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Assistance with setting up rooms

Technical Services offers assistance with room setups for events.

TIP: Contact Technical Services well in advance to ensure there is time to review the desired layout and to carry out the task.

Periods when assistance is unavailable

At certain times, Technical Services may be unable to assist with room setups due to a high workload or major events, such as in the days leading up to and following the SDU Annual University Celebration. In these cases, guidance can be provided on how to complete the task yourself or hire an external company to assist. This must be coordinated directly with Technical Services.

Book extra time in the room

You must ensure that sufficient time is booked for setting up and resetting the room. The time needed depends on the scope of the setup and whether it is a busy period. It is a good idea to discuss this with Technical Services before booking the room(s).

TIP: A good rule of thumb is to book the room 2–4 hours before and after the event. The hours must be placed within normal office hours: 7:00–15:30.

Possible costs 

In some cases, assistance with setups from Technical Services will be associated with a cost:

  • Setups in connection with small-scale events within SDU’s daily operations, e.g. graduations, receptions, conferences, etc. 

    In cases where the event is hosted by SDU’s staff or students, we do not request an analysis number.

    If the desired setups are already available elsewhere on Campus, we will refer you to and recommend that these be used to limit unnecessary use of resources and wear and tear on furniture.

  • For setups in connection with larger events, such as Open Day, the Festival of Research and other comparable events, we always request an analysis number.

    For such events, the tasks involved may vary and can be quite extensive, as organisers are responsible for designing the content and determining the services required. 

  • For setups in connection with social events, e.g. Christmas parties, summer parties and other comparable events, we always request an analysis number.

 

TIP: To obtain an estimate of the costs associated with setup and reinstatement, please contact Technical Services at 8888@sdu.dk and provide the event title, date, purpose, venue/area and setup requirements.

Sidst opdateret: 05.11.2026