Meet the EMBL Events Team: María

We are happy to announce the start of a new series where you will get to know the people who make our events possible. They are extraordinary people who work hard so you can worrilessly enjoy the events you attend at EMBL. They are the superheroes behind the show who keep everything running smoothly, but they are also people like you and me who, after a long day at work, want to put up their feet and enjoy Netflix.

So let’s get started! Meet María Bacadare – course organiser and occasional conference organiser. She is from Venezuela, always has a smile on her face and is constantly running around (seriously María, be careful!).

María Bacadare PHOTO: Carolina Cuadras/EMBL

At EMBL since:
2014 – 2017 EMBL-EBI
2017 – present EMBL Heidelberg

Number of organised events:
2014 – 2017 EMBL- EBI: 38
2017 – present: 32

Favourite place in Heidelberg:

I love to walk around the Philosophenweg as it is very relaxing and you can get a super nice view of Heidelberg from there. My favourite part is the ice cream you can get on the way down at Amami Gelato!

First thing you do before an event starts and first thing you do after it finishes:

On the first day COFFEE! Coffee keeps me going with the running up and down the building to make sure everyone is fine and has found their way to the training labs/auditorium.

Once everyone has left the building the fun part starts with the tidying up of the rooms, taking down the signage and so on to start getting ready for the next meeting… but not before walking the participants/speakers down to the bus to wave goodbye!

If you weren’t an event organiser what would you be?

I would definitely be working at a bank and spending hours on excel sheets.

What is the strangest/funniest thing that has ever happened at an event?

The fun never ends in the ATC! We’ve sometimes found ourselves running down the helices or down the hill to get participants to the bus on time. But I think the funniest thing that ever happened on one of my shifts was the time a participant thought he had locked himself in the toilet as the sensor lights went off, and we could hear him screaming for help at the registration desk. We had to calm him down and ask him to wave his arms in the air to activate the lights. He was fine and we were all laughing afterwards.

If you were a superhero what power would you like to have?

I wish I could fly so I could be home with my family more often.

Favourite recipe:

Arepas! Easy, simple and delicious and not a single Venezuelan can live without them.

Upcoming events in 2020 María is organising: 

EMBL Course: Analysis and Integration of Transcriptome and Proteome Data. 2 – 7 February 2020, EMBL Heidelberg, Germany

EMBO|EMBL Symposium: The Organism and its Environment. 1 – 4 March 2020, EMBL Heidelberg, Germany

EMBO Practical Course: Microbial Metagenomics: A 360º Approach. 20 – 27 April 2020, EMBL Heidelberg, Germany

EMBL Course: Hands-on Flow Cytometry – Learning by Doing! 25 – 29 May 2020, EMBL Heidelberg, Germany

EMBO Practical Course: Molecular Geobiology. 19 – 24 July 2020, EMBL Heidelberg, Germany

EMBL Course: Cryo-Electron Microscopy and 3D Image Processing. 23 – 31 August 2020, EMBL Heidelberg, Germany

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Cooking for EMBL Events

Head of the EMBL Canteen and Cafeteria Michael Hansen (front, in grey) with his dedicated team. PHOTO: Marietta Schupp/EMBL

Anyone who has ever set foot in the EMBL Canteen is sure to go away wanting more. It’s no coincidence that the canteen has a reputation for serving some of the best food in the Heidelberg area.

So what is their secret?

Head chef Michael Hansen’s team of 29 (23 people in the canteen and 6 in the cafeteria) work tirelessly to cater for over 800 members of staff daily and over 6000 conference and course participants annually. Besides the great dedication of his staff – which involves regular evening and weekend shifts – he places great emphasis on the quality and freshness of the groceries they use.

“We buy our meat, fruit, vegetables, bread and eggs from local suppliers. For us it is important that the groceries have the shortest route so that they are as fresh as possible when they get to us. Our furthest supplier is 90 km away. For food that is not produced in Germany, such as olive oil, we do have to order from abroad, but we do that directly with the producers without going through a distributor.”

Everything is then freshly prepared and cooked before it is served, with close attention paid to nutritional value. This is especially important for the EMBL kindergarten, which caters for over 100 children of staff.

