Events held in Arts' buildings

Student-organised events

Students at Arts have the opportunity to book rooms for academic and social events (excluding private gatherings). Read more about student-run events — including Friday bars — on the Study Portal.
You’ll find a link to the Study Portal on the right-hand side.

Staff events

The event organiser is responsible for booking the venue:

Department lunch rooms – contact the relevant department secretariat
Student areas or canteens – contact artsbyg@au.dk
Classrooms or auditoriums – contact Arts Studies

Events that include dinner and/or alcohol and involve students require a room booking agreement.
Events exclusively for staff do not require a room booking agreement.

You can find the room booking agreement on the Study Portal via this link: Room Booking Agreement.

Information for Event Organisers

Changes to door opening hours must be agreed with the local operations staff no later than 14 days before the event. If you are based in Aarhus, send an email to driftost@au.dk. If you are based in Emdrup, send a message via Dalux.
The event organiser is responsible for obtaining any necessary permits and approvals from authorities — for example, temporary alcohol licenses, food handling permissions, Koda fees, and noise permits for outdoor events. Any costs related to the planning and execution of the event must be covered by the event organizer.
Alcohol and temporary event permits must be sent to Arts Building Services at artsbyg@au.dk.
The event organiser must report to Arts Building Services via email (artsbyg@au.dk) in case of any unusual incidents — such as personal injury/accidents, ambulance call-outs, damage to buildings or facilities, or visits from authorities during the event. This report must be submitted immediately after the event ends.
Setup of tables and chairs is the responsibility of the organisers. For advice or guidance, contact the local operations staff. The event organiser is responsible for ensuring that emergency exits remain unobstructed at all times. Please refer to the posted standard furniture layout when resetting the room.
If IT/AV equipment is needed, the event organizer must contact Arts IT.
Cleanup and tidying must be carried out immediately after the event ends, so that the room is ready for academic use by 7:00 AM the following morning. This also applies to surrounding common areas (hallways, staircases, restrooms, and outdoor areas).

Catering

Cafeterias in Aarhus

Cafeteria in Emdrup

Catering Requests - staff

Contact and menus

Events with an External Organiser

The Building Secretariat at AU Buildings is responsible for renting out rooms for ad hoc events organised by external parties. Rooms are only rented out for events that align with Aarhus University’s mission and activities. An assessment will be made based on the content and purpose of the event. If the event is approved, a rental agreement will be drawn up.

Contact: tek@au.dk

Responsibilities of the House Representatives

The House Representative is a person appointed by the head of department or the dean, tasked with acting as a liaison between Arts Building Services and the Friday bars and student associations in a given area or building.
The House Representative shares responsibility for reviewing requests from associations or students affiliated with the department/faculty regarding the use of rooms for parties, Friday bars, and similar events.
The House Representative is also involved in the follow-up and handling of incidents related to such events where agreements or guidelines have not been followed. In such cases, the House Representative coordinates with Arts Building Services to determine whether sanctions should be imposed, and if so, which ones.
House Representatives participate in an annual coordination and evaluation meeting with Arts Building Services, convened by Arts Building Services.