30 Jun 2026

Theoretical Physics Conferences, Schools and Research Programmes

A field map of recurring meetings, schools, workshops and long programmes, together with their application, presentation, funding and travel processes.

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Conferences are only one part of the event system in theoretical physics. Schools teach a field, workshops concentrate on a narrow problem, long programmes create temporary research communities, congresses survey a discipline, and seminar series maintain contact throughout the year. Each format has a different selection process and a different value for research exposure.

This chapter maps durable event series rather than one-time deadlines from a participant’s perspective. Dates, venues, fees, travel support and visa rules change with every edition; the official series or host calendar is the authoritative source for a current call. Module 11 separately explains how a college organizes, funds, conducts and closes its own scientific event.

1. Types of scientific event

Event type	Typical structure	Main participants	Characteristic outcome
Congress or large annual meeting	Plenaries, many parallel sessions, posters, society meetings	Whole discipline or large subfield	Broad survey and many short contacts
Specialist conference	Invited and contributed talks, posters	Active researchers in one field	New results and community visibility
Workshop	Small group, discussion-heavy programme	Researchers working on a focused problem	Technical exchange and possible collaboration
School	Lectures, exercises, tutorials, sometimes student posters	Students, PhD scholars and early-career researchers	Structured entry into an advanced subject
Long research programme	Several weeks, changing participant groups, seminars and working time	Invited and selected researchers at mixed career stages	Sustained work and new projects
Focus week	Short intensive component inside a longer programme	Specialists in one narrow topic	Concentrated discussion around a frontier
Seminar or colloquium	One or a few talks	Local and online research community	Continuous awareness of current work
Collaboration meeting	Working sessions rather than public calls	Members of an established project	Decisions, calculations and internal review

A school is not a lower-status conference; it serves a different function. A long programme may contain a school, workshop and conference within the same scientific theme.

2. The event information cycle

Recurring events normally pass through the following public stages:

Save-the-date or series announcement — subject, location and approximate dates.
Scientific call — scope, organizers, invited speakers and participation rules.
Application or abstract submission — personal information, research description and possible funding request.
Selection — invitation, talk/poster allocation, waiting list or rejection.
Registration — fee payment, attendance confirmation and accommodation information.
Travel administration — invitation letter, visa, insurance and institutional leave.
Programme publication — timetable, contribution type and technical instructions.
Event — scientific sessions, discussions and social programme.
Archive — slides, recordings, abstracts, proceedings or photos depending on policy.

Application and registration are often separate. Selection as a participant does not always complete registration, reserve accommodation or guarantee travel support.

3. Broad physics meetings

APS Global Physics Summit

The APS Global Physics Summit combines the traditional APS March and April Meeting communities. It includes condensed matter, quantum information, AMO, particle physics, gravitation, astrophysics and many other areas. The meeting is very large, with plenary, invited, contributed and poster sessions organized partly through APS units.

An abstract is normally assigned to a topical session through a division, topical group or forum. The distinction between APS units matters because it determines who constructs the session and which audience sees the contribution. The meeting has included virtual participation, career fairs, unit business meetings and satellite hubs; the available modes vary by edition.

APS DAMOP Annual Meeting

The APS Division of Atomic, Molecular and Optical Physics holds the DAMOP Annual Meeting. Quantum optics, ultracold atoms, precision measurement, few-body physics and AMO theory appear prominently. It is more concentrated than the Global Physics Summit and brings theory and experiment into the same topical sessions.

Society units as continuing networks

APS divisions and topical groups have newsletters, elections, invited-session processes and meeting activities. Comparable structures exist in the European Physical Society, Institute of Physics and national societies. A society meeting is therefore both a conference and a recurring organizational network.

4. Quantum information and quantum foundations

QIP

Quantum Information Processing (QIP) is a yearly international conference centred on the theoretical aspects of quantum information processing. Its programme is highly selective and normally includes invited talks, contributed talks and posters. Submission is for presentation at the conference rather than conventional journal publication, although a result may also exist as a preprint or journal article.

The QIP site maintains a conference history and charter. Calls distinguish talk and poster deadlines and often use “Anywhere on Earth” time. Talk selection and poster selection can have different notification dates.

