Please send an outline of your proposed event to all doctoral students and postdocs at FSGS. Ask for feedback from people interested in the event, and whether they would like to participate or actively help organize the event.
In order to simplify the calculation of travel and lodging expenses for you we’ve put together a leaflet for the reimbursement of travel expenses (PDF). You are also welcome to stop by our office at FSGS for advice.
Anyone receiving money from us to cover their travel and lodging expenses has to sign the guest payment form (PDF). Please make sure that the form is signed, and that both IBAN and BIC were filled in. Expenses can only be reimbursed retroactively via bank transfer. You as the organizer are responsible for any communication with invited guests. We will get the signature from the FSGS’s director (at the end of the form). Please drop off the completed and signed form at our office. Please let your guests know that payments are administered centrally through the FU, which may take up to six weeks. Unfortunately, FSGS has no influence on this.
For an event taking place at the Graduate School, management assumes the cost for beverages (water, juice, tea, coffee) to be consumed during the conference or during breaks. We’d be happy to offer cookies, too. Should you need additional things and purchase them yourself, please submit a reimbursement request (PDF, docx) along with the receipt.
If the event is taking place on weekdays in the Graduate School’s rooms, we may be able to provide a student assistant to help with the conference. Please contact us as soon as possible for coordination and planning purposes.
Expenses for catering, restaurant visits, or receptions need to be requested from the board. In order to simplify the calculation, we’ve also put together a leaflet for financing events (PDF). The rates stated in the leaflet also apply to food or drinks you have bought yourself. Please take note that the rates stated in the leaflet are maximum rates, and are rarely approved by the board. In order to settle any reimbursement, we need receipts, a participant list, and possibly a reimbursement request.
If you take your guests out for a meal, our office can either send a cost coverage to the restaurant in advance, or you will have to pay up-front. Please note that any expenses can only be charged or reimbursed according to the rates given. As a calculation basis you will have to submit a guest list indicating the guests’ status along with the restaurant bill. Tips cannot be reimbursed under any circumstance! In case you have paid up-front, please submit a reimbursement request (PDF, docx) along with the receipt and the guest list.
In cooperation with the organizers, management can design and print posters (DIN A2) with the FSGS’s and the FU Berlin’s corporate design (check here for a sample poster). Management will cover the costs. Putting up the posters is the responsibility of the event organizers. We may be able to provide you with a student assistant. Please also contact us about this as early as possible.
In case posters or flyers different from the corporate design would like to be produced, any expenses for design and print need to be requested. Further, sufficient reasons for deviating from the corporate design must be given. We need receipts for any reimbursement. In consultation with the conference organizers, management may place the order and pay any invoices directly.
All FSGS events are announced on the FSGS website, in the newsletter, on our Facebook page, and our blog. Announcements on the FU Berlin websites are only possible for very large events or those involving public figures. For announcements through specific institute mailing lists, please contact the institutes’ offices directly.
We provide a camera to FSGS members for any photo documentation of the event. This camera can also be used for short film footage (with a tripod). If you would like a longer audio/video recording of your event at FU Berlin, please get in touch with us early. Expenses for such a recording may be covered by the management. Photos will be used on our website and our blog.
Apart from photo documentation, funding through FSGS also requires a conference report. We ask you to send this to our office as soon as possible after the event has concluded. The report will also be published on our website and our blog.
For the reimbursement of expenses, please glue the single receipts (e.g. for purchases or catering) on a DIN A4 sheet with information regarding the event on the top of the page (event title, date, location, organizers), the nature of documented expenses (out-of-pocket expenses, food, travel expenses, etc.), and the total sum. If possible, please submit all receipts, guest lists, guest forms, and expense reimbursement requests together to our office.