Rules for borrowing rooms at Arts

Agreement for borrowing rooms

Agreement for borrowing rooms - when?

When borrowing rooms for events where alcohol and/or meals are served, the event organiser must fill in an agreement for borrowing rooms.
You must have an approved agreement for borrowing rooms when holding events with catering (larger, organized dinner - not packed lunches or snacks).

As a general rule, events where no alcohol and meals are served do not need an agreement for borrowing rooms. But the event organiser should remember that the doors will be locked automatically. If you want one or more doors to stay unlocked after 18:00, please contact the Building Operations and Maintenance Office 14 days before the event:

Responsibility

When event organisers sign agreements for borrowing rooms, they accept responsibility for ensuring that these rooms, their furniture and the surrounding area are borrowed and returned as agreed, that all the furniture has been put back into place, and that the room has been cleaned as agreed.

When filling out the agreement for borrowing rooms, you need to check whether the event requires a temporary permit, music license, permission from the municipality (e.g., in connection with noise in outdoor areas), and similar

What time can events start, and when must they finish?

Parties and Friday bars can only be held on Fridays between 4 PM and 02:00 AM, unless otherwise agreed. Other events can be held on weekends and weekdays and must end no later than 10 PM.

Cleaning and tidying up

Rooms must be cleaned and tidied up immediately after events. They must be ready for study purposes the next morning at 08:00. This also applies to surrounding communal areas (corridors, staircases, toilets and outdoor areas).

Licences and fees

The event organiser is responsible for obtaining the necessary licences from the authorities, for instance:

serving alcohol
handle food
noise control at outdoor events
music

The organizer covers the expenses related to the planning and implementation of the event.

Borrowing study areas

If you wish to hold a party in one of the study areas used for Friday bars, you should contact the chairperson of the respective Friday bar regarding the use of the premises, including:

Furniture arrangement/return
Borrowing the bar
Borrowing the sound system

You can obtain the contact information for the Friday bars from Arts Buildings Services.

The organisers of events held at the Faculty of Arts are expected to be familiar with AU’s general rules for organising events at which alcohol is served. In addition, the organisers of events are expected to have read and accepted the additional rules relating to the use of rooms and to have familiarised themselves with the guidelines for handling emergencies such as fire and evacuation. All these guidelines can be accessed via the green bars below.

Types of room

Rooms can be booked by staff and students at the Faculty of Arts who are organising AU-related academic or social events (in other words, not private parties).

Classrooms may only be used for teaching and other academic activities (not for parties). Rooms can be booked via Study Centre Arts.
Study areas and cafeterias can be used for festive events. Anyone who wants to organise events (including student parties) must gain approval of an agreement for borrowing rooms at least 14 days in advance for events with less than 150 people, and at least one month in advance for events with more than 150 people.
Events involving the consumption of food 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.