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Hotels and accommodation

Early in the planning process, you need to decide whether the participants must arrange their own accommodation or whether you will make the bookings on their behalf. You also need to decide whether the accommodation costs will be covered by the organiser or by the participants themselves. Once these arrangements have been clarified, you can begin the booking process. 

  • If, as the organiser, you need to book and pay for hotel rooms for the participants, you may choose to handle the bookings yourself, for example, through SKI’s hotel agreement. Bookings are made directly with the hotel by email or telephone. 

    Read more about SKI’s hotel agreement and the booking process

    Please observe the following points:

    • Pre-book the expected number of hotel rooms well in advance – preferably several months ahead – to ensure sufficient capacity is available in the city.
    • Remember to agree with the hotel on a date by which any unbooked rooms will be released automatically if participants have not reserved them. This helps ensure that SDU does not become liable for rooms that have not been cancelled in time.

    The Accommodation Office at Technical Services can also assist with booking hotel rooms in connection with events, conferences, etc. To book hotel rooms in connection with a conference or similar, email hotel@sdu.dk.

    You must state the following in the email, if possible:

    • Name of conference
    • Preferred hotel (list two or three wishes in order of priority)
    • Arrival and departure dates
    • Payment details 
    • Department 
    • EAN no. 
    • Reference (to be stated on the invoice)

    The Accommodation Office will then make sure to book the desired number of rooms. If you wish, they can also help you keep track of the guest list and cancellation deadlines. You are responsible for cancelling any excess rooms, unless otherwise agreed.

    Note: The Accommodation Office is unable to assist with the booking of conference rooms and catering. To book these items, please contact the Procurement Office at udbud@sdu.dk. If you have any questions, please contact hotel@sdu.dk.

  • If you require a hotel in Denmark, you must use one of the hotels included in SKI’s hotel agreement whenever possible. This applies both to individual stays and stays in connection with conferences.

    Learn more about SKI’s hotel agreement and view a complete list of the hotels covered by the agreement.

  • You can choose to let participants book and pay for accommodation themselves.

    To help participants get started, you can provide information about a selection of hotels in different price ranges that are recommended by SDU.

    Make sure participants know that they are responsible for booking and payment, and that they must ensure cancellation in a timely manner.

    Odense: You can also assist participants by, for example, referring to VisitOdense, which provides a useful overview of accommodation options in Odense.


Sidst opdateret: 19.10.2026