General information for young researchers
The most important information on participating in the Heidelberg Laureate Forum is listed below. Any modifications and amendments to the FAQ will be published on this website. Therefore, we invite you to visit this site regularly for updates.
If you cannot find the information you are looking for, please feel free to send your query to: firstname.lastname@example.org
Who can apply?
Students of mathematics and computer science (or closely related fields) at the following levels:
- Undergraduate/Pre-Master: If you are enrolled in your studies (i.e. Bachelor’s or Master’s) and do not yet hold a Master’s degree.
- Graduate PhD: If you are enrolled in a program and working towards a PhD.
- Postdoc: If you have earned a PhD within the past 5 years. It is not required for you to hold a classic postdoctoral position. For example, if you work in the private sector or as an Assistant Professor, you may also apply. (If you received your PhD more than 5 years ago, you unfortunately do not fulfill the requirements to apply)
Please note: If your academic status changes between the submission of your application and the date of the HLF, the status at the point of submission will be the status that is recognized.
A young researcher can participate in the Heidelberg Laureate Forum only once at each academic level.
Where and when to apply?
Application phase for the 11th HLF 2024: November 9, 2023, until February 9, 2024 at 11:59 p.m. Berlin time (CET / UTC+1).
What do you need to apply?
- Motivational statement
- Letter of recommendation
- Awards or other scientific achievements (if any).
- Graduate PhDs and postdocs further require a short summary of their thesis topic, transcripts and publications (if any).
Please note: The official language of the Heidelberg Laureate Forum (HLF) is English. All documents must include copies of your diplomas in the original language as well as English translations of them.
Timeline and selection process
- Application phase: November 9, 2023 – February 9, 2024 at 11:59 p.m. Berlin time (CET / UTC+1)
- Reviewing phase: Mid February – mid April, 2024
- Acceptance/rejection notification: End of April, 2024
- Registration phase: Begins once you receive your acceptance notification
- Travel grants: Accepted young researchers can apply for a travel grant once the registration phase starts.
Selection process: The Heidelberg Laureate Forum Foundation is not involved in the selection of the participating young researchers.
Reviewers are appointed by the award-granting institutions: The Association for Computing Machinery (ACM), the Norwegian Academy of Science and Letters (DNVA) and the International Mathematical Union (IMU). The members of the reviewing panel are located all over the world and are thus able to accurately evaluate applications from a variety of disciplines, backgrounds and institutions.
All successfully submitted applications, including nominations and recommendations, are treated equally. Each application is reviewed and rated by at least three reviewers. The average rating is calculated and the top 100 in each discipline are invited to attend the HLF.
Do I need a visa?
To verify whether or not you need a visa to enter Germany/the EU (Schengen countries), consult the following link:
- To support your visa application, the HLFF will provide you with a visa invitation letter, travel health insurance and hotel confirmation letter after you have completed your online registration for the HLF.
- We will upload your official documents to your online profile. The documents in their digital form have been approved by the German Federal Foreign Office (Auswärtiges Amt). Print them and take them with you to your appointment.
- Make a visa appointment as soon as you have submitted your online registration. Do not wait until you have all of your visa documents from the HLFF to make an appointment! Experience has proven that there are long waiting periods for visa appointments and general processing.
Travel costs are not automatically covered by the HLFF.
- Please apply for travel funding with your current affiliation (university, research lab, company, etc.) and national funding agency (when applicable) first.
- If you cannot get travel funding from your current affiliation or national funding agency, you can apply for an HLFF travel grant to cover your travel costs. Uploading a letter of rejection to the travel grant application is mandatory.
- The HLFF travel grant reimburses travel and visa costs incurred as part of your trip to and from the HLF (excluding food/meals).
- Young researchers selected to attend the HLF can submit a travel grant application (in the registration tool) once the registration phase has begun.
Your trip to Heidelberg
You are responsible for organizing your trip to and from Heidelberg yourself.
- Arrival in Heidelberg / Mandatory on-site registration: Saturday September 21, 2024 from 10:00 a.m. until 6:00 p.m.
- Departure: Saturday, September 28, 2024.
- If flying to Germany, please fly to Frankfurt am Main International Airport (FRA).
- The HLFF will organize shuttle bus transfers for all participants from Frankfurt am Main International Airport (FRA) to Heidelberg on September 21, 2024 and back on September 28, 2024
- All other transfer needs (including alternative travel dates/locations/etc.) have to be organized and paid for by yourself. Transfer options are by train (https://www.bahn.com/en) or shuttle service (https://www.tls-heidelberg.de/en/)
Hotel accommodation and meals
The Heidelberg Laureate Forum Foundation (HLFF) will book and cover the costs for a single hotel accommodation (including breakfast)from September 21 to September 28, 2024.
- Each invited young researcher will have their own hotel room.
- Hotels are within walking distance of the HLF venue (max. 15 minutes).
- Check-in is generally possible after 3:00 p.m. on the arrival day. All hotels allow you to store your luggage at the hotel if you arrive early.
- All additional costs for extras, such as double room surcharges (for an accompanying person), telephone calls, room service, mini-bar, etc., will be at your own expense.
The HLFF will also provide meals throughout the HLF week.
- Breakfast will be at the hotel.
- Lunches, dinners and coffee breaks with snacks will be at the HLF venue.
- On departure day, only breakfast will be provided.
- The HLF takes place at the New University building (including the mandatory registration on September 21)
Transfers will be arranged to take all participants to the evening locations.
Accompanying persons are not permitted to attend any HLF scientific or social program points including dinners.
- If you bring an accompanying person, the extra cost for a double room is at your own expense (between €20 and €50 per day).
- Travel costs for accompanying persons are also at your own expense.
- Meals for accompanying persons are not covered by the HLFF.