First step
Please fill in the
key data form
about the event and send this to OeAI-events.
If you have any questions, please read the information below.
The event team will then contact you to determine how to proceed.
Reservation
The booking of event rooms for lectures is handled by the OeAI event team.
The OeAI has event rooms available in the following buildings on the Academy campus:
- Otto Wagner Postsparkasse | Georg-Coch-Platz 2, 1010 Vienna
- Hauptgebäude | Doktor-Ignaz-Seipel-Platz 2, 1010 Vienna
- Burse | Sonnenfelsgasse 19, 1010 Vienna
- Collegium | Bäckerstraße 13, 1010 Vienna
Costs
- The use of the rooms in the PSK is free of charge, with the exception of the large cashier hall.
- There are costs for the premises in the other buildings on the Academy Campus because the Austrian Academy of Sciences charges its institutes for the actual personnel costs, e.g. for technical staff, cloakroom attendants, porters, etc. There is no rent as long as the OeAI is the sole organiser. For events in cooperation with external partners (e.g. universities), the rooms can be booked at reduced rental rates.
Requests for quotes from OeAW event are made after a briefing with the responsible scientist by the OeAI event team.
These rooms are in high demand. Therefore, please be sure to enquire about and fix event dates as early as possible!
PSK
Media technology, such as microphones and headsets, is managed by OeAW Haustechnik. Its office is located in the OeAW post office at the entrance on Wiesingerstraße 4.
Opening hours:
Monday to Thursday: 10 am – 3 pm
Friday: 10 am – 1pm
Items can only be borrowed and returned during opening hours!
The OeAI event team provides the following:
- Laptop & accessories (laser pointer, mouse, spare batteries)
- Logitech Connect camera/microphone combo device for live streaming (Zoom)
- extension cable
WLAN/WiFi access for guests attending the event can be requested from the ARZ if required.
Other premises on the Academy campus
The technology is managed by OeAW event and charged as a flat rate. Details are to be agreed individually when requesting a quote.
The services will be provided as follows:
- The event title, program, abstract, images and credits wil be provided to the OeAI event team by the responsible scientist.
- The OeAI event team coordinates the publication of the contributions on the OeAW website with the OeAI webmaster.
- The event team prepares the following printed materials/information materials: invitation, poster, newsletter distribution.
- The responsible scientist prepares the following print materials/information materials as needed: program, book of abstrac, name badges.
- All of these documents can be found in the link collection
The event will be run by the respective scientist.
- The media equipment, managed by the OeAW Facility Services, must be collected independently by the responsible researcher.
- The OeAI event team provides support with setting up and preparing the event premise, subject to available capacity. This support is limited to the PSK premises.
- Ongoing supervision of the (multi-day) event is the responsibility of the respective scientist and the assistants involved (e.g. students, members of the research group or unit).
- Purchases for catering (e.g. beverages, snacks) are to be organized independently by the researchers. These expences can be reimbursed via the refund process (see link collection).
- The OeAI event team can assist in obtaining catering quotes.
- The Zoom meetings are created in advance by the scientists at the following link:
https://oeaw-ac-at.zoom.us
Additional »alternative hosts« should be created, e.g. members of the event team and/or the research group/unit, to ensure that several people have host rights for a meeting.
See also the tutorial »Create a Zoom Meeting«
- For events with multiple guests traveling from within Austria or abroad, the event team can assist with reserving room contingents at suitable hotels.
- The actual booking and payment of the rooms must be arranged independently by guests.
- The OeAI will reimburse the speaker for the accommodation costs upon submission of the reimbursement form (see below »Reimbursement«).
- The speakers are responsible for organising and booking their own travel to and from the venue.
- Travel expenses will be reimbursed to the speaker upon submission of the reimbursement form by the OeAI (see below »Reimbursement«).
The inviting OeAI scientist informs the OeAI event team about the cost centre or internal order through which the travel expenses (arrival/departure, accommodation) will be reimbursed.
The responsible scientist informs the invited guests about the type and amount of travel expense reimbursement and sends them the reimbursement form and guidelines: Reimbursement form Guideline for reimbursement
Travel expenses will be reimbursed to the speaker upon submission of the reimbursement form by the OeAI:
- The fully completed and signed refund form must be sent to oeai-finanzen(at)oeaw.ac.at within 30 days of the event, together with all necessary documents (original receipts, proof of payment). After the documents have been checked, the Austrian Academy of Sciences will transfer the refund to the specified bank account.
- Reimbursement is provided for flights, train and bus journeys in economy class or 2nd class up to a pre-agreed maximum amount.
- Cash payments are not possible.
- Taxi fares (except in justified exceptional cases), Arrival and departure to the airport/train station (except in justified exceptional cases), and parking fees are not reimbursed.