First ELLIS Coordinators' Retreat in Sofia, Bulgaria

The first in-person ELLIS Coordinators’ Retreat was held in Sofia from September 3-5, 2024, marking a significant step towards strengthening the collaborative efforts of unit coordinators across the European ELLIS network. Organized by the ELLIS Unit Sofia at INSAIT (Institute for Computer Science, Artificial Intelligence and Technology), the event aimed to further define the role of coordinators, foster stronger internal coordination, and explore future strategies that will advance the mission of ELLIS. The retreat brought together key stakeholders to focus on improving communication, sharing best practices, and aligning efforts across various units.

Day 1: Visit to ELLIS Unit Sofia and Welcome Dinner
The retreat began with a visit to the ELLIS Unit Sofia and the “Discoverer” supercomputer, part of “PetaSC Bulgaria”, which offers 4.5 petaflops of power and supports research in areas like drug discovery, protein folding, and quantum computing. This was followed by a welcome dinner, providing coordinators an informal setting to network and build connections.

Day 2: Role of Coordinators and Scientific Coordination
The second day centered on defining the role of unit coordinators within the broader ELLIS framework. Coordinators shared insights into their respective units, highlighting their backgrounds, expertise, and contributions to the network. Discussions focused on how coordinators can enhance both internal collaboration and external representation, while also supporting scientific activities and social initiatives. Specific emphasis was placed on the role of coordinators in fostering local ecosystems, facilitating scientific exchanges, and promoting the ELLIS PhD & Postdoc Program.

Day 3: Workshops on Best Practices and Future Areas for Development
Day three featured a series of deep-dive workshops aimed at identifying current best practices within the ELLIS network and areas that require further development. Topics included internal communication, onboarding of new coordinators, and improving the use of AI in research management. The retreat concluded with a session where coordinators summarized the key findings and outlined next steps, underscoring the importance of ongoing collaboration between units to ensure the effective implementation of best practices. 

Overall, the 1st ELLIS Coordinators’ Retreat served as an excellent platform for idea exchange, strategy development, and strengthening the foundation of the ELLIS network.