Event Details Form If funding and administrative support for your event has been approved, you can use this form to communicate to us the details of your event as well as your needs and wishes so our event management team can best support you in the organization of your event. Default Your E-mail address First name Last name Event type Choose the type of event you are organizing. WorkshopConferenceSchoolLecture SeriesOther Title of the event Dates of the event Location Please name the room or location where the event is supposed to take place. Event description Upload here any materials that will help us organize the event (schedule, description, abstracts, list of speakers and participants etc.). Additional comments Speaker Arrangements Number of speakers List of speakers List the names and e-mail addresses of the invited speakers Do you need us to book hotel rooms for the speakers? If you select yes, we will contact the speakers for the dates of stay and the needed details. yes no Will the speakers receive an honorarium? yes no If yes, how much will the honorarium of the speakers be? Will the speakers receive travel re-imbursement? If you select yes, we will inform the invited speakers of the procedure for submitting their travel re-imbursement and process the claims after the event. yes no Are there any other arrangements we should make, or issues we should be aware of concerning the speakers? Participant Arrangements Number of participants List of participants If you already have a full or partial list of participants - with e-mail addresses if possible - please upload it here. Do you need us to book accommodation for participants? yes no If yes, how many hotel rooms for participants should we book? If you do not know precisely how many hotel rooms you will need, please make an estimate so that we can reserve a large enough contingent or rooms. We will let you know by which time, we will need the final list of participants. Will any participants receive travel cost re-imbursements? If you select yes, you will need to submit us a list of the names of those participants that will receive travel cost re-imbursements and any amounts or caps on these re-imbursements, so that we can make the correct arrangements. yes no Are there any other arrangements we should make or issues we should be aware of concerning the participants? Technology Would you like for us to prepare a website for the event? If you select yes, you will need to provide us with the relevant descriptions, schedules, abstract and other information youn would like displayed on the webpage. yes no Would you like to request for the talks to be live-streamed? yes no Would you like to request for the talks to be recorded? yes no Do you have any special technology needs or wishes for your event? Catering Would you like to request for us to organize the coffee breaks at your event? If you select yes, you will need to provide us with a schedule for your event and discuss possible coffee break times with your event coordinator. yes no Do you have any special wishes for what should be served at the coffee breaks? (example: brewed black tea, small baked goods or cake in the afternoon) Would you like for us to organize a get together or a reception? If you select yes, the event coordinator will discuss possible times with you. yes no Do you have any special wishes concerning the catering at the get together or reception? (Example: beer, wine, finger food etc.) Would you like for us to arrange for a conference/workshop dinner? Please be aware of the university rules concerning funded meals, and feel free to ask us. yes no If yes, where would like for the conference/workshop dinner to take place and how many people will attend? Do you have any other needs or wishes concerning the catering at your event?
