After your event

Once your event has finished, there are some important steps that can ensure that your event ends in a professional and responsible manner, and that you leave a positive impression with both participants and SDU:

Tidying up and vacating rooms

Make sure that all rooms are left in the same condition as they were found. This includes removing waste, clearing tables and chairs, and ensuring that all equipment is turned off and stowed away. Flowers and other decorations used during the event must be removed. Consider donating the flowers to local institutions or taking them to your own unit.

Return of borrowed equipment

All equipment borrowed from SDU or external suppliers must be returned in good condition to the same location from which it was collected and within the agreed timeframe. If you are responsible for setting up and dismantling the equipment yourself, you must make sure that, for instance, tables and chairs are cleaned before they are put back on trolleys, that poster boards are emptied of posters and drawing pins, etc. Notify the department or supplier from whom you have borrowed the equipment if something has broken along the way.

Storage of own materials and equipment

Make sure that all materials and equipment that need to be stored for future events are properly packed and labelled. If you need storage space for these items, read more about the options for storage space on the Logistics Department’s webpage (link) (in Danish only).

Settlement and payment

Make sure that all bills and invoices from your event are paid on time. This includes payment for catering, extra cleaning, external suppliers, etc. Review all expenses and make sure they align with the agreed-upon prices and services.

Internal evaluation of the event

Conduct an evaluation with your team to discuss what went well, workload, collaboration, challenges, and what could be improved for future events. Document feedback and learning points so they can be used to optimise future events and workflows.

Follow-up with sponsors and partners

Send an email thanking sponsors and collaborators, and make sure to share any relevant findings or feedback from the event. Discuss opportunities for future collaboration and possible improvements.