too familiar how to flawlessly create such an online submission system that then collates all the abstracts and metadata. Michael/Thorsten, would you maybe have some knowhow here and be able to help set up? (I don’t believe you did via Biobrillouin website last year). The ones from years before seemed to have different hosting platform (which I knew how to work with better). Else I might suggest the mailing in abstracts solution, since it is also less error prone. If anyone else has other solutions to this end please propose. 7. Registration This is distinct from abstract submissions and can be open later on (as people might also not want to register until they know their abstract is accepted). For this we definitely need some online form. Payment I think should be either via invoice or visa/mastercard if possible. For how and what we implement would be good to also get opinions from Michael/Thorsten? Maybe could bring in Kristie to help here also. I can also look into what is possible with website, and sure we can figure a way. Please post your opinions. So there is a lot of work ahead, and hope we can all catch up on 20/6 2pm. But in terms of splitting up the different tasks. I would propose the following. This needs to be a concerted effort given short time frame, and to make happen we all need to step up to the plate a bit. Regarding specific tasks for all of us: Stephanie & Robert: Could you help make realistic cost estimates for different scenarios. Thorsten: Could you provide info on last sponsor template and sponsor info Michael: Could you help make the webpage for registration/landing page cool with pics and all the required info when provided (I will send some proposals for text in next days) Francesca: Could you work on really pushing and already informally approaching sponsors By next Fri it would be good to have some of these thing ready to go/implement so can move to next stage, which should be more easy sailing. In particular I hope then we can have something to send out to invited speakers that we then agree on, official templates for sponsors, and agree on all the dates. All the best, Kareem

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Re: [EXTERN] Re: SOC25 Meeting
by Kareem Elsayad June 20, 2025

June 20, 2025

Dear Jochen, Dear All, Yes, indeed – tomorrow @2pm sounds good – should do as soon as possible I agree. Can record meeting and send out after so that those that can’t make can catch up. Here is link we can use then.. https://us02web.zoom.us/j/5191046969?pwd=alpzaldoZEd3N2ZEQ0hYZU1RR1dOdz09 Meeting ID: 519 104 6969 Passcode: jY3zH8 All the best & talk then! Kareem From: "Guck, Jochen" <jochen.guck(a)mpl.mpg.de> Date: Thursday, 12. June 2025 at 07:52 To: Kareem Elsayad <kareem.elsayad(a)meduniwien.ac.at> Cc: "soc25(a)biobrillouin.org" <soc25(a)biobrillouin.org> Subject: [EXTERN] Re: [Soc25] SOC25 Meeting Dear all, Sorry for voting so late. It seems that 5 out of 7 people have now cast their votes - including me. The best options seem to be tomorrow afternoon (at 14h or at 16h). Next week seems worse. Maybe the two who have not participated yet could indicate whether these times work for them, so that we get this started? Best wishes, Jochen — Prof. Dr. Jochen Guck Director, Max Planck Institute for the Science of Light & Max-Planck-Zentrum für Physik und Medizin Staudtstr. 2 91058 Erlangen, Germany Phone (MPL): +49 (0)9131 7133500 Phone (MPZPM): +49 (0)9131 8284500 Email: jochen.guck(a)mpl.mpg.de Homepage: www.gucklab.com Twitter/X: @GuckLab On 6. Jun 2025, at 20:19, Kareem Elsayad via Soc25 <soc25(a)biobrillouin.org> wrote: Dear Scientific Organizing Committee of BioBrillouin 2025, Thanks for being part of this rapid response effort.. we have quite a task before us. To get started I would like to propose a first Zoom meeting ASAP to iron out some basic aspects regarding finances, invited speakers, and sponsors. Please fill out the following the doodle poll at your earliest convenience (ideally by start of coming week – the first possible dates start coming Monday): https://doodle.com/group-poll/participate/boXoZ0kd Have a nice weekend & talk soon! Kareem PS. I created this mailing list SOC25(a)biobrillouin.org, we can all post to to reach each other easily. On the mailing list are: Jochen Guck (MPI Erlangen), Stephanie Möllmert (MPI Erlangen), Robert Prevedel (EMBL, Heidelberg), Francesca Palombo (Exeter University), Michael Monaghan (Trinity College, Dublin), Thorsten Hamann (Trondheim University), and myself. _______________________________________________ Soc25 mailing list -- soc25(a)biobrillouin.org To unsubscribe send an email to soc25-leave(a)biobrillouin.org