TQC

Theory of Quantum Computation, Communication and Cryptography (TQC) is an annual international conference for theoretical quantum information science. Its scope includes quantum algorithms, complexity, simulation, cryptography, communication, coding, fault tolerance, entanglement and related theory. Current editions describe contributed papers, poster-only submissions, student support and travel information separately.

AQIS

The Asian Quantum Information Science Conference (AQIS) is a recurring Asian meeting spanning quantum computation, communication, cryptography, information theory, metrology, simulation and technology. Programmes normally contain invited talks, contributed oral presentations and posters. It provides an important Asia-Pacific route that is geographically closer to India than many North American and European meetings.

Other quantum meeting families

QCrypt focuses on quantum cryptography, while Quantum Physics and Logic connects quantum foundations, logic, category theory and theoretical computer science. Hardware, control and experimental quantum technology also appear at specialized optics, AMO, IEEE and SPIE meetings. The word “quantum” in a conference title is therefore insufficient to identify its scientific community; the programme committee and previous programmes reveal the actual emphasis.

5. High-energy physics, particle theory and cosmology

ICHEP

The International Conference on High Energy Physics is overseen by the IUPAP Commission on Particles and Fields. ICHEP is a large, generally biennial meeting covering theoretical and experimental particle physics. Parallel sessions accommodate contributed results, while plenaries synthesize major developments.

The C11 meeting page distinguishes several relationships. C11 oversees ICHEP and Lepton Photon, promotes the TIPP series, and also identifies independently organized community meetings such as LHCP and Neutrino. Their governance, contribution systems and participant rules therefore come from the relevant series rather than from one common IUPAP process.

EPS Conference on High Energy Physics

The EPS High Energy and Particle Physics Division organizes its major conference on a biennial cycle. The official EPS High Energy and Particle Physics Division page connects the conference to its scientific prizes, while individual edition sites contain the programme, submission and participation rules.

Rencontres de Moriond

The Rencontres de Moriond has operated since 1966. Annual sessions bring theorists and experimentalists together in areas such as electroweak interactions, QCD, cosmology, gravitation, astroparticle and mesoscopic physics. The meeting emphasizes a relatively small setting, discussion and oral presentation by younger scientists.

Strings

The annual Strings conference serves the extended string-theory community, including quantum gravity and related quantum field theory. The Strings 2026 site illustrates its plenary lectures, poster sessions and short “gong show” presentation format. The host changes by edition, so the active edition rather than a permanent commercial conference directory is the relevant source.

DAE-BRNS High Energy Physics Symposium

The DAE-BRNS High Energy Physics Symposium is a major biennial Indian meeting. It includes particle physics, formal theory, astroparticle physics, cosmology, heavy-ion physics, detectors and experiments. Its programme normally includes plenary and parallel sessions and provides a national connection between university groups and major laboratories.

6. Gravitation, cosmology and gravitational waves

GR and Amaldi

The International Conference on General Relativity and Gravitation is organized every three years under the International Society on General Relativity and Gravitation. The Edoardo Amaldi Conference on Gravitational Waves is organized every two years under the Gravitational Wave International Committee. The joint GR24–Amaldi16 meeting description shows the combined range: classical and quantum gravity, mathematical relativity, instrumentation, data analysis and multi-messenger astronomy.

Marcel Grossmann Meetings

The Marcel Grossmann meeting series covers general relativity, gravitation, relativistic astrophysics, cosmology, mathematical foundations, tests of gravity and quantum-gravity connections. It is a large triennial international gathering with many parallel sessions. Each edition has a separate site and contribution system.

IAGRG and ICGC

The Indian Association for General Relativity and Gravitation connects the Indian gravity and cosmology community. IAGRG meetings are typically biennial national gatherings with plenary and contributed sessions. The International Conference on Gravitation and Cosmology is generally organized every four years and connects Indian researchers with the international community. IAGRG also lists schools, workshops, jobs and related opportunities.

7. Mathematical physics

International Congress on Mathematical Physics

The International Association of Mathematical Physics organizes the International Congress on Mathematical Physics on a triennial cycle. ICMP contains plenary and parallel sessions across mathematical structures arising in quantum theory, statistical mechanics, field theory, many-body systems, spectral theory and related areas.

IAMP also endorses and supports smaller conferences, publishes a bulletin and announces positions. Its conference page distinguishes the main congress from supported specialist meetings. QMATH, devoted to mathematical results in quantum theory, is one recurring specialist community visible through this network.

