Organisation of a conference or guest lecture
The LUCL Office can provide practical assistance and advice regarding the organisation of a conference or guest lecture.
It is important to start organising the event well in advance. A time frame of one and a half years for a large conference is by no means too early. A detailed checklist for organising a congress is available upon request at the LUCL Office.
The Institute’s office can help you create a fairly accurate budget and offers practical assistance (see below). This budget should contain a section on the expected revenue of the conference. Most conferences charge a conference fee. Reimbursement of travel expenses for the speakers is not an absolute must.
The board of LUCL decides whether and how much subsidy is granted. In each case this will be decided in the light of the available budget for that particular year.
For applications at the Leiden University Centre for Linguistics, please use the appropriate application form.
Please pay special attention to application deadlines when applying for a Leiden University Fund (LUF) subsidy. LUF processes applications at seven meetings during a year and does not award grants for past activities. Refer to the LUF website.
Should you receive grants from more than one institute, you can ask the Financial Department (FEZ) for a SAP-number specifically for the conference. Also contact the FSSC Servicepoint by telephone (071-5275555) or by email for further financially administrative guidance.
The Institute’s office can offer you a variety of services, including:
creating and sending announcements and invitations
uploading a conference page on the website
booking of venues and organizing the catering
booking of hotel rooms
Contact the LUCL office to discuss services and possibilities.
In case you would like to make arrangements, the following links are relevant.
For rooms and venues in the Witte Singel Doelen complex, check zaalreserveringen (room reservation system).
For party catering services, check information on UFB Catering.
For the copying and printing services (posters, booklets, etc.), refer to the university Copy & print shop.
A list of hotels in Leiden and special arrangements is available at the LUCL Office.
For first aid assistance and reporting of calamities, contact the reception.