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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.

Further information

Reservation

The booking of event rooms 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!

      Room rental for OeAW institutes (in German)

      Personnel Costs for OeAW institutes (in German)

 

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 OeAI event team is responsible for the following tasks:

  • Obtaining event titles, abstracts and image material (including image credits and descriptions) from the speakers
  • Communication with the OeAI webmaster regarding publication of the event on the OeAI website
  • Preparation and dispatch of invitations (internal and external)

The event will be organised by the ÖAI event team in collaboration with the respective scientist.

The event team is responsible for the following tasks:

  • Preparation of the premise, setting up the media technology and, if necessary, catering/hospitality. The scientists will provide support for larger events.
  • Set up the live stream via Zoom before the lecture begins.
  • 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«
  • The OeAI event team will take care of booking rooms for speakers. You just need to let them know the cost centre or internal order number.
  • Cost approval is granted by the respective scientist.

List of selected hotels

Participants without an active contribution remain responsible for booking and paying their accomodation themselves.

  • The speaker is responsible for organising and booking their own travel to and from the venue.
  • The inviting OeAI scientist informs the OeAI event team about the cost centre or internal order through which the costs for arrival and departures will be reimbursed.

Participants without an active contribution remain responsible for paying their own travel expenses.

    Costs for arrival and departure will be reimbursed to the speaker upon submission of the reimbursement form by the OeAI: 

    • The fully completed and signed reimbursement 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 will be made for economy class or 2nd class air, rail and bus travel up to a pre-agreed maximum amount.
    • Cash payments are not possible.
    • Taxi fares (except in justified exceptional cases), travel to and from the airport/train station (except in justified exceptional cases) and parking fees are not reimbursable.


    Contact

    oeai-event(at)oeaw.ac.at