9–11 September 2024

Leiden Observatory, Leiden University, Netherlands

GaiaUnlimited Community Workshop 3

The Gaia selection function and how to use the GaiaUnlimited tools


The workshop's theme is the Gaia selection function and how to use it. This event will be a three-day workshop and unconference, where we will discuss and learn from each other about the finer details of the Gaia selection function and how to build and use it in various contexts. Participants will be working with the new GaiaUnlimited selection function tools, for which we will assist as needed, and we will improve them based on the feedback we'll receive. We hope this workshop could lead to some new collaborations or initial joint studies. We want to dedicate a significant amount of time to unconference sessions and informal discussions.

New in this workshop: This is the closing workshop of the GaiaUnlimited project where the completed selection function tools will be presented. Further advanced worked examples based on science applications will be presented. The workshop is also the occasion to discuss the future of the GaiaUnlimited project, beyond the Horizon 2020 funding.

This workshop is part of the GaiaUnlimited project that has received funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No 101004110.



The Gaia Unlimited Team

  • Adrian Price-Whelan (Flatiron)
  • Alfred Castro-Ginard (Leiden)
  • Andy Casey (Monash)
  • Anthony Brown (Leiden)
  • David Hogg (NYU/ Flatiron/ MPIA Heidelberg)
  • Hans-Walter Rix (MPIA Heidelberg)
  • Morgan Fouesneau (MPIA Heidelberg)
  • Ron Drimmel (INAF-Torino)
  • Shourya Khanna (INAF-Torino)
  • Tristan Cantat-Gaudin (MPIA Heidelberg)
  • Vasily Belokurov (IoA Cambridge)
  • Evgeny Kurbatov (IoA Cambridge)


Please use the registration form. We estimate that it will take 15-30 minutes to complete. We aim to select a group of about 40 participants with a broad range of expertise and interests. We will also balance the distribution across geographical locations and career stages while including underrepresented groups.

Remote participation will be possible, but in person participation is recommended to get the most out of the workshop.

Registration closes on July 5 2024.

Participants notified on July 12 2024.

Participation confirmation by July 26 2024.

We will later list here the participants of the workshop, and we will add a group picture.


The program is preliminary and will be updated nearer the time of the workshop.


08:30 - 09:00 Participants' arrival
Registration, name tags, etc.
09:00 - 09:10 boot-up
Welcome and opening remarks
09:10 - 10:40 Pitch cards
Individual one-slide introductions slide deck
10:40 - 11:00 Coffee break
11:00 - 12:30 Session 1 - The Gaia selection function & GaiaUnlimited project
GaiaUnlimited Overview
GaiaUnlimited tools
12:30 - 13:30 Lunch break
13:30 - 13:50 Daily Unconference Planning
Unconference topic selection and room allocation
14:00 - 15:30 Unconference and Tutorials
15:30 - 16:00 Coffee break
16:00 - 17:00 Unconference and Tutorials
17:00 - 17:15 Wrap-up
Reports on the unconference sessions. Sharing results and feedback.


09:00 - 09:10 boot-up
09.10 - 12.00 programme TBD
12:30 - 13:30 Lunch break
17:00 - 17:15 Wrap-up
Reports on the unconference sessions. Sharing results and feedback.
19:30 - Dinner at TBD place


09:00 - 09:10 boot-up
09.10 - 12.00 programme TBD
12:30 - 13:30 Lunch break
13:30 - 13:40 Final logistics
13:40 - 14.15 Unconference and Tutorials
14:15 - 15:00 Participants feedback on GaiaUnlimited and future of project
GaiaUnlimited: feedback and perspectives, by Anthony Brown
15:00 - Conference closed


The workshop will take place at the PLNT facility located in the center of Leiden. Three rooms are reserved for the school:

The Arena for lectures, breakouts, and sprint time

The Spark for smaller breakouts or quiet time

The Playground for breakouts and sprint time


PLNT is in the centre of Leiden and reachable by public transport. It is within walking distance from most of the accomodations. The bus stop closets to the venue is Leiden Energiepark which is serviced by bus numbers 45, 56, and 400.

Don't hesitate to contact us if you need assistance or have questions.



Langegracht 70



The workshop will start at 09:00 on Monday, September 9 2024, and finish at 16:00 on Wednesday, September 11 2024.

Participants are responsible for organizing their travel to Leiden and should make their own accommodation arrangements (see below).


There is no conference fee. All events happening at the venue are covered, but we cannot offer travel or lodging support.


If you need help with childcare arrangements, don't hesitate to contact us.

Lunches & Coffee Breaks


Workshop dinner

Tuesday evening (day 2) of the workshop we will have a social dinner.

Dinner starts at 19:30


We are committed to providing an accessible environment for all participants. If you need help or arrangements, don't hesitate to contact the organizers.

Participants will pay attention not to leave out information for some people in your audience. Some of us might not be able to see well, hear well, move well, speak well, or understand information presented in some ways well or at all. Everyone at the event will be open to diversity in the audience and any accessibility issues. The Web Accessibility Initiative provides some information & directions.


Participants are responsible for making their own accommodation arrangements.

The venue is in the city center. There is a large number of lodging options within 20-30 min of walking distance. We do not have specific recommendations, you can use your favorite search engine to find a place.

don't hesitate to contact us if you have any questions.


This workshop is an in-person event with the option for remote participation. In addition, we will use:



You may need to apply for a visa to enter the Netherlands. See this overview of visa requirements.

Feel free to contact the organizers if you need a letter of support.

Getting to Leiden

Driving directions

In the center of Leiden you can only park in a parking garage or in one of the very limited paid parking spaces on the street (and then you must pay for a full day regardless of how long you park). Check with your hotel to make sure that they have available parking.


Leiden is easily reachable by train from the major stations Rotterdam, Utrecht, Amsterdam (which all have international train connections) and from Schiphol airport. Travl info for the Dutch railway system can be found here for local trains and here for international trains. You can of course use your favorite booking site for international trains.


Amsterdam Schiphol airport has plenty of connections to European cities and hubs around the world. use your favorite travel site for booking flights.

Local public transport

On the bus and train you can pay with your debit card. This is explained here.. Alternatively you can get yourself an "OV-chipkaart" to pay for buses and trains. More information here. You can choose to get an anonymous OV-chipkaart. These cards can bought at trainstations and at other locations.

You cannot pay with cash on public transport.

Getting to the venue

See the "Venue" menu item.

Code of conduct

During the community workshop, we require participants to follow the code of conduct for the workshop which can be found below. If you have any questions about the workshop, you can reach the organizing committee.

The organizers are dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technology choices. We do not tolerate harassment, abusive behavior, or intimidation of conference participants in any form. As such, we follow the European Astronomical Society Council (EAS) Ethics Statement and Guidelines for Good Practice and expect all participants to read and abide by their statements.

In addition to a general Code of Conduct and Ethics, all participants must agree with our collaboration policy: i.e., to openly share their ideas, expertise, code, and interim results. Project development will proceed out in the open among participants.

Participants are encouraged to change gears, start new collaborations, and drop or combine projects. Any participant contributing significantly to a project can expect appropriate credit vessels (e.g., co-authorship).

We pledge to help the entire community follow the code of conduct, and to not remain silent when we see violations of the code of conduct. We will take action when members of our community violate this code such as notifying a workshop organizer or talking privately with the person. This code of conduct applies to all community situations online and offline, including the conference itself, mailing lists, forums, social media, social events associates with the conference, and one-to-one interactions.

Participants asked to stop any harassing behavior are expected to comply immediately. Attendees violating these rules may be asked to leave the event at the sole discretion of the conference organizers.