Friday bars and borrowing rooms
The Faculty of Arts helps to create good working relationships and a vibrant student life by making premises available for staff and students who want to hold academic and/or social events.
Friday bars, clubs and societies
Friday bars
Each Friday bar is affiliated with one or more specific subject areas. Friday bars can borrow premises subject to an agreement with a representative of the host department and Arts Building Services. Bars can be held on Fridays between 16:00 and 24:00.
Party committees
Each party committee organises social events/parties for one or more specific subject areas. For each event, a room must be booked subject to an agreement with a host department representative and Arts Building Services. Parties can be held on Fridays between 16:00 and 24:00.
Submitting reports and semester meetings
The chair is responsible for sending a report by email to artsbyg@au.dk after each Friday bar/party. This mail must contain information about any unusual events that have occurred (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).
Arts Building Services will convene a meeting each semester to discuss Friday bars with the focus on the practical issues related to planning, final cleaning, tidying up and other issues. As far as possible, these meetings will be held in mid-semester.
Party committees are welcome to attend these meetings.
Study areas
Forms and more information
The relevant forms, minutes of semester meetings and further information, including a list of the chair’s tasks and areas of responsibility, can be found on the study portal.
Setting up Friday bars/party committees
- The chair of any new Friday bar/party committee must fill in the form entitled Skift af forperson for fredagsbar and obtain the required signatures.
- The chair then completes the form Registrering af forening/festforening på Arts and ensures that it is approved and signed.
- When setting up a Friday bar, the chair must also fill in the form Lokalelåneaftale fredagsbar and obtain the required signatures.
All these forms are available on the study portal.
Appointing a new chair
Friday bars/party committees can appoint new chairs twice a year (in June and December). Arts Building Services hold an introductory meeting for new chairs at the start of each semester.
The new chair of the Friday bar/party committee and the previous chair must jointly complete the form Skift af forperson for fredagsbar.
This form must be signed by the host department representative and Arts Building Services.
A list of the chair’s tasks and areas of responsibility can be found on the study portal.
Other events at the Faculty of Arts
Academic events
Academic events focus solely on issues that are relevant for the students’ studies. You can hold academic events any day of the week until 22:00. Academic events are alcohol free and no refreshments/meals are served.
Lectures and debates are just two examples of academic events.
Academic events can be held in classrooms, cafeterias or study areas.
An agreement for borrowing rooms is not required for academic events.
Academic/social events
Academic/social events are events that include elements of both an academic and social nature. They can be held any day of the week until 22:00. These events are alcohol free.
Here are some examples of academic/social events: events that include dinner or a film, and events to support the study environment/break the ice.
Academic/social events can be held in classrooms, cafeterias or study areas.
- Events involving the consumption of food may not be held in classrooms. Such events can be held in:
Aarhus: The cafeteria in building 1482 or the lunchrooms located in the schools.
Emdrup: Building 7220, Room D170, in Baren or Mødestedet.
An agreement for borrowing rooms must be completed in connection with academic/social events.
Events organised by staff
Events organised by and for staff
An agreement for borrowing rooms is not required for events organised by and for staff – no matter what kind of event is involved. The event organiser is responsible for booking rooms.
Festive events organised by staff for staff and students
An agreement for borrowing rooms must be completed for any events in which students take part.
Enquiries about borrowing rooms
If you are a student and need help booking a room, you should contact your local department secretary.
- Enquiries about borrowing rooms (if you are a student/employee at Arts)
- Enquiries about borrowing rooms (if you are a student/employee from another faculty at AU)
- Enquiries about borrowing rooms (if you are external to AU)
More information
More information about academic and academic/social events organised by students can be found on the study portal.
Booking rooms
- Classrooms can be booked by contacting the relevant staff at Arts Studies Administration.
- Study areas or the Nobel cafeteria can be booked by contacting Arts Building Services at artsbyg@au.dk.
Please complete and sign an agreement no later than 14 days before the start of academic/social events or parties:
Agreement for borrowing rooms for events at the Faculty of Arts
Information for event organisers
- Any changes in access to specific doors must be arranged with your local Building Operations and Maintenance Office.
