Frequently Asked Questions

Application and Selection Process

Can I still apply?
Unfortunately, the deadline for applications was December 31st, 2021, and the selection process has ended. Due to the high number of excellent applications, the list of move-up candidates is also full. However, we hope to be able to stream selected sequences of the conference. Details on this will be published on the conference website as they become available. Also regarding prospective results and publications of the conference, we invite you to stay informed via the conference website.

Will a full list of participants be published?

A full list of participants will be shared amongst them closer to the conference. Before the conference, participants can already exchange information in a virtual forum: Biosphere Dialogue. For now, this list will not be made available to a broader public. The presentations given at the conference will be published in a conference volume after the conference. We invite you to stay informed via the conference website.

I have applied but did not receive an answer yet. What should I do?

The main selection process has ended, and all applicants have been notified of the status of their applications. Please check your spam folder and contact us if you have not received an email.

I am on the move-up list. When will I be notified if I can attend the conference?

Candidates from the move-up list may be selected to take over in case a participant, who was selected to attend during the main selection process, cannot attend. Unfortunately, we cannot give you a timeline or deadline for this procedure as last-minute dropouts are possible.

I have been selected to attend the conference. What are the next steps?

For now, we ask you to confirm your participation by answering the email of acceptance. Towards the end of February, we send more information about the next steps via email. Please check your account regularly.

I have accepted the invitation to the conference but cannot attend. What should I do?

As there is a list of move-up candidates, we ask you to inform us about the change in plans as soon as possible via email. This will give someone else the chance to attend the conference. Please keep in mind that move-up candidates need time to arrange their travels. Therefore, early cancellations are appreciated.

Letter of invitation

I need a letter of invitation for my employer or visa procedures. Where can I get it?

We will send an email with a link to a registration mask at the beginning of March. In this online registration mask, you can then specify whether you need a personalised invitation letter and what should be included in this letter besides general information. This registration mask asks you for all personal data needed for the letter of invitation. Like this we can make sure that we have all information needed to set up the letter.

Funding

My application stated that no funding is required. I do need funding after all. What should I do?

Our conference has a limited budget. If your need for funding changed from 'not necessary' to 'necessary' or to 'partially necessary' please inform us. While we will have to reconsider your participation at the conference, we will do our best to find a way.

I was granted full funding. How much money will be provided?

We will send an email with a link to a registration mask at the beginning of March. In this online registration mask, you can then again specify your need for funding. Please make sure that these details are identical to those on the application form. If you need full funding and already indicated this within your application, please tick both boxes: The one for accommodation and the one for travel costs.

For accommodation:

The funding includes accommodation and full pension at Seezeit-Resort on the days of attendance. The costs of overnight stays and meals during your stay will be covered. There will be no extra costs.

For travel costs:

If you choose "funding requested for travel costs" in the registration mask, we will send you an agreement for travel grants. This agreement states a certain amount that you receive after your participation at the conference. Travel costs will be reimbursed as a lump sum based on the published flat rates for outward and return travel used by the German Academic Exchange Service (DAAD). Reimbursement of the flat rate will be made after participation by May 31st, 2022, to the bank account of the participant or paid out in cash directly on site at the conference.

Nevertheless, you will need to book all necessary transport individually and will be reimbursed for these costs up to the limit stated in the budget, after attending the conference. Please make sure to keep all receipts related to your spending for the conference, as they might be needed for accounting purposes. We advise you to purchase travel cancellation insurance. The flat rate is calculated very generously and should also be sufficient for possible visa expenses. Some expenses might need to be spent additionally, e. g. general travel insurance, travel costs beyond the stated budget, accommodation needed for quarantine, and additional per diem spending.

My travel costs are funded. What does that include?

After you registered via the registration mask, we will inform you of the budget we can provide for your travels. This money is intended for all transportation costs directly related to the conference. We advise you to book travel cancellation insurance, as you will only be reimbursed for your travel expenditures after attending the conference.

My travel costs are funded. What is the procedure?

Before it is time for you to make any bookings, we will contractually arrange that your expenses will be covered. However, we ask you to advance the travel costs at the time of booking. More detailed information about the procedure will be announced in March. Please keep all invoices related to your conference-related expenditures.

I need I need flight tickets for the visa application, but I will need an advancement of the travel costs to buy them. What is the procedure to get it?

Due to administrative barriers, we are unfortunately unable to make an advance payment for travel support. We hope that you can advance or borrow the money. We have really done our best to change this and hope for your understanding.

My accommodation costs are funded. What does that include?

Funding for accommodation covers the cost for a room at Seezeit-Resort, as well as full board on the days of attendance. Any additional accommodation before or after the conference or any extra per diem costs during the conference are not funded.

Does accommodation cost funding include accommodation in case I have to quarantine upon arrival?

Unfortunately, this cost is not covered, due to the limited budget of the conference.

Will pre-travel PCR tests needed for travelling to and from the conference be funded?

The total sum for the travel allowance is calculated generously and should be sufficient to pay for basic hygiene measures that may be necessary. If you need a PCR test to leave Germany, we will try to get a quota for tests is available at the end of the conference. We will exchange on the prospective needs in April, as the Corona regulations will certainly change again by then.

Covid-19: Where can I find up to date information on travel regulations for Germany?

Current information on the entry regulations is provided on the German department of health's official website. A list of vaccines accepted under German law is provided here (see tables towards the middle).

Bookings

Who will book the flights?

You will book all necessary transportation yourself. Please keep all related receipts, as they might be needed for funding purposes. For more information on the procedure of travel cost funding, please see the respective questions in the sections above.

Is it possible to book open-jaw flights?

As you are booking your flights, you are free to book them as needed. We recommend booking the cheapest flight, because then there might still enough left over from the lump sum to pay other costs.

How do I get from the airport to the conference venue in Schorfheide?

After arriving at Berlin or Frankfurt airport, you can take a train to Eberswalde. We will arrange for a shuttle service from Eberswalde to the conference venue in Schorfheide. More detailed information on this will be given closer to the event.

Presentations

How long will my presentation be?

You presentation will probably be about 20 minutes. We will announce the overall specifications before March 14^th. 

Which format is required for the presentations?

We are currently preparing PowerPoint slide templates and guiding questions to be used for the presentations during the conference. These will be sent to you by March 14^th.

Am I to submit a paper on the topic of my presentation?

A traditional paper will not be needed. However, we will ask you to prepare an extended abstract of about one page, using the guiding questions provided to you by March 14^th. This will be needed for processing the conference results.

Other

I have a question that was answered in this section. What can I do?

Please contact us at research-conference@hnee.de. We are glad to help with further information and expand the FAQ section of this website.

Disclaimer

All information in this Frequently Asked Question section is carefully prepared. However, in case of doubt, the agreement signed by both parties is the legally binding reference. The agreement will be sent to you in March.