Inclusion in the FSGS

Please briefly and concisely describe the event you are proposing and send this information to the FSGS office at office@fsgs.fu-berlin.de. The office will forward the details to the FSGS doctoral candidates and ask for feedback on who is interested in participating or would like to be actively involved in organizing the event.

Request to the board

Before submitting your request to the board (PDF [German]), please consult with 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. Keep in mind that planning an event—depending on its scope and complexity—can take several months.

Calculation of travel and lodging expenses

To assist you with budgeting, we have put together two information sheets for you:

•  the reimbursement of travel expenses (PDF [German]) 
•  the calculation of flat rates (PDF [German]) 

All individuals who receive financial support from the FSGS for travel and accommodation expenses must fill in and sign the guest payment form (PDF [German]). 

Please note:

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

• Costs can only be reimbursed 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 expenses for hospitality

For an event taking place at the Graduate School, the office will cover the costs for beverages such as water, juice, tea, and coffee that are consumed during the conference or breaks.

If the event takes place on a weekday and in the rooms of the Graduate School, we will, if possible, provide student assistants to support you. Please contact us early for timely coordination and planning – office@fsgs.fu-berlin.de.

Expenses for catering, restaurant visits, or receptions need to be requested from the board.

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

Please note: The maximum amounts stated there are generally not fully approved 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 must initially cover the costs yourself.

Please note:

• Only expenses that comply with the applicable guidelines can be reimbursed.
• Submit a participant list along with the invoice, including the status of each invited person — full name in block letters and signature.
• Tips and alcoholic beverages are generally not reimbursable. Kindly inform your guests in advance to leave a tip 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 work with the organizers to design and print a DIN A2 poster in the corporate design of the FSGS and Freie Universität Berlin (see example poster here). Please contact us at least eight weeks before the event via email (office@fsgs.fu-berlin.de). 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 10 posters. Hanging the posters is primarily the responsibility of the event organizers. Suggested locations for poster display include:

• Peter Szondi Institute

• Various institutes in the Rost-/Silberlaube and Holzlaube

• Other subject-related facilities

Upon request, student assistants may help with distribution. All FSGS events are announced through the following channels:

• FSGS website

• Newsletter

• Twitter (X), Instagram, LinkedIn, Facebook

• Literature Studies mailing list

• Blog

For very large and high-profile events, announcements may also be made via the Freie Universität Berlin website or through a press release. Announcements via individual institute mailing lists should be coordinated directly with the respective institute secretariats.

Follow-up on the event

For photographic documentation of your event, our student assistants will take photos during the event. If you would like a longer audio or video recording of your event 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 also 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, the report will be published on our website and blog.

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

The following 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