You can order your free conference supplies from AU’s webshop. You can order free conference supplies for events with external participants and/or buy conference supplies for other types of events from AU’s webshop. You’ll find conference supplies on the ‘Equipment’ tab.
Please note:
For statistical purposes, we would also like to know whether the conference participants will primarily be Danish or international.
If you have any questions, you can contact Events and Communication Support at kommunikation@au.dk or by phone at 9352 2130.
If you have any questions, feel free to contact us on kommunikation@au.dk or by phone on: 9352 2130
NB: please account for a 14 days processing time on orders
Free conference supplies for events with external participants
In AU’s webshop, AU staff can order free branded conference supplies such as AU notepads, pens, lanyards, nametags and free vouchers for local attractions for use in connection with conferences they organise for Aarhus University. You can only order free conference supplies for academic events at faculties/departments/schools/centres with external participants. Examples of eligible events include academic conferences, seminars and symposiums. In some cases, we can also provide free conference supplies in connection with other types of events with international guests, for example visits by delegations from Denmark and abroad, as well as major (national and international) conferences hosted by the administration.
When you order conference supplies, remember that:
You can’t order conference supplies for use in connection with classes, internal courses, staff meetings/seminars and so on. If you need branded supplies for events of this kind, you can buy them from AU’s webshop; Aarhus BSS merchandise is available here.
These guidelines have been put in place to ensure that conference supplies are used for their intended purpose: To support academic events while at the same time branding Aarhus University vis-à-vis its partners and the world at large.
Aarhus University supplies free name tags and table name cards for use at conferences and events with external guests to all units at the university. Order via the link in the right-hand column.
It is still possible to order plastic name tag holders, but only for as long as stocks last. These holders will be phased out and replaced with ‘butterfly’ name tags, which are a more sustainable alternative. Butterfly name tags can be printed out, folded down the middle and firmly attached to a lanyard. They are made from FSC paper and laminated to ensure that they are durable. A single butterfly name tag measures 97 x 86 mm and comes on a sheet of three tags. They can be recycled as paper.
Here you can download a step-by-step guide on how to add the participants' names to name tags, butterfly name tags and table name cards.
Template for AU name tags
Template for AU butterfly name tags (Danish version)
Template for AU butterfly name tags (English version)
Template for AU butterfly name tags (BSS)
Template for 1 sheet with 1 pcs AU butterfly name tags (Danish version)
Template for 1 sheet with 1 pcs AU butterfly name tags (English version)
Template for 1 sheet with 1 pcs AU butterfly name tags (BSS)
Template for AU table name cards
Merchandise with the Aarhus University logo, such as bags and clothes, can be bought from the Stakbogladen bookshop or from the Stakbogladen webshop: webshop.au.dk. If you need customised merchandise for a conference or event, please contact Lone Jørgensen at loj@au.dk
Payment and delivery
The prices on the web shop include VAT. If you are buying merchandise on behalf of the university, you can use your AU credit card or get an invoice sent to your EAN number. Merchandise can be collected from the Stakbogladen bookshop during opening hours, sent with PostNord, or sent via internal post (only in Aarhus).
Sustainability
We are constantly working to make AU merchandise more sustainable. For example, we now sell sustainable water bottles, tote bags made from organic cotton, and conference folders produced in collaboration with one of the world’s most environmentally friendly paper factories.
Aarhus University is able to use the conference and events facilities at Sandbjerg Estate, ARoS Aarhus Art Museum, Concert Hall Aarhus, and The Old Town (Den Gamle By) at a discounted rate. Read more about AU’s discount agreements and the benefits they provide for Aarhus University and its conference guests below.
The vouchers mentioned in the agreements can be ordered via our web shop
Aarhus University receives a 25% discount on the 24-hour conference stay price at Sandbjerg Estate. This discount was agreed to make it more attractive for Aarhus University’s employees to use Sandbjerg Estate for courses and seminars. The 25% discount applies to Sandbjerg’s 24-hour conference stays but does not apply to additional services such as extra drinks or celebration dinners.
Sandbjerg’s standard price for a 24-hour conference stay is DKK 1,525 (2022 price). With the discount this comes down to DKK 1,143.75 including VAT.
Sandbjerg’s standard price for a 24-hour conference stay is DKK 1,675 (2023 price). With the discount this comes down to DKK 1,256.25 including VAT.