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Last meeting and to do stuff
by Kareem Elsayad June 19, 2025

June 19, 2025

Dear All, As a follow up to our meeting on Fri which several of you attended. You will receive an email to watch a recording of the meeting (if you so wish). Note the recording was started a few minutes in. I will summarize key points (also discussed before recording started) below. I will number points for ease of reply 1. @Thorsten & Michael. Would you mind sharing the sponsorship packages you offered last year and the year before (I think you both had some standard templates with “platinum”, “gold” and “silver” options) together with who accepted which? Using these as templates we can then throw together a “standard” to invite sponsors for this meeting. Also, if you could share any specific timelines you had in regard to planning/execution activities. We assembled a list of potential sponsors with persons who will contact in online doc (so we don’t contact same twice). If you have more ideas please add to list. 2. We addressed the issue of the exact involvement of Cellsense. It was agreed that they would be approached as regular sponsors and advertised as such (according to their sponsorship package). The idea of them contributing by offering social activities (such as a conference dinner downtown or other events) was proposed and well accepted. To this end a special package may need to be constructed and agreed upon, with any additional money in excess of the e.g. dinner going towards central/other organizing costs. One option, to avoid extra paperwork, could be proposing/agreeing with them to send invoices in the amount totaling their sponsorship package their way. Let me know your thoughts. 3. It was agreed at end of meeting that we should have the next meeting on 20/6/25 at 2pm (European Standard Time). Same Zoom link. Hope those not able to make last meeting can make this one. 4. We went through invited speaker ideas and added quite a few across the board on the document Robert created. Please add suggestions here also. Open questions are (a) how many we invite? (b) how much we reimburse (stipend? Hotel? Travel?). I think it goes without saying invited speakers should not pay registration. 5. Timeline: It was suggested/agreed we will try within reason to follow a similar planning timeline as in previous year(s). However, I believe we are a little on the late side (as we have not even opened abstract submission yet). I think it is important to move fast regarding initial phases, namely, relaying key dates/deadlines and conference general info not yet decided (registration costs), opening abstract submission, inviting sponsors, and broad publicity. I would proposed timeline (which can be amended based on feedback from Michael/Thorsten for planning in previous year(s)) as follows: 21/6/25 Updated webpage advertising conference on Biobrillouin page to (1) Look pretty with pretty pictures and description of even (what it is about etc.) (2) include all relevant deadlines including abstract submission deadlines and prospective registration opening (3) Abstract submission (could be as described below via simple emailing in a form available for download on this page) – but open to other solutions if someone can do. 20/6/25 Agree on sponsorship template and start sending out to potential sponsors. @Michael/ Thorsten could you send me last and before last years before 20th and I will amend as needed and can finalize on meeting on 20th. 20/6/25 Agree on registration Fee (and post on website). If we expect 50 people. A registration fee of 450 EUR would bring in only 22.5k EUR. Going much above this price will I fear reduce attendance. The costs for the venue and daytime meals amounts to about 18.4k netto (that is 22k after taxes) according to quote Jochen obtained. This makes things very tight, with little leg room. Sponsorships will be essential. The invited speakers will all need to essentially be paid from sponsorships (noting also that their registration is waivered). So 5 invited speakers require 5k sponsorship (if we go with 500 EUR stipend) etc. Assuming that Cellsense will sponsor dinner (with likely negligible left after), this all needs to come from other sponsors. I think with enough work we can bring in 10k in sponsor money, so we are talking up to max. 10 invited (more if we don’t offer stipend), but better to go on conservative side. This is all ok, but we are dealing with a very tight budget. Let me know your comments on these rough calculations and suggestions for amendments. 20/7/25 Registration opens 1/9/25 Soft closing of abstract submissions (with possible few day extension) 15/9/25 Notification of abstract acceptance. 6. Abstract submission. Now the quickest way to have people submit abstracts is to request that they download a word template that includes a couple of boxes/fields to tick/enter metadata in and insert title/abstract/authors/affiliations, and have them email it to a given address (could create one such as abstracts-biobrillouin25(a)biobrillouin.org ). Now this sounds like it will be a lot of sorting afterwards, but from experience it is not more work than if you would have people upload somewhere. Could even have automatic reply when people send mail saying thank you for submission etc., so they know it was received. This is very quick to implement – can open submissions next week literally. The alternative is the more usual filling in of an online form and uploading or copy-pasting abstract. With this new “Kirby” website software we now have I am not too familiar how to flawlessly create such an online submission system that then collates all the abstracts and metadata. Michael/Thorsten, would you maybe have some knowhow here and be able to help set up? (I don’t believe you did via Biobrillouin website last year). The ones from years before seemed to have different hosting platform (which I knew how to work with better). Else I might suggest the mailing in abstracts solution, since it is also less error prone. If anyone else has other solutions to this end please propose. 7. Registration This is distinct from abstract submissions and can be open later on (as people might also not want to register until they know their abstract is accepted). For this we definitely need some online form. Payment I think should be either via invoice or visa/mastercard if possible. For how and what we implement would be good to also get opinions from Michael/Thorsten? Maybe could bring in Kristie to help here also. I can also look into what is possible with website, and sure we can figure a way. Please post your opinions. So there is a lot of work ahead, and hope we can all catch up on 20/6 2pm. But in terms of splitting up the different tasks. I would propose the following. This needs to be a concerted effort given short time frame, and to make happen we all need to step up to the plate a bit. Regarding specific tasks for all of us: Stephanie & Robert: Could you help make realistic cost estimates for different scenarios. Thorsten: Could you provide info on last sponsor template and sponsor info Michael: Could you help make the webpage for registration/landing page cool with pics and all the required info when provided (I will send some proposals for text in next days) Francesca: Could you work on really pushing and already informally approaching sponsors By next Fri it would be good to have some of these thing ready to go/implement so can move to next stage, which should be more easy sailing. In particular I hope then we can have something to send out to invited speakers that we then agree on, official templates for sponsors, and agree on all the dates. All the best, Kareem