In 2018, the EMBL Canteen cooked for 6430 course and conference participants, and for this purpose used:

  • 32 crates of salad
  • 160 kg onions/garlic (imagine how many tears must have been shed!)
  • 225 kg fish
  • 225 kg potatoes
  • 290 kg meat
  • 803 kg fruit
  • 935 kg vegan/vegetarian dishes
  • 1,607 kg vegetables
  • 1,376,020 l coffee was served

“In the EMBL spirit, the canteen team is truly international, employing people from 12 nations who, despite their differences, have one thing in common – their love for cooking!  One of the reasons I became a cook is because of food’s power to unite people. And here I see this every day. Preparing one meal requires real team work. Everybody gets together and takes one step of the process so that all is done in the most efficient way, but still has great taste.”

Here is one of the canteen’s most popular recipes, named after Thomas Graf, EMBL Alumnus (1983 – 1998) and currently Senior Scientist at the Centre for Genomics Regulation in Barcelona, Spain:

Thomas Graf potatoes

1kg potatoes

100 ml oyster sauce

1 clove of garlic (pressed)

1 tsp honey

Pinch of salt

Black pepper

1 tbsp oil

Wash the potatoes and cut them into wedges without peeling them. Add all the ingredients and mix well. Preheat the oven to 180°C, place the potatoes on a baking sheet and bake for 40 min.


PHOTO: Marietta Schupp/EMBL
PHOTO: Marietta Schupp/EMBL
PHOTO: Marietta Schupp/EMBL
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New EMBL Course and Conference postcards

We know how much our course and conference participants love the postcards at the registration desk, so we have created a new batch. These will be available from October on for you to take as a souvenir or send to your loved ones. EMBL offers a postal service on-site, so you can even send them right on that day!

A pop-art vision of yeast cells. Design by Petra Riedinger

EMBO Conference Series: Protein Synthesis and Translational Control; Graphics: Petra Riedinger · Image: Marietta Schupp
EMBO Workshop: Imaging Mouse Development; Image: Manuel Eguren/EMBL
EMBO Workshop: Integrating Systems Biology: From Networks to Mechanisms to Models; Graphics: Beata Science Art
EMBL Conference: The Human Microbiome; Graphics: Petra Riedinger
EMBO Conference: Quantitative Principles in Biology; Graphics: EMBL Design Team
EMBO | EMBL Symposium: Organoids: Modelling Organ Development and Disease in 3D Culture; Graphics: Beata Science Art
EMBO | EMBL Symposium: Systems Genetics: From Genomes to Complex Traits; Graphics: EMBO Design Team
EMBO | EMBL Symposium: The Four-Dimensional Genome; Graphics: EMBO Design Team
EMBO | EMBL Symposium: Quality Control – From Molecules to Organelles; Graphics: EMBO Design Team
EMBO Conference Series: Protein Synthesis and Translational Control; Graphics: Petra Riedinger · Image: Marietta Schupp
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14 tips for a smooth conference experience

The date of your first EMBL conference in Heidelberg is fast approaching. You are excited, have already bookmarked interesting abstracts in the conference app and are ready to make your travel arrangements. Here are 14 tips that will help you stay out of trouble and focus on the science.

1. Don’t try to book a flight to Heidelberg

Although it is one of the most popular tourist destinations in Germany, Heidelberg does not have an airport. The closest airports are Frankfurt International Airport, Stuttgart Airport and Airport Karlsruhe/Baden-Baden. More information on how to reach Heidelberg is available here.

2. Make sure you read the final logistical email (FLE) we send you

The information provided in this email is vital for your travel plans and conference schedule and will be your bible for the days you spend at the conference. It provides important attachments such as the programme, the onsite handout and the poster listing.

3. Try not to miss the shuttle bus

The EMBL campus is located on a hill outside of Heidelberg which makes it a beautiful and inspiring place to visit, away from the hustle and bustle of downtown Heidelberg. However, it also makes it more difficult to reach by public transport. Although efforts have been made to improve the public transport connection to the campus, there is still the need of conference shuttle busses that operate on a strict schedule (included in the FLE). So if you miss the shuttle bus, your only way up the hill may be by taxi. Please note that there are no UBER services in Heidelberg.

Our team has prepared an onsite handout with pictures of all bus stops so that you don’t miss the bus because you don’t know where the correct stop is. This information is provided in the FLE.

4. Get the app instead of the abstract book

When you register online, you will be asked if you would like to receive a printed copy of the abstract book. If you click yes, you will get your copy onsite, but make sure that you don’t lose it as this is the only copy you will get. Many participants diligently take notes in the abstract book during the sessions, only to go home one day realising they have lost their copy.

One way to avoid that is by using the app instead. It includes everything contained in the printed abstract book and more, and it also allows you to review the abstracts ahead of the conference and offers the option to export your notes directly to your email.

