Inviting guest speakers
Working groups may invite guest speakers to participate in their events. If funding is needed for such visits, it should be discussed with the working group’s supporting professor and financed from his/her lump sum upon his/her agreement. His/her administrative assistant would then provide support for the budget preparation and procedure.
In exceptional circumstances and upon the approval of the Head of Department, funds from the departmental budget may be used to finance a visit by a guest speaker. In that case, the request should be addressed to the Departmental Coordinator ([email protected]). Requests will be examined on a case-by-case basis by the Head of Department taking into account the budget availability and the relevance of the event for the Department.
No invitations should be issued to guest speakers, nor any expense made, before a financial commitment has been approved and processed. Visits should be approved and funds committed as early as possible, at the very latest two weeks before the visit, otherwise it will be impossible to reimburse the expenses and the working group will be responsible for any outstanding costs.