Conferences versus schools in mathematical physics

Mathematical-physics events may require a paper-level abstract understandable to both mathematicians and physicists. Proof-oriented work, rigorous operator analysis and physically motivated formal work can occupy different sessions even when they share terminology.

8. Schools and advanced training

ICTP schools

The Abdus Salam International Centre for Theoretical Physics scientific calendar contains schools, workshops and conferences in high-energy physics, cosmology, condensed matter, mathematics and other areas. Schools commonly include self-contained lectures, exercises and computer sessions. Many ICTP events have no registration fee, and a limited number of grants may support selected participants, especially from developing countries.

The event page specifies eligibility, application documents, research-abstract format, financial-support request and separate deadlines for applicants needing visa support. An application to attend and a proposal to organize an ICTP activity are different processes.

Les Houches

The Les Houches School of Physics is known for extended advanced schools whose lecture notes often become influential references. Sessions can last several weeks and require sustained participation rather than brief conference attendance.

Cargèse

The Institut d’Études Scientifiques de Cargèse hosts specialist schools and workshops, particularly in theoretical and high-energy physics, condensed matter and interdisciplinary areas. Individual schools issue their own eligibility, fee, accommodation and support terms.

Galileo Galilei Institute schools

The Galileo Galilei Institute organizes recurring PhD-school families in string theory, fundamental interactions, statistical field theory, nuclear and hadronic physics, and theoretical astroparticle physics, cosmology and gravitation. It also archives lectures. Schools are distinct from GGI’s longer research workshops, although a workshop may contain a training component.

Nordita schools

Nordita organizes schools, courses and workshops in its theoretical-physics areas. Its winter schools have traditionally served graduate students and postdocs, while master classes and other formats serve different stages. Calls specify whether participation is globally open and what support is available.

9. Long and residential research programmes

ICTS programmes

ICTS programmes bring researchers together for research and training activities in physical, mathematical and computational sciences. Programmes often last two weeks or more and may contain discussion meetings, schools or conferences. Open-registration pages identify programmes currently accepting applications.

ICTS also accepts programme proposals through a reviewed institutional process. This makes the centre both a place to attend events and a platform through which researchers can create an international programme in India.

KITP

The Kavli Institute for Theoretical Physics runs long programmes, associated conferences and shorter activities across theoretical physics. Programme participation may be by invitation, application or a combination depending on the activity. A long stay includes research time beyond scheduled talks, which is central to the format.

Aspen Center for Physics

The Aspen Center for Physics summer programme combines focused workshops, working groups and individual research. Participation is by application and invitation. Informal exchange and unstructured research time are explicit parts of the programme rather than gaps in a conference timetable.

Nordita scientific programmes

A Nordita scientific programme is an extended workshop, often lasting several weeks, with a core group, selected applicants and possible focus events. The current Nordita events and programme-proposal pages describe the reviewed proposal mechanism; participant categories are defined separately by each approved programme.

Galileo Galilei Institute workshops

GGI organizes long workshops in fundamental interactions and related theoretical physics. A workshop may contain an opening conference, focus week or mini-school. Participant categories and supported periods are stated in each call.

10. Abstract and application systems

Conferences use platforms such as Indico, OpenReview, EasyChair or institution-specific forms. The same word “submission” can refer to different objects:

Submission object	Purpose
Participation application	Requests admission to an event or programme
Talk abstract	Requests an oral contribution
Poster abstract	Requests a poster contribution
Proceedings paper	Requests publication in an event record
Funding request	Requests travel, fee, lodging or subsistence support
Accommodation form	Reserves or requests event housing
Visa-support form	Supplies passport details for an invitation letter

An accepted participant is not necessarily an accepted speaker. A poster may be accepted before talk selection is complete. Some meetings require a full technical paper for talk selection; others require only a short abstract. Conference proceedings may be peer reviewed, lightly edited or simply archival, depending on the series.

Typical application fields include:

name, affiliation, position and contact details;
academic CV and publication list;
research area and motivation statement;
title and abstract of proposed contribution;
supervisor or reference information for students;
accommodation dates;
nationality and passport information at a later visa stage; and
an explicit request for financial assistance.

