– Revised version of the faculty’s addendum based on discussions by the Faculty Management Team in October 2016

For all students at the Faculty of Arts

All Friday bars, parties and other events at the Faculty of Arts must end no later than 02:00. Everyone taking part must then leave AU, and the event organisers must start tidying up and airing the premises so they are ready to use the next day.

Parties and events at the Faculty of Arts involving alcohol must take place on Fridays in suitable premises – classrooms are not used for these events.

Re. 3.a. Roles and responsibilities – head of school and representative of host department

1. An agreement for borrowing AU premises must be completed and signed for all other events outside normal opening hours. The event organiser must ensure that this agreement is completed and signed; and must then take the agreement to the Maintenance Office (Driftskontoret), where the practical details will be discussed.

2. Friday bars must complete and sign an agreement for borrowing premises. This agreement must be submitted by the chair of the Friday bar concerned to Arts Building Services.

The agreement for borrowing premises can be found here    

 

3. The representative of the host department has joint responsibility for processing applications to borrow premises. The representative of the host department approves and signs agreements for borrowing premises. The event organiser must then ask the Maintenance Office (Driftskontoret) to sign them as well, giving final approval. The representative of the host department helps to review and handle any incidents arising in connection with parties, Friday bars or similar events in which agreements/guidelines have not been observed. The representative of the host department takes part in an annual coordination meeting with Arts Building Services. 

Re. 3.b. Roles and responsibilities – Organisers of other events

1. In exceptional circumstances (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), the event organiser must send a report via email to Arts Building Services immediately after the event in question. These reports must be sent to the following email address: artsbyg@au.dk

Re. 3.c. Roles and responsibilities – Chairs of Friday bars 

1. All Friday bars at the Faculty of Arts must arrange their opening hours with the representative of the host department for one semester at a time. Once it has been approved, the plan for each semester must be sent to Arts Building Services no later than two weeks before the first Friday bar in each semester. 

2. In the absence of any written agreement that has been approved by the representative of the host department and Arts Building Services no later than two weeks in advance, the plan and opening hours for Friday bars each semester are binding.

3. A report must be submitted to Arts Building Services after each Friday bar. The chair of the bar committee or event organiser must send a brief email to Arts Building Services containing a report about the event, focusing in particular on any exceptional circumstances. These exceptional circumstances include 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 Friday bar ends. These reports must be sent to the following email address: artsbyg@au.dk

4. Arts Building Services will convene biannual meetings each semester to discuss Friday bars with the focus on the practical issues related to planning, final cleaning, tidying up etc. These meetings will be held in mid-semester as far as possible.