It is also possible to deduct 100% of the VAT for everything except catering, for which you can deduct 25% of the VAT.
The discount applies to all participants in events that are arranged by AU. This means that the discount applies to all of the participants in a given event regardless of their place of employment, as long as the organiser is employed at AU. Contact Sandbjerg Estate to hear more about how to get the discount.
The agreement between Aarhus University and ARoS offers:
Contact:
To book rooms or make other agreements regarding events, please contact the sales and events department at ARoS Aarhus Art Museum at event@aros.dk or on 6190 4900.
If you have any questions about the information above, you are welcome to contact Events and Communication Support, AU (Lone Jørgensen).
Concert Hall Aarhus offers Aarhus University a minimum discount of 30% on the price of hiring conference rooms. Technical assistance, AV equipment and catering services are charged separately and provided by Concert Hall Aarhus. Book rooms via the Concert Hall Aarhus website.
Concert Hall Aarhus also offers:
Events and Communication Support can provide you with a range of branded AU conference and event supplies that promote the university. Please note that these supplies must be ordered at least 14 days in advance. To order or borrow these items, please contact AU Communication at konferenceudlaan@au.dk
In the event of loss, a compensation is paid to Events & Communication Support
Sixteen different roll-ups are available, either in sets or individually as required.
A roll-up is suspended on a stand. The roll-ups are individually packed together with a stand in bags so they are easy to transport.
Please note in your email which roll-ups you want to borrow. Use letters as shown in the picture above to specify which roll-up(s) you would like.
Please return the roll-ups in the correct bags when returning them. There are pictures on the bags which show the roll-up it belongs to.
Roll-up A - O has the size 85 x 200 cm
Roll-up P + Q has the size 120 X 210 cm
CONNECT roll-ups sized 85 x 200 cm
There are 6 kinds: C1, C2, C3, C4, C5 and C6.
14 beach flags with AU logo in various colourful shades.
The flags are designed for sticking into the ground.
Size: Approx. 4 m high.
The flags are primarily used for the DHL Relay Race, but may be borrowed for other purposes from September to July.
The flags are washable, and the user is responsible for cleaning the flag(s) as required.
11 banners with AU logo in white and blue and furnished with holes for strings, measuring 1x2 m.
11 banners with AU logo in white and blue and furnished with holes for strings. Two without white border and nine with white border.
Size: 1x5 m
The banners are primarily used for the DHL Relay Race, but may be borrowed for other purposes from September to July.
6 pcs. Holds A3 poster.
2 pcs. Holds A2 posters.
4 pcs.
for A1 paper size (60x85 cm)
21 easels. Can be used for photos or poster boards/foam boards
White mailbox in metal (39cm x 26cm x 15,5cm)
3 umbrellas (2 with AU logo) for smaller groups to loan. Please note that in case of loss or damage the umbrellas must be compensated for.
4 pcs stanchions with 3 m of black retractable belt which can be connected to each other.
The stanchions have a height of 101.5 m and weigh of 10 kg.
Questions regarding loan of conference items can be directed to konferenceudlaan@au.dk or to phonenumber: 9352 2130.
Note, request for loan items must be ordered 14 days in advance.
Pick up of the items will happen at:
Fredrik Nielsens Vej 5
Bygning 1445
8000 Aarhus C
Aarhus University has purchased 100 new poster boards, which can be loaned to all units at Aarhus University. See below for details, terms and conditions for loans and what to do.
The poster boards are 158 cm wide and 190 cm high, and the actual panel is 150 cm wide and 120 cm high. The poster board itself is white and the frame is made of metal. See photo.
Two posters (A1 size) can be attached to each side of the poster board, for example. The poster board is the same on both sides. It is recommended to fix posters with ‘Powerstrips’, which can easily be found and ordered on the Internet. You can also use tape, Blu-Tack or equivalent, but note that posters are more likely to fall off if these materials are used for hanging. Whatever the type of material, it is the user’s responsibility to ensure that it is removed after use.
The poster boards are delivered on trolleys (wheeled) with 10 poster boards to each trolley. A box of wheels for the poster boards is included. These wheels must be fitted where the poster boards are to be erected, after which they will be easy to move around (the boards cannot be set up without wheels). The wheels are fitted with nuts and a key. A tool is supplied. After use, the wheels should be removed and the poster boards placed on the trolley ready for return transport. Where many poster boards are ordered, it is particularly recommended to pay Møbeltransport Danmark to help with set-up and assembly – see also ‘Help with assembly’.
