Speakers: Lisa Weimar, Anne Gras, Patrik Geloneck

What is behind a BuFaK?

• Federal Conference of Student and Faculty Representatives of Economics and Management Sciences
• all WiWi student bodies are represented here
• Every semester a BuFaK takes place for exchange, changing organisers

Tasks of a BuFak

• nationwide representation of interests
• Networking of the student bodies
• Exchange of knowledge and best-practice approaches

Rules and obligations of an organising student body

What is the organising student body responsible for?

• Programme content
• Informing participants about the programme, meeting points,...
• Settlement with the participating student bodies and the association
• Council contributions so that it can work
• "Fun programme" around the BuFaK
  • Voluntary evening programme, which is not obligatory and is not officially part of the BuFaK
• Compliance with the university charter

What is the organising student body not responsible for?

• Contents of the plenary sessions
  • Question about this: Confetti tool is always used? → Yes!
• University charter

Various rights and obligations relating to the BuFaK

• Contents at wiki.bufak-wiwi.org/index.hp/Grundordnung
• additional information:
  • In general, each BuFak provides another WiKi, otherwise just take another look at the WiKi from Göttingen here
  • the departments can be either strict (one person only responsible for one department) or (e.g. in Göttingen like this) or mixed (people in several departments, e.g. in Oldenburg like this)
  • The BMBF as a ministry pays per participant per workshop, so if participants are not present at their workshops, there is no money (therefore penalties for non-participation)
  • Confetti clause: Each participant is responsible for cleaning up their own mess
  • Pull-up clause: Each participant is responsible for any damage they cause

Which groups are involved?

• The groups
  • Participants, usually 3 per student body
• Lecturers
• Alumni
• Council
• Association
• There may be costs for the workshop speakers
• Which structures can be utilised?
  • BuFaK WiWi
  • Former organisers
  • help e.g. with BMBF proposals, knowledge transfer
  • association
  • Financial support if necessary (if a student body does not receive BMBF funding)
  • Council
  • Plenum, organiser support, social media, Twitch, confetti tool (general terms and conditions can also be deposited here, which must be confirmed by the participants when registering - remember to write and submit them)
  • Mailing list, which must also be used for the invitation
  • Content orientation
  • Please focus on the workshops and ensure that participants learn something new at a BuFaK and take things home with them
  • Basic/Advanced
  • Involve the university, perhaps it can also provide speakers who are experts in their field
  • It is possible to view the workshops that have taken place on the websites of former organisers and get inspiration for your own BuFaK.
• give some additional thought: How many workshops do I need, how many slots do I have?
  • Tips: max. 20 participants per workshop, rather 10-15
  • Look for different topics for the workshops

How does a Bufak work - schedule

• 12 hours of content work are mandatory according to the university charter
• open barcamps / room hours
  • actually no mandatory slots, an offer of free rooms etc. where, for example, work can be done on open position papers (simply give people another opportunity to work on things)
• 24-hour buffet
  • is not a must, but has become established in recent years
    • Recommendation: Don't book breakfast in the accommodation, participants don't really use it from the second day onwards anyway and it's too expensive for that
• Enquire about allergens when registering
• Offer vegetarian & vegan alternatives
• No recommendation to cook for yourself, it may simply not work as well and waste too many resources
• Breakfast, lunch and dinner
• Breaks before the evening programme
  • the person who leaves dinner last should also have at least 30 minutes in the accommodation before the evening programme begins
• Plan travelling times
  • Principle: How long would it take a first-year student to get from A to B, not an experienced student?
• the final plenary session always takes longer than planned, plan a buffer
  • Anne's tip: student bodies often book their trains too early, so include a sufficient buffer in the schedule
  • A quorum must be maintained until the end
• Student bodies are always late, plan for this when registering

Miscellaneous

• Food & alcohol must be suitable apart from the plenary content to make it a good BuFaK - nevertheless, focus on the content
• Evening programme: financed by the ribbons that can be sold. this must not be used to pay for the day's programme
  • Example costs: 10-15 euros per band
• Play games to get to know each other in the group phases
  • A good mix is important, according to cities and BuFak experience
• Theme parties have proved their worth
• Have approx. 40 helpers, divide by teamer and helper

Communication around the conference

• Safe the date
• Invitation
• Registration deadline
• Sending invoices
• Reminder
• Admission of latecomers
• Submit workshop
• Reminder
• Register workshop
• Reminder
• Information about travelling, departure, first-year and professional workshops
• Reminder Entry of travel times and Immabescheinigung in Konfetti
• Final notes, packing list, costs evening programme, newsletter / broadcast

Questions

• How do you convince helpers to be helpers?
  • Offer a helper party
  • People from your own (extended) ranks are easier to convince
• How much funding is available from the Ministry?
  • Maximum 32,000 euros