Booking a vehicle

Do you need transport in connection with a conference, meeting, field trip or study trip? The Faculty of Arts has seven official vehicles in Aarhus, and two official vehicles in Emdrup, which can all be used for such purposes in Denmark. These vehicles can only be used for official purposes in Denmark by staff and students at the Faculty of Arts. Drivers need a standard driving licence (category B).  

Follow the procedure below

1. Booking your vehicle

How to book a vehicle

You can book your vehicle using your Outlook calendar.:

1. Find your preferred vehicle's calendar and chek if it is available for the entire period you need it in. 
    (the vehicle can be found by "add calendar" and search "bil aarhus arts").

2. Select new meeting.

3. Select date and time.

4. Enter the driver's name and mobile number in the topic field 'Emne' (Just name one driver, even if there are several drivers).

5. State the purpose of the trip and the destination in the location field 'Sted'.

6. Send the meeting invitation to the vehicle

Please note

  • If you are a secretary and you are reserving the vehicle on behalf of colleagues and/or students, set up a meeting in the vehicle’s own Outlook calendar and invite the vehicle to the meeting. 
  • Please note that a vehicle can only be booked for up to one week at a time.
  • Remember to update your booking in Outlook if you have to make any changes.
  • If you make an all-day reservation, it is important that you change the vehicle’s status from available (‘ledig’) to reserved (‘optaget’).  

Special booking rules for students
Students cannot book vehicles themselves, and should contact the school secretariat, which is where the booking must be made (contact information). Students must complete and bring with them a driving permit which must be signed both by the student concerned and by the head of the school secretariat/deputy head of school (as authorised by the head of school). All drivers must complete a driving permit.

Download the driving permit.

You need to show the driving permit to the Maintenance Office in Aarhus when you pick up the keys.

Please note that you must complete a separate driving permit for each booking. 

2. Picking up the keys




Maintenance Office, building 1467, room 123 Berit Granums office. building A, room 001
WHEN? Weekdays between 11:00 and 12:00. Or contact the Maintenance Office to arrange a time Contact Berit Granum to arrange a time
TELEPHON/EMAIL 8715 0536 / 8715 1876 / 

The keys can be picked up the day before you need the vehicle

3. Picking up your vehicle

It is important that you pick up and return your vehicle at the agreed time.



Where is the vehicle parked?

In the underground car park under building 1467. You will also be given a key card to use when picking up/returning the vehicle outside normal office hours.

In the car park at Tuborgvej 164

You will find a logbook in the vehicle. Please fill this in when you return the vehicle. Check whether the previous driver has registered the number of kilometres correctly.

Further information about driving the vehicle can be obtained by using the QR code, which is located on the dashboard/in the glove compartment in the car.       


4. Returning your vehicle and the keys

Park the car where you found it in the underground car park (Aarhus) or in the car park (Emdrup) when you return it.



Returning keys in office opening hours

In the Maintenance Office

To Berit Granum

Returning keys outside office opening hours

In the dropbox at the Maintenance Office

In the letterbox at the main entrance

  • The vehicle must be returned with a full tank. 
  • Please clean and wash the vehicle before returning it.

You must pay for the fuel you use. You must also pay any fines, parking charges etc.  

5. If something goes wrong

Via SikkerhedsPartner A/S, you can call Dansk Autohjælp A/S for roadside assistance for official AU vehicles:

If you need roadside assistance, please call 70 113 113.

When contacting Dansk Autohjælp, you must state the vehicle’s registration number and refer to the university’s customer number: SP-87150000.

If needed, the vehicle must be sent to an AutoMester garage.
Please inform the Maintenance office of this as soon as possible (email with a description of the accident):



6. Insurance

Aarhus University is self-insured. This means that any accidents and damage to official vehicles occurring in Denmark will be covered by Aarhus University.

Special information for students

Students are not covered by Aarhus University’s industrial injury insurance for employees. Students are therefore encouraged to take out their own accident insurance. 

Damage report

If an accident occures or there is damage to the vehicle and/or a third party, you must complete a damage report (an email with a description of the accident and damage) and send it to the Maintenance office:



Vehicles in Aarhus

  • Vehicle Aarhus Arts VW Passat ZP 51 659, room for five people
  • Vehicle Aarhus Arts VW UP AP 30070, room for five people
  • Vehicle Aarhus Arts Ford S-Max Trend, BV 93480, room for seven people
  • Vehicle Aarhus Arts Ford S-Max Trend, BV 93481, room for seven people
  • Vehicle Aarhus Arts Opel Zafira, ZC 24268, room for seven people
  • Vehicle Aarhus Arts Opel Zafira, ZC 31760, room for seven people
  • Vehicle Aarhus Arts VW Passat YU54012, room for four people

Vehicles in Emdrup

  • Vecihle Emdrup Arts Opel Zafira, CM 20 998
  • Vehicle Emdrup Arts Citroën C4 Picasso, XS 92 068

Additional information


None of our official vehicles have a tow bar.