- The event organiser is responsible for obtaining the necessary licences from the authorities (for instance a licence to serve alcohol, a licence to handle food, or a licence for noise control at outdoor events). The event organiser must also pay any expenses connected with planning and carrying out the event (for instance the Danish KODA fee).
- Event organisers must report to Arts Building Services via email (artsbyg@au.dk) if any unusual events occur (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). This report must be submitted immediately after the end of the event to which it relates.
- As a general rule, the organisers must set up the tables and chairs they need themselves. Please contact your local Building Operations and Maintenance Office if you need any help. The event organisers must ensure that emergency exits are never blocked. Please note the instructions for the standard layout of rooms when replacing furniture.
- If you need any IT/AV equipment, please contact Arts IT.
Representatives of the host department
Host department representatives at the Faculty of Arts
Contact details
| Building no.: | Name of representative |
|---|---|
| Emdrup | Louise Weinreich Jakobsen |
| Nobel: 1451-1453 | |
| Nobel: 1461-1463 | Hanne Ahlers |
| Nobel: 1465-1467 | Tina Elgaard |
| Nobel: 1481-1482 | Jane Lücke Didriksen |
| Nobel: 1483 | Bolette Hansen |
| Nobel: 1484-1485 | Nelly Dupont |
| Katrinebjerg | Inger Birchall Nielsen |
| Kasernen | Morten Brockhoff |
| Moesgård | Anne-Mette Brink Christensen |
Using rooms at the Faculty of Arts
Types of room
- Rooms can be booked by staff and students at the Faculty of Arts who are organising academic or social events which are AU related (in other words, not private parties).
- Classrooms may only be used for teaching and other academic activities (not for parties). Classrooms can be booked by contacting the relevant staff at Arts Studies Administration.
- 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 before events for less than 150 people, and at least one month before events for more than 150 people.
- Classrooms, study areas and other communal areas can be used for activities containing both academic and social elements. An agreement for borrowing rooms is required for these events, which must be alcohol free.
- Events involving the consumption of food may not be held in classrooms. Such events can be held in:
Aarhus: The cafeteria in building 1482 or the lunchrooms located in the schools.
Emdrup: Building 7220, Room D170, in Baren or Mødestedet.
Agreement for borrowing rooms
- When borrowing premises for social events or events that contain elements of both an academic and social nature, the event organiser must ensure that an agreement for borrowing rooms is completed.
- As a general rule, academic events do not need an agreement for borrowing rooms. But event organisers 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:
Aarhus: Report task to Arts Building Services
Emdrup: Create a case via edu.medarbejdere.au.dk
- When event organisers sign agreements for borrowing rooms, they accept responsibility for ensuring that these rooms, their equipment and the surrounding area are borrowed and returned as agreed, that all the equipment has been put back into place, and that the room has been cleaned as agreed. The details are arranged when the agreement is signed and handed over to the Building Operations and Maintenance Office.
- The agreement for borrowing rooms requires the students to decide whether they need to apply for an alcohol licence.
What time can events start, and when must they finish?
- Festive events (including Friday bars) can be held on Fridays between 16:00 and 24:00, provided that this does not annoy anyone else in the building (cf. the host department representative’s signature on the agreement for borrowing rooms).
- Academic events and events containing both academic and social elements can be held on weekdays and must end no later than 22:00.
- Events at which alcohol is served can only be held on Fridays.
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 a licence to serve alcohol, a licence to handle food, or a licence for noise control at outdoor events). The event organiser must also pay any expenses connected with planning and carrying out the event (for instance the Danish KODA fee).
Borrowing study areas
- The use of study areas for Friday bars is subject to the completion and approval of an agreement for borrowing rooms. For the sake of good order, the event organiser should contact the chair of the Friday bar concerned to discuss the layout of the room, how to return the room to its original condition, borrowing bars, storage space and other issues. The contact details for the chairs of Friday bars are available from Arts Building Services.
External organisers
- The Estates Projects and Development Secretariat at the AU Finance and Estates Projects and Development Office is responsible for renting out rooms for ad hoc events arranged by external organisers. Rooms are only rented out for events which are in keeping with the activities of Aarhus University. So the content and objective of each event are subject to assessment. A rental agreement will be drawn up when premises are rented. Contact Estates Projects and Development Secretariat, AU Finance and Planning (tek@au.dk).