Events at Nat-Tech
Employee events
Employee events
Employees at Nat-Tech may use Faculty facilities for academic and social events when the rooms are not being used for teaching or work-related activities, such as meetings. Facilities may not be used for private events.
As a general rule, rooms are booked through the Outlook-calendar. If you need guidance, please see: How to Use the Outlook Calendar. Some areas may have specific booking procedures. Please contact your department’s administration office or Nat-Tech Building Services if you are unsure.
If you wish to book an event in one of Aarhus University's cafeterias, please contact the cafeteria directly. An overview of the cafeterias can be found here: Kantiner på Aarhus Universitet
The person making the room booking is generally registered as the event organizer and is responsible for:
- Booking a room that is available and suitable for the intended purpose with regard to occupancy limits, safety requirements, etc.
- Being familiar with the applicable fire safety regulations, evacuation plans, and emergency procedures for the room. Safety instructions will typically also be displayed in the room or nearby corridor areas. Contact Nat-Tech Building Services if you have any questions.
- Contacting Nat-Tech Building Services if the event requires special access arrangements. Please contact us no later than 14 days before the event.
- Ensuring that the room is left clean and tidy so that it is ready for use on the next working day.
If the event involves the sale of alcohol, you are responsible for determining whether a temporary alcohol serving permit is required. For more information, see: Udskænkning af alkohol (lejlighedstilladelse) | Offentlige arrangementer | Politi
Events for external organizations
Events for external organizations
Nat-Tech facilities may, in special cases, be made available to external companies where there is a relevant connection to the university’s activities, research, or learning environment.
Responsibility and Booking
External companies wishing to use university facilities must contact the relevant department or institute. The department will assess the request and, if appropriate, forward it to Nat-Tech Building Services for further processing.
The individual department is always responsible for entering into agreements with the external company and bears full responsibility for the event. All events involving external participants or companies must be approved by Nat-Tech Building Services.
External companies can only gain access to book facilities once the semester timetables have been finalized. Consequently, reservations cannot be made far in advance before teaching schedules have been completed.
For student-driven events organized by an external company (for example, UNF), Nat-Tech Building Services requires a formal written agreement between the company and the department. We recommend using the Nat-Tech Building Services room loan agreement template, which can be downloaded here: Room loan agreement.
Cleaning and Handover of Facilities
Nat-Tech Building Services does not provide additional cleaning prior to events. Facilities are made available in their existing condition following normal use.
After the event, the room must be left tidy and in the same condition in which it was received. If additional cleaning is required before or after the event, this must be arranged through the department.
Use of Universitetsparken
Applications to hold events in Universitetsparken must always be processed by AU Buildings. Events may only be located in the southern part of the park.
For enquiries, please contact AU Buildings: AU Bygninger