FAQ

The LMU Congress Center is the interface between science, LMU administration and the local congress industry. We support you in the professional and internationally competitive implementation of congresses. Our service is based on advice, information and organization in the planning and implementation of scientific events. This includes topics such as financial planning, participation management and ePayment, selecting service providers, hotel services, marketing or on-site support. We provide you with checklists or contacts that fit your needs. Feel free to contact us: congresscenter@lmu.de

Organizing an event takes a lot of effort, time, and money. To work as efficiently as possible, it is essential to think about your goal and the target group: Do you want to offer network opportunities for your participants, share knowledge or exchange information? Is there already a similar event? What would you like to do differently? Which speakers would you like to invite, who is your target audience? Keep your guest list as diverse as possible and choose a venue that works best for your goal.

The scope of planning depends on various factors such as the number of participants, speakers or the availability of rooms, hotels or service providers. Therefore plan as early as possible!

If possible, do not plan your event during September to November, during vacation periods, on public holidays, sporting events or other major events. Most venues and hotels will be booked or very expensive.

Start with conceptualizing your goals and the needs of the target group: Is the venue easily accessible? Is the venue apropriate for the target group? Can guests stay overnight nearby? How could the technical and organizational implementation look like on site? Is catering possible at the venue? Please contact us for advise you on suitable rooms: congresscenter@lmu.de

You can reserve rooms at various locations at the LMU:

• Rooms in the main building and on the main campus: Hoersaalservice.Stammgelaende@Verwaltung.Uni-Muenchen.de
• Rooms around Sendlinger Tor: Hoersaalservice.AST@verwaltung.uni-muenchen.de
• Rooms in Großhadern/Martinsried: Hoersaalservice.GH-M@verwaltung.uni-muenchen.de

The use of LMU venues is free for all LMU members. However, as soon as you plan an event with cooperation partners (e.g. another university, association or scientific societies), costs apply. Please contact central lecture hall administration (see contacts above).

The LMU Congress Center has many interesting contacts to location and venue providers in and around Munich. We will be happy to advise you on which room suits you best.

The use of LMU venues is free for all LMU members. However, as soon as you plan an event with cooperation partners (e.g. another university, association or scientific societies), costs apply. Please contact central lecture hall administration (see contacts above).

First of all book your venue at the central lecture hall administration. We can also advise you on the choice of rooms. You can then borrow mobile video conference peripheral sets from technical support. However, since the planning of hybrid events is very time-consuming, we recommend that you seek support from external service providers. We will be happy to advise you and provide you professional contacts!

There are framework agreements between the LMU and various hotels around the main building, in the city center but also near Großhadern or Martinsried. Feel free to contact us if you need assistance with finding and booking a hotel: congresscenter@lmu.de

Whether it's a "Weißwurstfrühstück", a small lunch or a big dinner - we can support you in your search for a suitable caterer and the general conditions at the LMU Munich. The current hospitality guidelines can be found in the service portal.

Please note the current procurement rules. In many cases it is advisable to obtain comparative offers. The Procurement Service Unit, will be happy to help you.

If you need a domain or a forwarding, please contact the domain service.
If you need support with the design of your website (e.g. program tables, integration of sponsors or registration forms) please contact the IT-Service.

I you are expecting more than 50 participants or are planning specific registration conditions, workshops with different groups or evening events, we recommend using the "Xing-Events" platform. Using this platform, registration forms can be designed individually, registrations can be processed easily and participation fees can be monitored. If you do not charge any participation fees, the use of the platform is free of charge. The LMU has a framework agreement and you do not need a XING account. We will be happy to inform you about the conditions!

Are you planning a congress, a symposium or a conference with national or international participation and want to find out about funding opportunities? We would be happy to advise you individually on the selection of a funding program and the application process.

Start financial planning as early as possible. We would be happy to advise you on the preparation of cost calculations. Please note tax law issues and third-party funding aspects:

• The Unit for taxes (Team VII.0.2) advises you on the preparation of invoices and the collection of sales taxes, the granting of input taxes and the handling of foreign invoices. You can also find information on working with sponsors here.
• The Unit for third-party funds (Team VII.5.3) supports you with the financial aspects of raising and processing third-party funds (in particular with the processing of sponsorship contracts) and sets up ordering offices for you if necessary

Working with sponsors can be very useful for the visibility of your event as well as for funding. It is advisable to take a look at your network or at past or comparable events. A draft contract provided by Unit VII.5 can be found in the service portal. In particular, the amount of the sponsorship and the consideration to be provided by the LMU are specified in the sponsorship contract. Such consideration can consist e,g, of pointing out the sponsor in a prominent place or providing a specific area (e.g. industrial exhibition)

If you or your guests need childcare options during an event, we recommend to contact the diversity unit at least two months in advance: diversity@lmu.de. Here you will find all important information and forms for childcare options.

You can borrow equipment such as coffee pots, coffee cups, plates or drinking glasses and carafes from the LMU Congress Center. We can also provide name badges for you to borrow. To do this, fill out our order form and send it to: congresscenter@lmu.de

There are several marketing instruments: you can design your own event homepage, flyers, use social media channels, advertise at other events, use sponsorships or newsletters: Use all communication channels available to you draw the attention to your event.

Evaluations provide you with many valuable tips for organizing future events. We recommend an informal evaluation with your team (organizational aspects, "lessons learned") and an evaluation with the participants. For example, you can use "EvaSys", a useful tool for the automated creation and analysis of evaluations. You can find more about this in the service portal.

Organizing an event takes a lot of effort, time, and money. To work as efficiently as possible, it is essential to think about your goal and the target group: Do you want to offer network opportunities for your participants, share knowledge or exchange information? Is there already a similar event? What would you like to do differently? Which speakers would you like to invite, who is your target audience? Keep your guest list as diverse as possible and choose a venue that works best for your goal.