Speaker's Vademecum

CONTACTS:
OATs seminar organizers: Gabriele Cescutti (Questo indirizzo email è protetto dagli spambots. È necessario abilitare JavaScript per vederlo.), Alex Saro (Questo indirizzo email è protetto dagli spambots. È necessario abilitare JavaScript per vederlo.), Veronica Strazzullo (Questo indirizzo email è protetto dagli spambots. È necessario abilitare JavaScript per vederlo.)
Logistics (travel, accommodation): Gabriella Schiulaz  (Questo indirizzo email è protetto dagli spambots. È necessario abilitare JavaScript per vederlo.)
 
You will be welcomed at the observatory by your host, who will take care of the schedule of your visit. Please include all relevant contacts (seminar organizers, secretariat and your host) in communications concerning your seminar and your visit. 
 
TRAVEL and LOGISTICS:
The observatory will cover or reimburse the expenses for your travel (flight, train, public transport), your stay (typically 1-2 nights) and meals (3/day including breakfast), according to the following regulations.
Generally, the observatory will take care of booking and directly paying for your accommodation at our partner hotel (L'Albero Nascosto, 5' walk to Piazza Unità, 8' walk to the observatory) and for your flights (economy only) and/or trains (but see note below for INAF employees and associates).
If flying to Trieste, the most convenient airports are typically either Trieste (Ronchi dei Legionari, TRS) or often Venezia Marco Polo (VCE). Trieste airport is connected to Trieste (downtown, central station) by train (~30'), bus (~50') or taxi. From Venezia (VCE), the easiest way to reach Trieste is by Flixbus bus (~2h, two direct connections per day) or by shared shuttle GoOpti .
 
Booking flights/trains and/or hotel on your own is possible but please contact our administration (Gabriella Schiulaz, Questo indirizzo email è protetto dagli spambots. È necessario abilitare JavaScript per vederlo.) before booking to verify that your selected travel/hotel options can be reimbursed according to current regulations.
Other local public transport and taxi transfers (e.g. in Trieste and at your departure location) shall be organized by yourself and will be reimbursed by the observatory. Please note that taxi expenses will be reimbursed only up to a maximum of 100 euro. Expenses for the use of private car (mileage rate/fuel as well as parking costs, tolls, etc.) cannot be reimbursed in any form
 
Meals and any of the above-mentioned reimbursable expenses anticipated by you will be reimbursed upon presentation of the original receipts (make sure you keep them all!). Please note that meals taken outside of the town of Trieste cannot be reimbursed, with the exception of meals taken while traveling to/from Trieste on the first and last day of your trip.
 At your arrival you will be given the reimbursement form to record your expenses and attach the receipts. You will also be asked for your bank account details and ID/passport number (and Fiscal Code as applicable) to allow for the appropriate money transfer.
 
Important note for speakers from INAF institutes - both INAF employees and associates ("associati INAF"):
Speakers from (or associated with) any INAF institute will be subject to the INAF mission regulation (incarico missione dipendenti altri osservatori per OATS). They need to access Z-Travel (from the  "Servizi INAF" portal) and fill in the relevant form ("richiesta di missione") specifying: Travel policy: your choice between "Italia piè di lista" or "forfait pasti" (please ask us if you are not sure of what this means and of the related regulations); Responsabile fondi: Fabrizio Fiore; Struttura/ufficio: OA Trieste - Castello Basevi; Lista progetti: select "da definire" and write in the notes: 1.05.01.18.05 "Convenzione con Università di Trieste".
INAF speakers need to pay for their travel and accommodation and will then be reimbursed by OATS (the observatory can still help with reservations at our partner hotel). Original receipts will be stored at the observatory of origin.
 
SEMINAR:
Seminars are held in hybrid format, in the Library seminar room at Castello Basevi and streamed via Google Meet, usually on Wednesdays at 11:30AM. The total duration of the seminar is one hour, including ~45' for the talk and the remaining time for questions and discussion. You can present from the local computer (pdf or PowerPoint presentation, no Keynote) or from your laptop, as preferred. WIFI is available via eduroam (if you can't use eduroam, please contact us a few days in advance).