Events including meals
STADS is up and running
STADS is once again up and running, and you can register for spring classes and exams. The registration deadline is Thursday 7 November at 23.59.
Student-organised activities play an important role in creating a good study environment. Aarhus University supports these events by making rooms available and providing operational advice and support.
Events including meals
When can the event be held?
Events including meals can be held any day of the week until 22:00.
What do we mean by 'Events including meals'?
Events including meals cover organised refreshments/dinners. Therefore, events where the participants bring their own packed lunch and/or snacks are considered to be an event without meals.
What to we mean by alcohol-free?
These events are alcohol free. It is okay to enjoy a glass of champagne or one beer if it's a natural part of the event.
If your event includes a bigger amount of alcohol, it must be held on a friday night. Please find more information here.
Where can I hold my event?
- Events including meals may not be held in classrooms. Such events can be held in:
Aarhus: The cafeteria in building 1482, study areas or the lunchrooms located at the schools.
Emdrup: Building 7220, room D170, Baren or the Main Hall.
- List of study areas (please note that between 8:00 and 16:00, study areas are used as reading rooms and can therefore only be booked for other activities after 16:00).
How do I book a room?
Booking a room
If you wish to hold an event in a study area or a cafeteria, you must contact Arts Building Services at artsbyg@au.dk.
Agreement for borrowing rooms
To hold an event that includes meals (packed lunches and snacks excluded), you need an agreement for borrowing rooms. Such agreements must be approved and signed by Arts Building Services and your local host department representative. Find the form on the right side of this page.
Important information for event organisers
Acces to the building
Any changes in access to specific doors must be arranged with your local Building Operations and Maintenance Office.
Licences and permissions
The event organiser is responsible for obtaining the necessary licences from the authorities (for instance a licence to handle food or a licence for noise control at outdoor events). The event organiser must also pay any expenses connected with planning and carrying out the event (for instance the Danish KODA fee).
Cleaning
The room must be tidied and cleaned and waste must be disposed of immediately after the party. The room and surrounding common areas, toilets and outdoor areas must be ready for normal use the following morning at 7.00 am.
Reporting to Arts Building Services
Event organisers must report to Arts Building Services via email (artsbyg@au.dk) if any unusual events occur, for instance:
- personal injuries/accidents
- the need for an ambulance
- damage to buildings or equipment
- visits by the authorities or the need to summon the authorities
Reports must be submitted immediately after the end of the event.
Can I get help with practical preparations?
Readjustment of the room
As a general rule, the organisers must set up the tables and chairs they need themselves. Please contact your local Building Operations and Maintenance Office if you need any help. The event organisers must ensure that emergency exits are never blocked. Please note the instructions for the standard layout of rooms when replacing furniture.
IT
If you need any IT/AV equipment, please contact Arts IT.