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BioBrillouin sponsorship / exhibitors?
by Lauren Percy June 18, 2025

June 18, 2025

Hello Jochen, Great to hear that BioBrillouin 2025 will be hosted in Berlin. Do you have any options for sponsorship or exhibitions for the event? We are keen to support the Brillouin community. I look forward to hearing from you. Best regards, Lauren Percy Skylark Lasers OFFICE: ADDRESS: WEB: +44 131 333 2200 Skylark Lasers Limited Ratho Park Phase One, 88 Glasgow Rd Ratho Station, Edinburgh, EH28 8PP skylarklasers.com [cid:b9a2cd62-d7dd-4fdf-a5c9-927abccecd6e]<https://exhibitors.world-of-photonics.com/exhibitor-portal/2025/list-of-exh…> Please consider the environment before printing this email. Skylark Lasers Limited is a company registered in Scotland under number SC4445554 Registered office: Suite 2, Ground Floor, Orchard Brae House, 30 Queensferry Road, Edinburgh EH4 2HS Skylark Lasers does not accept any responsibility for the content of this e-mail nor for any consequence of its use and storage. All information contained in this email and in any attachments is confidential and is designated solely for the attention and use of the intended recipient(s). If you are not an intended recipient of this email, you may not use, disclose, copy, distribute or retain this message or any part of it. If you have received this e-mail in error then please accept our apologies, notify the sender and delete all copies from your computer system.

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