Inviting Guest Speakers
Working groups may invite guest speakers to participate in their events. If funding is needed for such visits you should follow the guidelines below.
Visits by guest speakers should normally be financed from the lump sum of the supporting professor upon his/her agreement, to be organised with their administrative assistant.
In exceptional circumstances, funds from the departmental budget may be used to finance a visit by a guest speaker, if the invitation is supported by two EUI Law professors working in the field and if the guest speaker actively participates in another Law Department event. Please contact Valentina Spiga for departmental funding.
If a financial contribution is exceptionally provided by the Law Department, expenses should be kept as low as possible (e.g. economy class and hotels) in order to allow for equal treatment of all working groups (a maximum of €400 per Law Department working group per calendar year).
Such requests will be examined on a case-by-case basis by the Head of Department and departmental funding is not automatically guaranteed.
Once approval for financial support has been given by the supporting professor or by the Head of Department, the working group should make a financial commitment through the supporting professor’s administrative assistant or through Valentina Spiga for departmental funding.
No invitations should be issued to the guest speakers before the financial commitment has been approved and processed.
Visits should be approved and funds committed as early as possible, at the very latest one week before the visit. Otherwise it will be impossible to reimburse the expenses and the working group will be responsible for any outstanding costs.
Before an approved visit, guest speakers must fill in a form giving their full bank details and return it to the administrative assistant responsible for the event.
On the day of the visit, the guest speaker must also fill in a Declaration of Expenses form and attach all supporting documents (original tickets, receipts, boarding passes, etc.).
If these documents are not received within four months of the visit the guest speaker will not be reimbursed.