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There are several funds available for catering budgetary funds and third-party funds. If the third party does not provide different rules for catering, the guidelines for the use of public funds of the Federal State of Berlin apply.

There are limits as to how much can be spent for catering. Budget audits of the university are carried out regularly by the State Audit Office and may have severe consequences if they surpass the budget or violate the household law. Please let GEAS know about any expenses you are planning to make for catering.

The following guidelines apply for catering per person  (tips, pfand, etc. are not allowed and have to be excluded):



Coffee, Tea

per person


per person


per person

students /and or employees, professors of FU Berlin                 8,00 EUR 16,00 EUR 25,00 EUR
guest professors and researchers (non-members of FU) 11,00 EUR 21,00 EUR 35,00 EUR
HIghest-ranking officials, diplomats, presidents 14,00 EUR 28,00 EUR 54,00 EUR

How to calculate catering:

Example 1 : 1-day workshop (public)

Invited guests:

  • 5 researchers (speakers) from other universities in Germany, UK and Asia


  • ca. 10 students (FU and international)


  • 2 coffee breaks
  • 1 lunch

Coffee breaks: 2 x (Researchers (5*11) +Students (10*8)) = 270 EUR max.

Lunch: (Researchers (5*35)+Students (10*25)) = 425 EUR max.

The maximum budget for catering is 695 EUR.

Example 2: Evening Lecture: "A glimpse into the work of embassies"

Invited guest speaker:

  • 1 ambassador


  • 10 people from international local organisations including Berlin
  • ca. 20 people from FU (students, professors)


  • 1 reception

Calculation: Ambassador (1*28)+ intl. organization representatives (10*21) + FU people (20*16) = 558 EUR max.

The maximum budget for catering is 558 EUR.

How to order catering:

In case you have been allocated funds, you need to ask the person responsible for the "cost center" to order and pay for catering. You need to ask for 3 different offers for your catering and possibly choose the most economic of theses offers. If your calculated budget exceeds 500 EUR, you need to ask for 3 individual and written offers for catering. Only the person responsible for the funding is allowed to officially accept the offer of the catering service. A program flyer and a list of participants must be submitted after the conference.

Dinner invitations with more than one invited guest need to be carefully planned and assessed in advance. You should make arrangements with restaurants before dinner invitations, in particular as you are not allowed to serve alcohol or extend the invitation to FU members. We do not recommend spontaneous invitations - in the case of an à la carte meal,  you have to pay in advance without being able to predict the expenses. For these meals, a detailed guest list should be presented for accounting purposes, which also contains the title and institution of the hosted guests.