FAQ
If you commission the Congress Services team, it is important to clarify some questions:
- Who is the official organiser?
Please note that there must be only one organiser (organising institution). This refers to the organiser who is left with any profit or loss once the event accounts have been settled, and acts as the organiser in dealings with external parties.
If there is more than one organiser, a non-trading partnership (Gesellschaft bürgerlichen Rechts) will be established.
All other actors involved may only act as as 'supporters', 'academic cooperation partners' or 'sponsors'.
Furthermore, the organiser is also the invoice recipient. Also, liability rests with the organiser. - Is there a major event taking place in the same city on the desired date?
We recommend checking whether any other major event is taking place in Vienna at the same time. If this is the case, your participants might face difficulties in booking hotel rooms or may even attend the other event.
The Vienna Convention Bureau provides an online list of all registered events taking place in the City of Vienna. - Do I have to book event rooms via the Venue Management of the Conference and Event Management service unit at the University of Vienna?
If you need rooms at the University of Vienna, you first have to clarify if you have to book them via the Venue Management of the Conference and Event Management service unit. - Which services offered by the Congress Services team do you need?
The Congress Services team offers various services, ranging from participant management, website maintenance to abstract handling and accommodation arrangements. You can find an overview of all services on our website.
To send a request, please use our web form.
PLEASE NOTE: Once you have finalised all relevant details, please allow approximately 14 days for developing and testing the online abstract submission, registration and hotel reservation.
- Do I need a DP (customer) internal order number? / Do I already have a DP internal order number?
An answer to whether or not you need a DP (customer) internal order number and how to request such a number, can be found under the section “internal order read-only access (project account)”. - Which types of participation fees are managed by the Congress Services team?
Provided that the University of Vienna is the sole organiser, participants may be charged with participation fees without VAT for the (academic) event.
You can include social programme activities which are free of charge in the registration form. Under social programme, you can find important information about what to consider for fee-based social programme activities. - Have you already signed and sent back the quotation you received from us?
After you have specified the required conference services, you receive a quotation. Please check the quotation carefully and send the signed quotation back to officially commission the Congress Services team.
After clarifying all these questions with your conference coordinator, they will contact you to clarify the next steps.
When do I need a DP (customer) internal order number?
For all events with a total budget exceeding EUR 5,000.00, a DP internal order number (project account) must be created.
You can find further information on the External funding support services page.
PLEASE NOTE: A DP internal order number can only be created in cases in which the University of Vienna is the official organiser of the event (i.e. profit and loss remain with the University of Vienna and the University presents itself as the organiser in external communications). First, please check whether the University of Vienna is the official organiser before requesting a DP internal order number.
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 or must be created.
If the Congress Services team is commissioned with participant management, it creates an ET (revenue) account for the administration of the participation fees. In this case, it is not necessary to request a DP internal order number.
The internal order number allows you to settle expenses already before receipt of the first payments.
Vienna Meeting Fund 2025-2028
The Vienna Meeting Fund 2025–2028 has been available since 2025.
The Vienna Meeting Fund 2025–2028 has been available since 2025.
The City of Vienna supports organisers of conferences and company events by means of the Vienna Meeting Fund 2025-2028.
The Vienna Meeting Fund 2025–2028 provides funding for international events lasting several days (with programme items taking place on at least two consecutive event days) that take place between 1 January 2025 and 1 December 2028. Funding is only available for international events with a subject-specific programme that take place in the eight months of January, February, March, April, July, August, November and December. International events within the meaning of the Funding Guidelines of the Vienna Meeting Fund 2025-2028 are gatherings of predominantly international participants (at least 50 % of the participants on site have travelled from abroad) to exchange professional information.
After the submission and formal evaluation of all submitted documents, applications are processed on a first-come, first-served basis. You can submit an application no earlier than 5 years before the actual event date.
The Conference and Event Management service unit can provide a de minimis declaration (required for invoicing and settlement) from the University of Vienna. If you need such a declaration, please send your enquiry to
Please note:
- As part of all marketing measures in connection with the subsidised event, the organiser must prominently display the Vienna Tourist Board logo where it makes sense and is thematically consistent.
- According to section 6.1 of the Funding Guidelines, funding is provided only for costs paid to third parties. Internal settlements of services (within the University of Vienna) do not meet these requirements and can therefore not be taken into account as conference expenditure for the purposes of funding from the Vienna Convention Bureau (VCB).
What documents need to be submitted for the settlement of the funding?
The following documents must be submitted for settlement:
- Settlement form
- Invoices and proof of payment in accordance with legal requirements (bank transfer document and/or bank statement):
- Location invoice
- Information regarding events organised by the University of Vienna at one of its university locations: Internal cost allocation documents, provided the event took place on the University of Vienna’s premises. PLEASE NOTE that these costs cannot be taken into account.
- Invoices for other external, event-related services (accommodation, technical equipment, catering, etc.), up to the amount of the provisionally approved funding amount.
- Location invoice
- Participant statistics (number of participants; national or international participants)
- Proof of the ÖkoEvent label or the Green Meeting/Green Event label according to the Austrian Ecolabel for the event for which the application is being submitted (module 2 only).
Please note that costs relating to support staff are not eligible for funding and therefore cannot be settled. The funding amount will be paid after the event, upon submission of all required documents required for settlement.
Please see the FAQs of the Vienna Convention Bureau for further information.
- Internal organiser (University of Vienna): As soon as you have received confirmation of funding from the Vienna Convention Bureau (VCB), please notify the Accounting and Finance service unit of your DP internal order number when you receive the payment. Please then send an invoice specifying the DP internal order number to the VCB. Please note the information about external sales invoices.
For events organised by the University of Vienna as a (*) public research institute, sponsorship invoices are issued without VAT.
(*) Public research institutes (such as the University of Vienna) are public bodies in the exercise of state authority that are not subject to unlimited corporation tax, value added tax and municipal tax.
Please consider advertising tax. Advertising services in print media, on television and radio, and in the field of outdoor advertising (e.g. posters) are subject to advertising tax, if they are provided in Austria in return for payment.
The advertising tax amounts to 5 per cent of the tax base amount. Further information is available on the website of the Austrian Federal Chancellery.