SciLifeLab / Research community / SciLifeLab Seminar Series / Spotlight seminars / Instructions Spotlight seminars

Instructions for approved nominations


If your nominated speaker has been accepted by the committee to give a seminar at Spotlight seminars you will be the host for the seminar.

As a host for the seminar series, you will be responsible for booking travel and accommodation and for organizing the speaker’s visit in Stockholm.

SciLifeLab covers the costs for:

  • Travel – flight in economy class + taxi from/to the airport in Sweden. (booked by the host if KTH, if not KTH, contact Isolde Palombo at Operations Office for instructions)
  • Accommodation – two hotel nights* for one person. (booked by the host). NB – Three nights for speakers that give a talk in both Spotlight and in The Svedberg seminars.
  • Social activity – one dinner OR one lunch for 4 persons; max cost for food and beverages 700 SEK/per person. (booked by the host).

    The restaurant must send an invoice to KTH as stated in paragraph Social activity). Do not pay with your credit card or cash. You will need to report the name and affiliation of the persons attending the dinner.
  • Seminar room (booked by SciLifeLab Operations Office)
  • Seminar coffee (booked by SciLifeLab Operations Office)
  • Advertisement – (host and SciLifeLab representative together)
    *Three hotel nights for one person for speakers giving a seminar in both Uppsala and Stockholm

Travel

The host is responsible to book the travel for the speaker. SciLifeLab covers the costs for flight in economy class + taxi from/to the airport in Sweden.

Book the trip, incl. ground transport, using KTH’s travel agency.

The speaker may also book flights via their employer/organisation/university. The speaker’s university/organisation shall send invoice, receipts, tickets, itineraries to the address below:

Kungliga Tekniska högskolan
Fakturaservice
Box 24075
104 50 Stockholm
Referens: ISOLDEP KTHVS

Note that, SciLifeLab can only reimburse organizations, i.e. no private claims will be reimbursed. Reimbursement claims must be made within one year after the seminar.

Hotel

If the speaker needs accommodation due to flight schedules, the host is responsible to book accommodation.

SciLifeLab covers the costs for two (2) hotel-nights, at one of our procured hotels for speakers that have been accepted for the Spotlight seminar.

SciLifeLab covers the costs for three (3) hotel-nights and taxi from/to the other seminar location for speakers that have been accepted to give seminars in both the Spotlight seminars and The Svedberg seminar series,


Procured hotels in Stockholm:

Make sure that the hotel sends directly the invoice to Kungliga Tekniska Högskolan, KTH, Fakturaservice, Ref: ISOLDEP KTHVS, Box 24075, 104 50 Stockholm.

Social activity

The host is responsible to organize the social activities with the speaker in collaboration with the PhD & Postdoc council.

The PhD & Postdoc council will:
·         Offer assistance for the technical set-up during the seminar
·         Host a “meet-the-speaker fika” right after the talk for PhD students and postdocs to meet and discuss in an informal manner
Contact Phd & Postdoc Council Campus Solna phd-council@scilifelab.se as soon as the date of the seminar is settled.

SciLifeLab will cover costs for one dinner or one lunch for max 4 persons (the visiting guest, the host and no more than two additional guests). The restaurant shall send the invoice to Kungliga Tekniska högskolan, Fakturaservice, Ref: ISOLDEP KTHVS, Box 24075, 104 50 Stockholm. NEVER pay with your credit card.

According to the general guidelines for KTH, the maximum cost for food and beverages per person is 700 SEK. After the dinner you shall send names and affiliation of all guests to Isolde Palombo isolde.palombo@scilifelab.se


Note that, SciLifeLab does not allow “tips” on dinners.

Seminar coffee

The SciLifeLab representative from Operations Office will be responsible for ordering coffee (“fika”) to the Meet the speaker session.

Advertisement

The host should announce the seminar to their own network. In addition,
The SciLifeLab seminars- Campus Solna will be announced (1) in the SciLifeLab newsletter, (2) on the SciLifeLab calendar, (3) via a seminar flyer that is spread to Ki-Campus Solna, SU, KTH, BMC, via a seminar flyer that is sent to the host for distribution to their own network (4)


For questions, contact Isolde Palombo isolde.palombo@scilifelab.se

Last updated: 2024-02-23

Content Responsible: Alice Sollazzo(alice.sollazzo@scilifelab.uu.se)