Arts conference support

Arts Communication provides support in connection with conferences with a minimum of 40 participants/guests (no internal seminars). It is a prerequisite that the conference host and organiser are based at Arts and that the faculty bears the costs of the conference. Furthermore, a primary contact employed at Arts must be appointed for the planning of the conference.

How to get help:

Please contact us at least four months prior to the conference, but ideally even earlier.

The collaboration starts with a meeting between Arts Communication and the conference organisers to discuss our expectations and talk about the tasks for which you may need help.

You can get help with the following tasks:

  • Setting the framework for the conference (budget, important dates, checklists, templates, etc.)
  • Advice on how to choose having a conference with physical participation, online participation or both
  • Booking conference premises at Aarhus University or elsewhere
  • Ordering food and refreshments, receptions and dinners
  • Setting up a conference website (TYPO3 or Conference Manager)
  • Advertising conferences on internal websites (AU, Arts, departments and centres)
  • External advertising: if the conference is open to and aimed at the general public, we will offer to write a press release in Danish for the Danish press
  • Setting up a participant registration module (Conference Manager)
  • Preparing online lists of participants and handling registration and evaluation (Conference Manager)
  • Following up on the payment of conference fees (Conference Manager)
  • Preparing name tags

Please note

These services are offered subject to the necessary resources being available (especially in autumn). During busy periods, we may be unable to offer the full basic package.

If help is needed with more practical tasks, including secretarial assistance, the conference must finance, recruit and pay for student assistance.