5. Share your dietary requirements

The EMBL canteen makes a special effort to cater to everyone’s needs by providing fresh food every day and appropriate substitutes for participants on vegetarian, vegan, lactose-free or gluten-free diets. In our registration system you have the option to indicate your preferences, but should you have special requirements based on food allergies or intolerances, please do not hesitate to reach out to us, so we can ensure you are well fed.

6. Send your flash talk slides well in advance

If you are presenting a flash talk, make sure to send us your slides well in advance to make sure they are looped on the screen in time. You will have only 2 minutes to present your poster in the flash talk, so you don’t want to waste any second with technical difficulties.

For some more tips on how to give a flash talk, watch this video.

7. Avoid asking for a certificate of participation during the registration

As much as we’d like to help you out, registration is not the best time to ask for a certificate of participation. These are normally sent out after the end of the event via email.

8. Hold on to your badge

Your badge is your access card to the conference venue and your coupon for the lunch and dinner buffets, so make sure you don’t lose it or leave it in your hotel room.

9. No cash policy on the EMBL Campus

If you arrive on campus outside of the conference times and you would like to get something to eat or drink, it might not be possible. EMBL has a no cash policy on its campus and the only way to purchase something from the cafeteria or canteen is via a special guest credit card. Therefore, it would be a good idea to grab something to eat on your way to the campus, especially for breakfast as we normally only have coffee available in the mornings.

10. Do not ask us for medicine

As much as we would like to help you with your headache or cold symptoms, we are not authorised to hand out any medicine. However, we have a list of pharmacies that are close to the conference venue which we are happy to share with you.

11. When you sign up for a social event, show up!

Most conference social events like dinners, lunches, parties take place in the EMBL Advanced Training Centre (ATC) and are open to all conference participants without prior registration. In the case that there are organised social events taking place outside of the conference venue such as tours or downtown dinners, these are usually restricted to a limited number of participants, and prior registration is necessary.

All the logistics are meticulously coordinated with the service providers and very often there are waiting lists for these events, so if you are unable to attend, please inform us, so that we can give your spot to someone who can.

12. Stay on the paths in the woods

The EMBL Heidelberg Campus is surrounded by a beautiful forest which offers a great opportunity for lunch-time walks or runs. However, before you set on exploring the woods, please familiarise yourself with the paths so that you easily find your way back. In the app you will find 4 different walking routes of various lengths.

13. Take down your poster on the last day

You have put in so much work in your poster that it is a shame to leave it with us. Make sure you take it down on the last day of the event as you may end up needing it for another conference.

14. Stay away from red push buttons on the emergency exit doors

Not all exit doors in the ATC Foyer may be opened. Look out for a silver button with a key on it to open the door without activating the emergency exit alarm.

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Training in numbers

For those of us who like data, end of year statistics are like the holidays all over again. It’s a few days combining the external training data from all six EMBL sites, then playing with excel sheets and pivot tables galore. The point of it all? We want to know how many scientists we reach each year, and our goal is to train as many scientists as possible – after all, sharing is caring, and training is one of EMBL’s core missions.

External training activities at EMBL focus largely on the events in the Course and Conference Programme , which saw 7,148 people come through EMBL’s doors in 2018, around 500 more than in 2017. We had 59 courses and 26 conferences across our sites in Heidelberg, Hinxton, Hamburg and Grenoble. For us here in Heidelberg, there was never a dull moment, from the intimate meetings with 50 participants, to the conferences that filled the Klaus Tschira Auditorium to capacity or the course participants chatting away during the coffee breaks. In addition, 345 delegates received financial assistance to attend one of our events, thanks to the EMBL Corporate Partnership Programme and EMBO, as well as Boehringer Ingelheim Fonds who provided support for various practical courses.

EMBL’s external training activities also comprise online training in bioinformatics and wet lab techniques, where we reached almost 500,000 users – and this doesn’t even count all the YouTube views. On- and off-site training activities carried out by EMBL faculty via lectures, workshops, conference exhibitions, etc are where we reach the most people. In total, EMBL staff reached more than 75,000 people – equal to about ½ the population of Heidelberg! The EMBL Scientific Visitor Programme, which allows scientists to come to EMBL through internships or collaborate on specific research projects had 688 students take part from all around the world.

As you can see, 2018 was a very busy year for all of us involved in external training. Whether it be group leaders, scientific organisers or teams of event organisers, it takes a lot of people to deliver the extensive and high quality training that EMBL has to offer –  so we would like to give a big THANKS to everyone involved!

 

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