Human resources

When planning a larger event at SDU, it is important to clarify who will be responsible for carrying out the various tasks to ensure that sufficient staff resources are available. If your conference spans several days and includes overnight participants, it will typically require more staffing than usual. It may also be necessary to seek help from external parties. All of this must be included in the budget from the start and planned well in advance.

At internal SDU events and Joint Ventures, there must always be an SDU employee present throughout the event as host. As an organiser, it is your responsibility to ensure this. As the organiser responsible for the event, you have overall responsibility for ensuring compliance with the rules governing the borrowing and rental of facilities and equipment when organising events at SDU. We therefore recommend that you or your co-organisers are present during the event to ensure this.

It may be useful to distinguish between different staffing roles. Tasks related to academic planning are very different from those involved in the practical aspects of planning the event. The practical event planning must also identify staffing needs during the actual event, including registration on arrival, ongoing clean-up, directions, registration, etc.

Student assistants

It may be useful to use student assistants for many of the practical tasks during the event.

Ensure that you make clear agreements about who does what and when.

• Prepare a detailed staffing plan for the days of the event.
• It may also be useful to plan a joint briefing session before the event begins.

Volunteers

You can also use volunteers in connection with your event. If you do, you must familiarise yourself with the rules for the use of volunteers at SDU, including that SDU is self-insured. This means that we do not take out insurance policies but are obliged to provide coverage in accordance with the Workers' Compensation Act. Volunteers who perform work for SDU are covered by this legislation, provided that an employment contract has been entered into and the work is carried out under SDU’s instructions.