11. Selection and contribution categories

Depending on the published criteria, scientific committees may consider topic, quality, novelty, career stage, geography, diversity and programme capacity. Selection categories may include:

invited plenary talk;
invited parallel talk;
contributed oral presentation;
lightning or gong-show presentation;
poster;
participant without presentation;
online participant; and
waiting list.

Poster allocation is not necessarily a judgment that the research is weak. Large meetings have far more technically sound submissions than oral slots, and posters often provide longer direct discussion.

12. Financial terminology

Event support is described with several non-equivalent terms:

Term	Possible meaning
Registration waiver	No conference fee; travel and lodging may remain unpaid
Accommodation support	Event housing is paid or provided
Local hospitality	Meals, lodging or local transport during stated dates
Travel grant	Full or partial transport reimbursement, sometimes with a ceiling
Per diem or subsistence	Fixed contribution toward daily expenses
Reimbursement	Payment after receipts and reports are submitted
Direct booking	Organizer purchases the ticket or hotel
Fully funded	Meaning defined only by the award letter; coverage still has limits

Many application forms ask about financial support at the initial submission stage. A later request may be impossible after funds have been allocated. Reimbursement can require boarding passes, original receipts, bank details, tax forms and proof of attendance.

13. Visa and travel sequence

International event travel normally involves:

acceptance or invitation;
passport validity check;
official invitation or visa-support letter;
institutional leave or no-objection process;
visa category and consular appointment;
evidence of funding, accommodation and return travel;
travel insurance and any health requirements;
ticket purchase under the award’s rules; and
post-event reimbursement documentation where applicable.

An invitation letter supports a visa application but does not guarantee a visa. Organizers often set an earlier application deadline for participants who require visas because letters and appointments take time.

14. Technical preparation for oral and poster contributions

Oral presentation

The programme or presenter instructions state the total slot and whether it includes questions. A 15-minute slot may, for example, mean approximately 12 minutes of speaking and 3 minutes of discussion. Session chairs enforce the timetable because later talks share the room and remote stream.

File format, aspect ratio, upload method and audiovisual facilities are event-dependent. Presenter instructions may specify PDF or PowerPoint, 16:9 or another format, embedded fonts, advance upload, or use of a conference computer. Videos and non-standard fonts create additional compatibility requirements.

Poster

The call specifies physical size and orientation. A research poster normally contains the question, central result, minimum necessary method, a few readable equations or figures, conclusion, authors, affiliations and contact or preprint link. A QR code is useful only when the linked page is stable and accessible.

Virtual contribution

Virtual events add time-zone conversion, microphone and screen testing, platform access and a backup copy supplied to the organizer. Recording permission and subsequent public release are separate questions.

15. Proceedings and publication status

A conference abstract, presentation, proceedings contribution, preprint and journal article are distinct research objects. In some computer-science-influenced quantum conferences, selection can resemble a paper-review process. In much of physics, the journal article remains the principal archival publication and the conference presents work that is already on arXiv or in a journal pipeline.

Proceedings policies determine whether later journal publication is permitted and how overlap is cited. A conference certificate records attendance or presentation; it does not convert an abstract into a peer-reviewed journal article.

16. Recognizing unreliable conference invitations

Deceptive conference operations display patterns similar to deceptive journals:

unrelated mass invitations using flattering language;
a title imitating a recognized society series;
hundreds of unrelated topics at the same hotel;
unknown organizers and unverifiable committees;
guaranteed speaking slots after fee payment;
hidden venue or refund terms;
false society, indexing or proceedings claims; and
no archive of previous programmes.

A recognized series is traceable through its society, institute, programme committee and previous editions. Commercial conference-listing sites are discovery tools, not proof of legitimacy.

17. Durable calendars and announcement sources

Source	Coverage
ICTP Scientific Calendar	Schools, workshops and conferences with strong developing-country participation
ICTS programmes	Indian and international programmes in theoretical sciences
INSPIRE Conferences	High-energy physics and connected fields
APS meeting calendar	APS broad and unit meetings
IAMP conferences	Mathematical physics congresses and endorsed events
IAGRG	Indian gravitation and cosmology meetings, schools and opportunities
GGI	Fundamental-interactions workshops and schools
Nordita events	Programmes, workshops and schools across theoretical physics
CERN Theory events	High-energy theory institutes, workshops and schools

The active event page remains decisive because series frequency, eligibility and funding can change.

Core official sources

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