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Guidelines for Conferences/Workshops at GEAS

Invited guests can be accommodated at hotels or receive a lump sum which includes accommodation expenses.

Accommodation expenses should be calculated according to the Federal Travel Expense Law or the regulations of the third party funding grant. The regulations usually calculate 60 EUR per night. In Berlin, you should calculate about 80-90 EUR per night.

If you plan a 2-day conference, accommodation for the dates of the conference (1 night) can be granted for invited speakers from Germany and Europe who can easily travel within one day. A second night can be covered if the invited speaker is not able to arrive or return home on the same day.  We usually recommend to be able to calculate 2-3 nights for invited speakers from across the oceans.

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):

 

Refreshments/

Coffee, Tea

per person

Receptions

per person

Dinner

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

Participants:

  • ca. 10 students (FU and international)

Catering:

  • 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: "Angry Men in Pangaean Academia"

Invited guest speaker:

  • 1 ambassador

Participants:

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

Catering:

  • 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.


Please note that the university does not offer honoraria: we can offer to cover the travel expenses and accommodation of invited lecturers and panelists. Lecturers from FU or the State of Berlin cannot be remunerated.

Funds are available for GEAS members for public conferences, workshops, roundtables and guest lectures. Please aplly before the invitation and ask for funding at GEAS Coordinator.

Please apply with the following:

1. Short proposal for the intended format or information on the guest lecturer.

2. Informal approval from PhD advisor

3. Draft for financial concept and/or third party funding options