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.

On the second day of the Retreat the event will be joined by the representatives of Polish research institutes and universities, responsible for the international cooperation in the AI research.

Agenda

Venue: WOLF Marszałkowska, Marszałkowska Street 89

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 Update
  • 14:15-14:45 – ELAI Update
  • 14:45-15:15 – ELSA / ELIZA Update
  • 15:15-15:30 – Coffee and wrap-up

Venue: Warsaw University of Technology, Rektorska Street 4

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
  • 9:30-10:30 – “From Scientific Networks to Strategic Partnerships: Advancing European AI” + Q&A (Philip Piatkiewicz, Adra Association Secretary General)
  • 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: Warsaw University Library, Dobra Street 56/66; Copernicus Science Center, Wybrzeże Kościuszkowskie Street 20

Day 3: Connecting ELLIS with Industry and Local Ecosystems

  • 9:00-9:15 – Welcome Coffee (Warsaw University Library)
  • 9:15-9:30 – Welcome Speech (Warsaw University Library)
  • 9:30-9:45 – ELLIS Buddy Program Update (Warsaw University Library)
  • 9:45-10:15 – Industry Collaboration (Orlen, Google) (Warsaw University Library)
  • 11:15 – ML in PL 2026 Conference, “Is Europe Losing the AI Race – and Can ELLIS Turn the Tide?” Panel: Robert Bogucki (Google), Artur Dubrawski (Carnegie Mellon University), Aleksandra Pędraszewska (Council for the Future to the Prime Minister of Poland), Magdalena Rempuszewska (ORLEN), Tomasz Trzciński (ELLIS Unit Warsaw, IDEAS Research Institute),
    Chair: Grażyna Żebrowska, PhD (IDEAS Research Institute) (Copernicus Science Center)
  • 11:15-12:00 – Panel & Retreat Wrap-up

Accommodation

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.:

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 for information regarding the eligibility criteria and conditions for receiving an accommodation grant: conrad.philipp@ellis.eu. 

Venue & Travel

7 October 2026

WOLF Marszałkowska
Marszałkowska 89
00-693 Warszawa

8 October 2026

Warsaw University of Technology
Rektorska 4,
00-614 Warszawa

9 October 2026

University of Warsaw Library
Dobra 56/66
00-312 Warsaw

9 October 2026

Copernicus Science Center
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

If you are a coordinator of activities related to the ELLIS network, please contact Artur Kołodziejczyk-Skowron, Coordinator of ELLIS Unit Warsaw, for information regarding the eligibility criteria and conditions for receiving a mobility grant: artur.kolodziejczyk-skowron@ideas.edu.pl. 

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.

The event is organised as part of the “AI x Science Connect Poland” initiative, funded by the Minister of Science and Higher Education of the Republic of Poland.

In cooperation with: