If you need to book a hotel for a guest or need to make dinner reservations in relations to a seminar, a workshop or other event, then you must fill out this Order of Event form. This is also the order for the fly-out.
Once you have filled out the order form, you must send it to: osbec@sam.sdu.dk.
Guideline to fill this form out:
- Name of the Event: fill out the name of the event and state the nature of the event (e.g. seminar or workshop); if this is for a fly-out then you must also specify the group;
- Date & Time: specify the date and time of the event;
- Number of Participants: state the approximate number of participants registered for the event, or if not applicable to the event use the term "N/A";
- Name of Guest: specify the name of the guest, if relevant please also state what university the guest is from;
- Organizer of the Event: specify who is organizing the event, if it is the department then note "Department of Economics";
- Conference Room(s) required: specify the number and size the rooms should be, these are rooms that the secretariat can book at the university, if not needed for the event use the term "N/A" - please indicate whether the rooms have already been booked, or whether you want the secretariat to book them;
- Need for Equipment: if special equipment is required in the rooms or for the event please specify, note that all rooms at SDU are equipped with projectors;
- Hotel for the Guest: if the guest needs a hotel please say so here and specify the check-in date as well as the check-out date (eventually also specify the number of nights);
- Lunch: if lunch is needed please specify the place, date, time and number of participants;
- Dinner: if a dinner reservation should be made please specify at which restaurant (find list of restaurants here), the date and time as well as the number of participants;
- Coffee Breaks: if a coffee break is needed please specify the time and place, if not relevant use the term "N/A";
- Other Refreshments: if any other refreshments must be ordered please specify, if not relevant use the term "N/A";
- Who is Paying?: please specify who is paying - if it is a project please add the project number, if the department is paying then specify who approved it (unless it is an ordinary seminar).
Please note that for special events, the budget must be attached.
For fly-out, feel free to add miscellaneous (additional information or questions).
Restaurant visit
If you are going out for dinner on official business, you can dine at a restaurant from the list (list of restaurants can be found here). The price including drinks and VAT may not exceed 700,- DKK. For admin to make the reservation send the event form to osbec@sam.sdu.dk. This form must be sent 2 weeks before the event.
Who may participate in these dinners and what official business dinner includes:
- Seminars: seminar guest, organizer and 2 faculty members
- Flyouts: flyout guest, Head of Department, Platform Chair and 1 faculty member
- Qualification Exam: supervisor, internal examiner, and external examiner
- Ph.D. defense: supervisor, chairman, and members of the assessment committee
- Mid-term evaluation: supervisor, internal examiner, and external examiner.