Participation in International Conferences

Argelander International Conference Grants include:

• Travel allowance according to DAAD standards [available in German only] - for in-person participation
• Accommodation allowance according to DAAD standards [available in German only] (up to five days, depending on duration of conference) - for in-person participation
• Conference and abstract fees - for in-person or online participation

Funding amounts are determined according to destination country, not actual costs. Travels within Germany to conferences with international character will be reimbursed according to the Landesreisekostengesetz [available in German only] ⁵.

Funding cannot be approved retroactively, i.e. for conferences taking place prior to the respective deadline in this funding line.

1. Contribution of the applicant (lecture, poster etc.)
2. Relevance of the participation to the academic networking and career development
3. Academic CV of the applicant¹

Please note, successful grantees are welcome to reapply but preference will be given to new applicants.

¹ Family responsibilities, parental leave, illness and further breaks are, of course, taken into account. Please explain possible interruptions in your application.

The applications are reviewed by an interdisciplinary selection committee consisting of representatives from all participating faculties and chaired by Prof. Dr. Ilona Grunwald, Vice-Rector for Research and Career Development.

The application should include:

• Outline of your contribution as well as a brief statement of the relevance of the conference for the respective discipline. Please note that applications will be reviewed by an interdisciplinary committee and should thus be comprehensible also for reviewers from other fields.
• If available, feedback from the conference organizers or reviewers on their own contribution
• Statement concerning the relevance of the applicant’s participation in the event. This may include, for example, the relevance for personal networking and scientific career planning
• Academic CV
• Confirmation from the event organizers (may be submitted untill 4 weeks after application deadline)

The review of the applications normally takes four to six weeks from the deadline. Please refrain from any inquiries in this regard during this period of time.

What is meant by “postdocs on fixed-term contracts”?

A postdoc is a scientist with a doctorate who works in research on a fixed-term contract in order to gain further qualifications, e.g., for a professorship or another scientific career. Akademische Räte auf Zeit also fall under this definition. Permanent academic employees - e.g.,  Akademische Räte auf Lebenszeit - do not meet this definition and are therefore not eligible to apply. Similarly, employees with a doctorate who are employed on a temporary basis but do not work as a researcher are not eligible to apply. This applies, for example, to lecturers or research managers. 

Can I apply before I know whether my contribution has been accepted for an event?

Yes, please apply as early as possible. You can submit the confirmation of acceptance of your contribution by the event organizers up to four weeks after the application deadline. The selection committee's funding decision is not dependent on acceptance to the event.

What do the specified deadlines mean?

Applications can be submitted at any time using the application form. All applications received before the next deadline, i.e., March 1, June 1, September 1, or December 1, will be formally reviewed after the deadline and then evaluated in a selection round by the interdisciplinary selection committee. 

Example: An application submitted on June 18 will be reviewed in the next selection round with a deadline of September 1.

Can I apply for an event that I have already attended?

No, funding cannot be granted retroactively, i.e., the event cannot take place before the deadline for submitting an application.

Example: You submit your application on January 10 for a conference taking place from February 5 to 10. The next deadline applying for the application is therefore March 1. As this deadline is after the conference, your application cannot be considered.

What does it mean that the event date must be after the next deadline?

You can apply for conference trips or participation in summer/winter schools that take place after the next deadline (March 1, June 1, September 1, or December 1). The decisive factor is the deadline for the call for applications, not the date on which you submit your application. 

Example: If you submit your application on January 10 for a conference taking place from February 5 to 10, it is not January 10 that is decisive, but the deadline for the call for applications, i.e. March 1. Since this date is after the conference, your application cannot be considered.

How often can I apply?

You can apply as often as you like; there is no limit to the number of applications. If your application is unsuccessful, you can reapply for the Argelander International Conference Grants in the same year, even for the same event for which your application was rejected. Please note, however, that the date of the event must be after the application deadline (see above). Only if your application is successful will you not be able to reapply for the Argelander International Conference Grants in the same calendar year. 

How is the accommodation lump sum calculated?

The calculation of the accommodation lump sum according to DAAD standards is based on the exact dates of the event. This means that if your conference lasts three days, for example, you will receive an accommodation lump sum that applies to these three days. For events taking place outside Europe, half a day for arrival and half a day for departure are also included in the calculation of the accommodation lump sum. Regardless of the destination country or the duration of the event, the accommdation lump sum can only be granted for a maximum of 5 days.

Can I also apply with an event that takes place in Germany?

Yes, provided that the event has an international character. Characteristics of an international event may include: the conference language is English, the speakers belong to universities or research institutions abroad, or the organizing committee is international, as is the case with international  associations, for example.

What is meant by “active participation” (especially in summer/winter schools)?

In principle, only active participation in an event is eligible for funding, for example in the form of a lecture, poster, or presentation. With regard to participation in summer/winter schools, “active participation” can take various forms. If you are unsure whether your contribution can be considered “active participation,” please contact us before submitting your application. 

When can I expect a decision on my application?

The decision on your application will be sent to you by email approximately six weeks after the deadline for applications. The deadline for applications applies, not the date on which you submitted your application. Please refrain from making any inquiries during this period.

 
What do I need to know about receiving my grant?

Once you have submitted your payment details, it will take approximately six weeks for your grant to be paid out. You will receive the lump sums for travel and accommodation costs regardless of the actual costs incurred. This means that you do not need to submit any receipts to prove the actual costs. The fees for participating in conferences or summer/winter schools must be paid by you privately in advance. After submitting the organizer's invoice and your proof of payment, you will receive a refund for these costs. Both participation and abstract fees will be reimbursed. Please note that advance payments are not possible.