The 3rd ELLIS Coordinators’ Retreat is an annual internal gathering for people responsible for the day-to-day coordination of ELLIS Sites, Programs and related initiatives. It is designed as a practical working meeting where coordinators can exchange experience, address common challenges and improve collaboration across the ELLIS network.

Agenda

Venue: tbc

Day 1: Key ELLIS Updates

  • 10:00-10:15 – Welcome Coffee
  • 10:15-10:30 – Welcome Speech
  • 10:30-11:00 – ELLIS Membership Update
  • 11:00-11:30 – ELLIS Fellow/Scholar and Programs Update
  • 11:30-11:45 – Coffee Break
  • 11:45-12:15 – ELLIS PhD & Postdoc Program Update
  • 12:15-12:45 – ELLIS PR Update
  • 12:45-13:45 – Lunch
  • 13:45-14:15 – ELIAS/ELIOT Update
  • 14:15-14:45 – ELAI Update
  • 14:45-15:15 – ELSA / ELIZA Update
  • 15:15-15:30 – Coffee and wrap-up
  • 19:00 – Gala Dinner

Venue: Warsaw University of Technology

Day 2: Research Excellence Behind the Scenes: The Coordinator’s Role in International Research Collaboration

  • 9:00-9:15 – Welcome Coffee
  • 9:15-9:30 – Welcome Speech (PW+IB)
  • 9:30-10:30 – Speech + Q&A (dyplomacja naukowa)
  • 10:30-10:45 – Break
  • 10:45-12:15 – Workshop 1. Building and Scaling a Research Organisation: Lessons, Models, and Good Practices; Facilitator: Rebeca de Miguel (ELLIS Unit Alicante)
  • 12:15-13:15 – Lunch
  • 13:15-14:45 – Workshop 2. The Coordinator as Steward: Managing Relationships, Expectations, and Institutional Memory; Facilitators: Rebeca de Miguel (ELLIS Unit Alicante) & Cecilia Zanazzo (ELLIS Unit Trento)
  • 14:45-15:00 – Wrap up
  • 17:00-19:00 – Guide Tour

Venue: University of Warsaw, tbc; Copernicus Science Center

Day 3: Connecting ELLIS with Industry and Local Ecosystems

  • 9:00-9:15 – Welcome Coffee
  • 9:15-9:30 – Welcome Speech (UW)
  • 9:30-9:45 – ELLIS Buddy Program Update
  • 9:45-10:15 – Industry Collaboration (Orlen, Google)
  • 10:15 – ML in PL 2026 Conference (Panel)
    Aleksandra Pędraszewska, Tomasz Trzciński (IB IDEAS), Magdalena Rempuszewska (ORLEN), Google (tbc)
  • 11:15-12:00 – Panel & Retreat Wrap-up

Accommodation

Accomodation grant

If you require financial support from the ELLIS Society for accommodation in connection with the Retreat in Warsaw, please contact Conrad Philipp directly at conrad.philipp@ellis.eu. This will allow us to assess the requests and determine whether accommodation support can be provided.

A dedicated section for the 3rd ELLIS Coordinators’ Retreat will soon be launched on the ELLIS Unit Warsaw website. It will include the agenda, information about conveniently located hotels, transport guidance and other practical details.

In the meantime, when booking later your accommodation, we suggest looking for hotels on the left bank of Warsaw, preferably in the city centre and close to the M2 metro line, as the Retreat will take place at venues located in central areas of Warsaw on this side of the Vistula river

Some conveniently located hotels in this area include e.g.:

Venue & Travel

8 October 2026

Warsaw University of Technology
Rektorska 4,
00-614 Warszawa

9 October 2026

University of Warsaw, tbc
Wybrzeże Kościuszkowskie 20,
00-390 Warszawa

Transportation

is located within the capital city borders, offering easy, quick and comfortable access to the city center. Warsaw Chopin Airport serves both full-service airlines and low-cost airlines. With convenient transport connections, we highly recommend this airport for travelers arriving in Warsaw. For more info click here.

is located outside the city center, about 40 km north of Warsaw. While it is smaller and offers only low-cost airlines flight options, travelers should be aware that it is a bit farther from the city, requiring additional travel time to reach central Warsaw. For more info click here.

is well developed and reliable. Timetables, tickets and journey planner for buses, trams, metro lines and suburban trains are available here

is available in Warsaw as well. For more information click here

The largest and public railway operator in Poland is PKP Intercity, although there are smaller local operators which are public as well. The largest railway stations in the capital of Poland are Warsaw Central Railway Station (Warszawa Centralna, located here), Warsaw West Railway Station (Warszawa Zachodnia, located here). The timetables for all railway operators are available here.

Mobility Grant

At IDEAS Research Institute we are also currently working to secure potential mobility funding to support your travel to and from Warsaw, whether by plane or rail (EIC). I kindly ask for a little more patience in this regard. Due to the summer holiday period, several formalities can only be finalised once the relevant colleagues return from leave. I will share further information as soon as possible.

Tourist information

To discover & enjoy Warsaw

for museums, touristic spots and parks click this link

Tourism in Poland

If you plan to stay in Poland for a longer period and are looking for travel inspiration beyond Warsaw as well, check out detailed recommendations on the website of the Polish Tourism Organization.

The weather in Warsaw in early October

is typically cool and changeable, with daytime temperatures usually ranging from around 12°C to 17°C (54°F to 63°F) and cooler evenings. You may experience both crisp, sunny autumn days and periods of rain, so we recommend bringing a warm jacket, layers, and an umbrella.

During your stay, you’ll discover Warsaw’s diverse blend of modern infrastructure and rich cultural heritage. From trendy cafés and restaurants to colourful parks and fascinating museums, the city offers plenty of opportunities to explore, relax, and connect.

We hope you enjoy your time here and leave inspired by both the Retreat and the city itself!