FAQs

For all events with a total budget exceeding EUR 5,000, a DP (customer) internal order number must be created. 

You can find further information on the third-party funding website.

Please note: A DP (customer) internal order number can only be created if the University of Vienna is the official event organiser.

Another institution is the event organiser: In this case, you have to consult the Accounting and Finance service unit to clarify whether another account can/must be created.

If the Conference Services team is commissioned with attendee management, it creates an ET (revenue) account for the administration of the participation fees.

If you have already created a DP internal order number, please send it to your conference coordinator as soon as you receive it.

According to the Accounting and Finance service unit, the Conference Services (i.e. 2 members of the Conference Services team) must have read-only access to your DP internal order number if Conference Services is commissioned with the administration of participation fees.

This is necessary so that the payments of the participation fees is allocated directly to your DP internal order number and the Conference Services can check the payments of the participation fees. The payments can be booked to the registration orders in the system. This way, receipts of payment can be sent to the attendees afterwards.

Unfortunately, it is not possible to credit payments with credit cards directly to your DP internal order number due to technical reasons. In this case, we coordinate a monthly transfer posting.

If you would like to grant read-only access, please complete both FIN02 forms below and send them to Accounting and Finance. The contact details of the responsible Conference Services employees are already completed automatically:

• Margarethe Jurenitsch (margarethe.jurenitsch@univie.ac.at)
• Alexandra Wassipaul (alexandra.wassipaul@univie.ac.at) 

Please upload the forms on the Service Desk.

This step is only for read-only access. For invoice verification, the Conference and Event Management service unit does not have to be listed. If you indicate that Conference and Event Management is involved, Accounting and Finance always defines a Conference Services employee as a backup invoice approver. However, as all sales invoices are settled from your DP internal order number, please define an invoice approver from your own team.

Forms
FIN_02_AW
FIN_02_MJ

Grants/scholarships for your event’s attendees are disbursed by the Accounting and Finance service unit. Please contact your contact person (accounts payable accounting) in advance to clarify the framework conditions.

Accounting and Finance is also responsible for expense payments for academics (guest lectures) who are NOT employed with the University of Vienna (FIN/K2 form). PLEASE NOTE – Expense payments are only made by bank transfer based on original receipts.

In case of enquiries, please refer to the Accounting and Finance service unit.

It might be necessary to settle participation fees via internal activity allocation with a cost centre or internal order number.

In this case, an internal activity allocation has to be made via your event’s project account (see DP (customer) account).

In this case, please forward the participation fee invoice to the person responsible for the DP (customer) internal order number who will then prepare an internal activity allocation. (You can find further information and the form (FIN/G3) on the intranet under internal settlement).
Please forward the completed FIN/G3 form to Accounting and Finance. They will take care of the transfer posting. To allow for a better visibility of the booking in SAP, please also enter the ET (revenue account)/DP (customer account) from which the sum is paid as additional information.

In case of enquiries, please refer to the Accounting and Finance service unit.

We invite you to “go green” and have your meeting or event certified under the Austrian Ecolabel for Green Meetings and Green Events.
As an Ecolabel licensee, we are happy to support you in organising a Green Meeting or Green Event at the University of Vienna.

The Conference and Event Management service unit at the University of Vienna has been an Ecolabel licensee for certifying green meetings since September 2015. It certified several events in the previous years.

If you are interested in certifying your event, please contact congress@univie.ac.at.

If you intend to hold a Green Meeting/Green Event, external communication from the very beginning is especially crucial. Our staff responsible for Green Meetings are happy to give advice in a personal meeting.

Please note that only certain venues can be certified.

Please find further information about Green Meetings and Green Events here.

Certified venues

More and more locations of the University of Vienna are certified according to the criteria of the Austrian Ecolabel.

The following locations or rooms are already certified:

• Main Building of the University of Vienna
• Campus of the University of Vienna (except for the Old Chapel (Alte Kapelle))
• Sky Lounge, Oskar-Morgenstern-Platz (OMP)
• University of Vienna Biology Building (UBB)

The Oskar-Morgenstern-Platz 1 location of the University of Vienna is a certified Green Building.

An event does not need to be a certified Green Event or Green Meeting to be sustainable. Also without a certification, you can contribute to environmental protection in some areas.

Following the list of criteria for UZ62 Green Meetings and Green Events, prepared by the Federal Ministry of Agriculture, Regions and Tourism in cooperation with the Austrian Consumers’ Association, we would like to emphasise the most important points when planning and implementing an event. We offer a guideline helping you to make your event as sustainable as possible.

The Conference Services team of the Conference and Event Management service unit at the University of Vienna is happy to help in case of enquiries and provides advice about suppliers producing in an environmentally friendly and sustainable way.

We offer the following services for online-only events:

• Attendee management
• Abstract management
• Website maintenance

We offer the following services for hybrid events:

• Attendee management
• Abstract management
• Website maintenance
• Conference materials (for attendees/speakers, etc. on site)
• Hotel room reservations (for attendees/speakers, etc. on site)
• AUA cooperation (for attendees/speakers, etc. on site)

Please also note our questions and answers derived from practice (in German) regarding online events and hybrid events.

For questions regarding rooms and technical equipment for online or hybrid events, please contact the Venue Management.

To avoid frustration and financial loss, we recommend that attendees conclude a conference cancellation insurance with the Europäische Reiseversicherung (European travel insurance) company.

Please find additional information here.

Is the Conference Services team responsible for attendee management and/or hotel room reservations for your event?
Information about the European travel insurance is included in the registration and hotel booking confirmations.

From the Vienna University Computer Centre (ZID), you can request a service e-mail address for employees of the University of Vienna.

Under layout (in German), you can request a conference website (univie.ac.at) if you are an employee of the University of Vienna.
We are also happy to help you request your website.

For conference websites, please enter in the field “Weitere Anmerkungen” (further comments) “Kongresstemplate”.
Here, you can also note if the website should be put online immediately. In this case, it can be found immediately on the web, also without any content from our side.

For your desired domain, you have two options:

• Free of charge: The URL of a TYPO3 page ends on .univie.ac.at. You can freely select what comes before that.
  For example: http://nursingethics.univie.ac.at
• Fee-based: Upon request, we register any domain name in cooperation with the Vienna University Computer Center (ZID).
  For example: https://www.ecm2019.org 

The ZID can only provide services for such domains (web space, TYPO3, e-mail, etc.) if the ZID is in charge of administrative and technical management of the domain. In this case, the domain automatically receives an SSL certificate and you can only access the websites via .

When selecting a domain, please consider the following:

• The URL should be descriptive.
  For example: “nursingethics” is better than “ne2019”.
• Avoid URLs that are too long.
  For example: “nursingethics” is better than “conference-on-theoretical-and-applied-nursing-ethics”.
• Special characters, spacing characters and umlaut characters are not permitted. Hyphens are allowed.
• Please use lower-case characters only.

For more information, please go to the Conference website.