Instructions for approved nominations

If your nominated speaker has been accepted by the committee to give a seminar at the SciLifeLab- seminar series- Campus Solna, you will be the host for the seminar. As a host, you will be responsible for organizing the speaker´s visit.
We kindly ask you to read carefully the following instruction on how to book travel, accommodation, and the social activity.

SciLifeLab covers the costs for:

• Travel – flight in economy class + taxi from/to the airport. (booked by the host)
• Accommodation – two hotel nights for one person. (booked by the host)
• Social activity – one dinner or one lunch for 4 persons; max cost for food and beverages 500 SEK/per person + VAT. (booked by the host).
  IMPORTANT!!! The restaurant shall send an invoice to KTH as stated in paragraph Social activity). Do not pay with your credit card or cash.
• Seminar room (booked by the SciLifeLab representative)
• Seminar coffee (booked by the SciLifeLab representative)
• Advertisement – (host and SciLifeLab representative together)

Travel arrangements

Flight in economy class + taxi from/to the airport

We recommend you to book travel and accommodation for the speaker by doing the following:

1. If you are a KTH employee, book the trip, incl. ground transport, using the KTH travel agency Egencia. Contact customer_service@egencia.se and cc anna.hoglund-rehn@scilifelab.se providing the preferred travel route, dayand time, the guest’s full name that is stated in the passport, date of birth and phone number. Use the reference number KTHGVS ANNAHR.
   
2. If you are a KI or SU employee, book the trip, incl. ground transport, using your university ́s travel agency. After the seminar, your university should send an invoice, including all tickets and receipts to the following address:
   
   Kungliga Tekniska Högskolan
   Fakturaservice
   Ref: KTHGVS ANNAHR
   Box 24075
   Stockholm, Sweden
   
   
3. If the speaker prefers to book flight him/herself, kindly ask the speaker´s university to do so, and send invoice, receipts, tickets, itineraries to:
   
   Kungliga Tekniska Högskolan
   Fakturaservice
   Ref: KTHGVS ANNAHR
   Box 24075
   104 50 Stockholm, Sweden
   

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

In the unfortunate case that, your speaker needs private reimbursement for the travel, the speaker will need to send a SINK request to the Swedish tax agency and to the Nordea bank before the reimbursement can be processed. This can take up to several months to complete. In this unfortunate case, please, contact thesvedberg@scilifelab.uu.se for information on how to proceed.

Hotel

If the speaker needs accommodation due to flight schedules, you may book, max two hotel-nights, at one of our procured hotels:

• Best Western PLUS Time Hotel https://www.timehotel.se/time-hotel.aspx
• Elite Palace Hotel https://www.elite.se/en/hotels/stockholm/palace-hotel/
• Elite Hotel Carolina Tower https://www.elite.se/en/hotels/stockholm/hotel-carolina-tower/

We kindly ask you to make sure that the hotel sends directly the invoice to Kungliga Tekniska Högskolan, KTH, Fakturaservice, Ref: KTHGVS ANNAHR, Box 24075, 104 50 Stockholm. Do not pay with your credit card.

Note that, for speakers that have been accepted to give seminars in both SciLifeLab seminars- Campus Solna and The Svedberg seminar series, SciLifeLab covers up to three (3) hotel-nights.

Social activity

One dinner or one lunch for max 4 persons

SciLifeLab will cover costs for a dinner or lunch with the visiting guest, the host and no more than two additional guests. According to the general guidelines for KTH, the maximum cost for food and beverages per person is 500 SEK + VAT.
Make sure that the restaurant sends the invoice to Kungliga Tekniska högskolan, Fakturaservice, Ref: KTHGVS ANNAHR, Box 24075, 104 50 Stockholm. Do not pay with your credit card.
Kindly note that, SciLifeLab does not allow “tips” on dinners.

In order to process the invoice, we will need names and affiliation of all guests, so please send them to thesvedberg@scilifelab.uu.se

Seminar coffee

The SciLifeLab representative is responsible for ordering coffee to the seminar room.

Advertisement

The SciLifeLab seminars- Campus Solna are announced (1) in the SciLifeLab newsletter, (2) on the SciLifeLab homepage, (3) via a seminar flyer that is spread to Ki-Campus Solna, SU, KTH, BMC, Rudbeck laboratory, EBC, Ångström laboratory and Uppsala University Hospital for distribution to the scientific community and (4) via a seminar flyer that is sent to the host for distribution to his or her own network (5) on KTH, KI and SU calendar.
Kindly note that, the seminars with the highest attendance are those where the host has been active in announcing their seminar within their network.

For questions, contact thesvedberg@scilifelab.uu.se