Service pages
Events and conferences
Learn more about how to organise events and conferences. Here you will find a handbook with guidance on organising events, including an introduction to the external system Conference Manager, financial guidelines, advice and support.
Whether you are a researcher or a member of the administrative staff, the handbook offers the guidance you need to organise professional, well-run events.
A handbook for organising events and conferences
Find useful information in the handbook.
This handbook will help you organise and run your event from start to finish. You will learn about key aspects and find useful advice and tips that can make the process smoother and more effective.
You can browse the handbook by category or search directly within the content.
Alphabetical:
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Categories:
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Conference Manager and Microsoft Forms
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When and how?
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Accommodation and transportation
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Information and marketing
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Canteen and catering
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Rooms, spaces and facilities
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Setups
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Event management
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Programme and academic content
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Safety, fire regulations and permits
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Equipment, loans and purchases
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Finances and resources
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Timeline
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1: Set a date and book rooms
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2: Get your finances in order and set a budget
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3: Plan the programme and book speakers
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4: Send out an invitation and order promotional materials
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5: Plan catering, equipment and set-up
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6: Get the practical arrangements sorted
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7: Track registrations and abstracts
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8: Provide information on transport and directions
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1: Maintain good contact with your participants
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2: Coordinate with suppliers and others
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3: Make sure first aid and emergency procedures are in place
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4: Take photos and post them on SoMe
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1: Clean up
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2: Thank the participants and send out an evaluation survey
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3: Provide reports to management, lecturers or others
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4: Settle the finances and prepare the final accounts
Checklist – what you need to keep track of when planning and organising events and conferences
Are you planning or organising an event or a conference at the University of Southern Denmark? We have put together everything you need in a handy checklist, which you can download and use to make sure nothing gets overlooked.
Use the checklist as your guide from start to finish to ensure your event is a success and runs professionally.