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Information for ParticipantsFrequently Asked Questions

Invited Speakers

Travel

Should I book my flight ticket with you?
Can I book any kind of flight or are there restrictions?
Is there airport transfer available?
Will there be a shuttle from the hotel to EMBL?

Accommodation

Will there be a hotel booked for me?
I need to stay longer than the conference, can I continue staying in the hotel?

Reimbursement

I need to stay longer than the conference, are the costs covered?
I am traveling with my spouse/family, will their costs be reimbursed as well?
What do you need to reimburse my expenses?


Travel

Should I book my flight ticket with you?

No, please book your flight on your own. This is usually faster and more convenient, especially if you need to change dates due to other obligations

Can I book any kind of flight or are there restrictions?

The conditions of your invitations are stated in your invitation, please read it carefully before booking. Depending on the event’s budget we might be able to reimburse you the full amount of your expenses. However, it might also be that there is a cap on the flight’s costs. We generally pay for economy flights; business class is only supported if there is a medical indication and if the case has been discussed with the responsible conference officer.

Is there airport transfer available?

Yes, we organise the transfer from/to the airport to/from EMBL/hotel. Please send your flight details to the responsible conference officer. We usually offer this service for the International Frankfurt Airport (FRA). In some cases this service is also possible for the airports: Karlsruhe/Baden-Baden (FKB), Stuttgart (STR), please contact your conference officer to discuss further proceedings.

Will there be a shuttle from the hotel to EMBL?

We arrange shuttles from central points in town to EMBL and back. Those central points are either close to the downtown hotels or directly from one of remote hotels. The shuttle schedule is usually available 1-2 weeks before the event starts on the respective event website.

Will there be a hotel booked for me?

Yes, we organize your accommodation. Usually you will be accommodated in the EMBL ISG Hotel. Please send the arrival and departure dates to the conference officer and indicate any special needs (e.g. allergies, walking disability).


Accommodation

I need to stay longer than the conference, can I continue staying in the hotel?

The hotel can be booked for the whole length and only the additional nights you would need to pay directly to the hotel.


Reimbursement

I need to stay longer than the conference, are the costs covered?

This is quite case-sensitive. If you are coming earlier and/or staying longer due to duties connected to the conference, the additional nights are covered. If you are staying longer for your own pleasure, then you would need to pay for those additional nights. The hotel can be booked for the whole length and only the additional nights you would need to pay directly to the hotel.

In cases, where the costs of the flight are quite lower when staying including a weekend, then on average we cover the additional nights. Please contact the responsible conference officer to discuss the case.

I am traveling with my spouse/family, will their costs be reimbursed as well?

We are sorry, but the invitation and consequently the reimbursement is meant for you as the invited speaker only. We are a non-profit organization, thus also our events are organized on a break-even basis and not to earn a profit. We therefore have to be very cost-efficient to meet the budget constraints. However, we of course offer you the possibility to have the hotel and transfer organized for your family as well. Please indicate this upon the registration or contact the responsible conference officer.

What do you need to reimburse my expenses?

We will send you a digital reimbursement form. Please fill out the form and send it back to us with all receipts you are claiming for. Please keep in mind that we only reimburse based on the conditions stated in the invitation letter and only expenses related to your travel (flight ticket, train, parking ticket etc.). For any extraordinary costs that were necessary for the journey, please contact the conference officer before purchase.