Inclusion in the FSGS

Please provide a brief and concise description of the event you are proposing and send it to the FSGS office at office@fsgs.fu-berlin.de. The office will forward the information to FSGS doctoral candidates and request feedback on who is interested in participating or actively contributing to the organization of the event.

Request to the board

Before submitting your request to the board (PDF [German]), please consult the FSGS office. All interested FSGS members should be listed in the application under the section “Participation within the FSGS.”

Please submit the completed application to the management in good time. Please note that planning an event can take several months, depending on its scope and complexity.

Calculation of travel and accomodation expenses

To support your budgeting, we have prepared two information sheets:

•  Reimbursement of travel expenses (PDF [German]) 
•  Calculation of flat rates (PDF [German]) 

All individuals receiving financial support from the FSGS for travel and accommodation expenses are required to complete and sign the guest payment form (PDF [German]). 

Please note:

• Before the event, please collect the guests’ private address and bank details (IBAN and BIC, or SWIFT code for international accounts).

• Reimbursements can only be made retroactively and via bank transfer.

• As the organizer, you are responsible for communicating with the invited guests.

• The signature of the FSGS Director (at the end of the form) will be obtained by the FSGS office.

• Please submit the fully completed and signed form to the FSGS office.

• Kindly inform your guests that payments are processed centrally by Freie Universität Berlin. Processing may take up to six weeks; unfortunately, the FSGS has no influence over this timeline.

Calculation of hospitality expenses

For events held at the Graduate School, the office covers the cost of beverages such as water, juice, tea, and coffee consumed during the conference or breaks.

If the event takes place on a weekday in the Graduate School’s rooms, student assistants can be provided to support you where possible. Please contact us early to ensure timely coordination and planning – office@fsgs.fu-berlin.de.

Expenses for catering, restaurant visits, or receptions must be approved by the Board in advance.

To facilitate budgeting, we have prepared an information sheet on event financing (PDF [German]). 

Please note: The maximum amounts listed there are generally not approved in full by the Board.

For reimbursement, we require:

• Original receipts/invoices
• A participant list including full name (printed), signature, and institutional affiliation
• Reimbursement of expenses  

Please refrain from purchasing food or beverages yourself. Reimbursements are only possible in exceptional cases and must be discussed with the office in advance. If you plan to dine out with your guests, there are two options:

• The office can send a cost coverage confirmation directly to the restaurant in advance.
• Alternatively, you will need to cover the costs initially yourself.

Please note:

• Only expenses that comply with the applicable guidelines can be reimbursed.
• Please submit a participant list together with the invoice, including the status of each invited person, their full name in block letters, and signature.
• Tips and alcoholic beverages are generally not eligible for reimbursement. Please inform your guests in advance to cover any tips themselves, so that we remain welcome at the restaurants in the future.

Calculation of advertising costs

For events organized by the FSGS, the office can support the design and printing of a DIN A2 poster in the corporate design of the FSGS and Freie Universität Berlin (see example poster here). Please contact us by email (office@fsgs.fu-berlin.de) at least eight weeks prior to the event. In this context, please provide the following information:

For the homepage announcement:

• Event title and announcement text

• Image material, including usage rights

• Venue, date, and time

• Contact person

• Registration deadline (if applicable)

For the poster:

• Event title (and subtitle, if applicable)

• Speakers / contributors

• Image material, including usage rights

• Logos of any cooperation partners

The office will cover the printing costs for up to 10 posters. The posting and display of the posters is primarily the responsibility of the event organizers. Suggested locations for posting include:

• Peter Szondi Institute

• Various institutes in the Rost-/Silberlaube and Holzlaube

• Other subject-related facilities

Upon request, student assistants may support the distribution of materials. All FSGS events are announced via the following channels:

• FSGS website

• Newsletter

• Instagram, LinkedIn, Facebook, Twitter (X), Bluesky

• Literature Studies mailing list

• Blog

For particularly large and high-profile events, announcements may also be published on the Freie Universität Berlin website or issued as press releases. Communication via individual institute mailing lists should be coordinated directly with the respective institute’s administrative offices.

Follow-up on the event

For photographic documentation of your event, student assistants will take photos during the event. If you would like a longer audio or video recording at Freie Universität Berlin, please contact us well in advance. The photos will be used on our website and blog, in coordination with the event organizers.

In addition to photographic documentation, any funding approval by the FSGS requires a final conference report. We kindly ask you to submit this report promptly after the event as a Word document to the FSGS office. After editorial review, it will be published on our website and blog.

For reimbursement, please submit all required documents complete and as a single package to the FSGS office.

The following documents must be submitted:

• Signed guest payment forms (PDF)

• Restaurant receipts, possibly with bank statement (in case of card payment)

• Participant list (including name and status)

• Expense reimbursement forms (PDF)

• Any additional receipts, if applicable

Please note: The event details (title, date, location, organizers) must be clearly indicated on all submitted documents.

Information sheets and forms

• Application for the Executive Board

• Guest Payment Form

• Expenses reimbursement Form

• Information sheet on Event Financing

• Information sheet on Travel Expense Reimbursement

• Information sheet on Flat Rate Calculation