Download instructions for use and handling of poster boards here
When you have received final confirmation (from posterboards@au.dk) of the reservation, you need to order transport of the boards yourself. You should ALWAYS use Møbeltransport Danmark, which Aarhus University has a purchase agreement with. Transport must be paid for directly by the customer. We have already agreed the practical aspects of transport with Møbeltransport Danmark, and they are the only people with access to the warehouse where the poster boards are stored.
Transport must be ordered no later than one week before the desired delivery (Aarhus and environs) or four weeks before desired delivery further away from Aarhus. Transport can be arranged on weekdays, at weekends and on holidays.
Transport should be ordered by sending an email to au@mobel.dk
See also details of Møbeltransport Danmark on the website:
https://medarbejdere.au.dk/en/administration/finance/procurement/purchasing-agreements/moving-services/
You can ask Møbeltransport Danmark to help with simple set-up for an extra charge. This should also be ordered in advance. Expression can help with larger installations, possibly in combination with extra poster boards, for an extra charge – see contact details below.
The poster boards are lent out on a ‘first come, first served’ basis. There is therefore no guarantee that we can lend poster boards. If you are unable to borrow poster boards because they are on loan, it is up to the organiser to rent poster boards from an external supplier. This also applies if you need more poster boards than are available. Poster boards (not necessarily identical in appearance) can be rented from Expression, contact Henrik Hansen, tel.: + 45 6165 3597, www.expression.dk, hh@expression.dk
It is the responsibility of the user to ensure that the poster boards are treated properly while on loan, and are returned in the same condition as when they were lent. Wheels must be taken off, all tape, etc. must be removed from the poster boards, and they must be cleaned if necessary.
It is also the responsibility of the user to order transport of the poster boards and so ensure that they are returned at the specified time (so they are ready to lend to the next user).
You can book poster boards by writing an email to posterboards@au.dk
In the email, please state:
REMEMBER to send your banner to banner@au.dk for graphics approval before you send it for printing
Possible AU-banner sites:
No. | Building no. | Description of site | Format |
---|---|---|---|
1 | Building 1412 | Main building facing Ringgaden next to the Main Hall | H: 7 m x W: 5 m |
2 | Studenterhus Aarhus facing Ringgaden | H: 4 m x W: 2,8 m | |
3 | Building 1441 | Facing Randersvej | H: 4 m x W: 11 m |
5 | Building 2610 (S-building) | Building S facing Vestre Ringgade | H: 11 m x W: 4 m |
6 | Building 2610 (S-building) | Building S facing parkinglot | H: 7 m x W: 3 m |
8 | Building 1251 (Lakeside Lecture Theaters) | Lakeside Lecture Theatres above the main entrance | H: 2 m x W: 12 m |
9 | Building 1251 (Lakeside Lecture Theatres) | Lakeside Lecture Theatres facing Vennelyst Boulevard | H: 2,5 m x W: 7,5 m |
10 | Building 1252 (Lakeside Lecture Theatres) | Lakeside Lecture Theatres facing Nørrebrogade | H: 6,5 m x W: 2,75 m |
11* | Building 1422 (at Stakladen) | Fredrik Nielsens Vej 2-4 outside of Stakladen | H: 2 m x W: 3 m |
* Banner site 11 cannot be used for advertisement purposes
At the moment, there are no specific requirements regarding which supplier(s) you should contact to have banners hung and taken down. If you don't know which supplier to choose, you can contact banner@au.dk
At the moment, there are no requirements regarding which company you should use to have banners produced. However, it is recommended that you obtain quotations from several suppliers. If you need help finding a supplier, you can contact banner@au.dk
The following material is recommended for outdoor wall banners:
Dekotex 130 g with edging and grommets every 100 cm or Net PVC 320 g with folded edges and grommets every 100 cm. Alternatively, similar material by agreement with the supplier. The material is slightly transparent, but thanks to the perforations, it is more robust for sites which are exposed to wind. It is always a good idea to go through the order with the chosen supplier.
Sometimes, it is also a good idea to ask the banner producer to send the printed banner directly to the company which will be hanging it up/taking it down. Remember to make an agreement about this with both parties.
If you have any questions regarding banners, vendors or general inquiries, please direct them to banner@au.dk
Contact information is available under the individual elements.
If the contact information isn't available, please contact kommunikation@au.dk for general guiding.