Information for workshop organisers

Workshops last 1-2 days (between 9am and 5pm) and are allotted a budget of 8,000€. We estimate expenditures along these lines (approximations): Travel expenses per person of up to 150€ (train travel), 300€ (flights within Europe), 600-1,000€ Euro (intercontinental travel), hotel rate per person/night 100-120€, catering 50-60€ per person for the entire workshop. We cover visa costs where applicable (150€). 8,000€ is sufficient for a workshop with between 8-12 active participants.

We strongly encourage organisers to publish a call for papers for the respective workshop on our website six months prior to the event. The call should be open at least 4-6 weeks. Two weeks after the call has concluded we send out invitations to the speakers.

Our facilities offer space for 40 people. Usually, 15-25 participants take part in a two-day workshop. Travel and accommodation can only be covered for active participants. In exceptional cases, remote participation via Zoom may be possible. We kindly ask the organiser to clarify this well in advance.

We encourage organisers to include gd:c fellows as well as alumni in planning workshops in roles such as speakers, moderators and respondents. More detailed information about the research focus and contact details of all fellows can be found on the website and via Isabella, our fellow manager.

We ask the organiser to send the completed active workshop participants form to our event manager Ophelia as soon as the participants have been selected, but latest 4 months prior to the event. Ophelia will then inform about accommodation, reimbursement and support with a visa letter where applicable. Participants will receive detailed information on the logistics (e.g., directions, airport transfer and travel within Munich) approximately three weeks before the event by the event manager.

gd:c covers accommodation expenses of active participants from outside Munich. We usually book the hotel for the period of the workshop as well as the night prior to and after the workshop, depending on where the participants live and how far they must travel.

All information regarding the reimbursement of travel expenses is provided by the event manager. Nevertheless, here are the most important aspects:

• Like all public institutions, we are required to be frugal with our expenses. Therefore, all bookings must be completed as early as possible.

• Participants are to book their tickets themselves. Should a participant lack sufficient financial resources, we can take care of the flight bookings. Unfortunately, we cannot book train tickets.

• We can only reimburse economy/second-class tickets and public transportation to and from the airport/train station.

• Unfortunately, we are unable to reimburse any additional costs, such as taxi fares.

• In order to be reimbursed, active participants must complete an expense form and send it to the event manager along with all receipts, tickets and boarding passes after the event has concluded.

• An extended stay may not incur additional travel expenses. Therefore, we kindly ask the participants to send us a screenshot proving that the travel costs do not increase as a result of the extended stay.

For the duration of the workshop, we will provide catering for the participants and registered guests. But we can only cover catering provided during the event. No catering is provided before the start or after the end of the event.

By way of example: a workshop starts at 9:00 a.m. and ends at 4:00 p.m. the next day. We would then provide 2 breakfasts at the hotel, 2 lunches and 1 dinner, as well as coffee breaks, where we offer coffee, tea, juice, water and biscuits. During dinner, we can only provide one course and water for the table. All other drinks must be paid by the participants themselves.

For each event, we draft posters in our gd:c layout. The organisers are welcome to make design requests (e.g., photos to include), and we will try to incorporate them into our drafts. We will create a post on our website and hang the posters at the appropriate departments and institutions of the university as requested by the organiser. Please inform us of special design requests at least 10 weeks before the event.

In consultation with our communication officer, we are also happy to promote the event on social media.

Please be advised that for each event we set a registration deadline of ten days. This should be considered when advertising.

We ask the organiser to send a preliminary draft of the programme as a Word document to the event manager eight weeks before the event. Should some participants not have confirmed their participation by then, you may insert ‘tba’ (to be announced) until the programme is finalised.

In order to publicise the event after the fact, we’d also like to publish a short report of the event on our blog and in static. In some cases, the report can even be prepared by the student assistant(s) helping the organisers. Please contact Ben, our editor, for further details and planning.