On this page, you can read more about:
- What Technical Services can help with when organising events.
- Which rules apply to different types of events.
- Points to consider when organising events.
What can Technical Services help with?
In connection with the organisation of events at SDU's campuses, Technical Services can assist with the following:
- Consultancy and planning.
- Regulatory approval.
- Booking of rooms/areas.
- Establishing temporary electrical installations.
- Loan of standard equipment; tables, chairs, whiteboard, partitions, etc.
- Set-up/take-down.
- Cleaning.
Ordering catering is not a service that Technical Services provides. Please refer to the canteen instead.
Technical Services does not lend audiovisual (AV) equipment, such as a projector, microphone and lectern. Please refer to SDU IT instead.
Types of events
Depending on the type of event to be organised, different rules apply:
An SDU event always has an SDU employee as the responsible organiser. It is the responsibility of the SDU employee to ensure that rules for loans and rentals are observed.
If your department needs a room to organise a Christmas party or summer party, for example, you can also borrow a room for this purpose. A deposit is always required for these purposes.
We do NOT lend rooms for private parties or private purposes.
For safety reasons, Technical Services must always be informed via 8888@sdu.dk for conferences and events with more than 150 participants.
An external event is an event with which no SDU employee is associated.
Rental is subject to commercial terms which take into account the avoidance of distortion of competition between established meeting and conference providers. SDU cannot make resources available for external events free of charge.
To rent a room, please contact Technical Services at 8888@sdu.dk Rental of rooms at SDU is subject to availability, as per the rules for loans and rentals.
In addition to the rental fee, the organiser must pay for the setting up/re-establishing of rooms/areas and, to the extent that SDU deems it necessary, must pay for attendant supervision during the event.
A joint venture event is a collaboration between an SDU unit and one or more external partners. The parties jointly contribute to the event and share both expenses and income.
Expenses can typically be divided in such a way that SDU provides knowledge workers, premises and fixed AV equipment. The external partner covers the actual costs for e.g. attendant assistance, cleaning and any equipment ordered externally.
Joint venture partnerships can be formed for both a specific one-off joint project and a recurring partnership.
A joint venture event always has an SDU employee as the responsible organiser. It is the responsibility of the SDU employee to ensure that rules for loans and rentals are observed.
Technical Services must always be informed about an event and must participate in meetings regarding logistics and security.
If you are a student or a student organisation and need a room to host a party or social event, please send an email to 8888@sdu.dk.
If you are organising a conference or event that is not categorised as a party or social event, please refer to the information on joint ventures.
Points of attention
It is the organiser's responsibility to ensure that the rules for borrowing and renting SDU's premises are observed.