Conference supplies and loan items

How to order conference supplies

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:

  • We’ll need at least 14 days to process your conference supplies order.
  • All items will be sent by the internal mail service. When you order free conference supplies, please remember to provide us with the correct delivery address and contact person, including building and office number, so Internal Mail Service can deliver the items to you.
  • If you need conference supplies for an internal event, you can also shop on the Stakbogladen and BSS Books webshops or in store.
  • Make sure to familiarise yourself with the guidelines for ordering free conference supplies – you’ll find them below.
  • When purchasing conference supplies from the webshop, please provide the following additional information when you check out (in step 3: Further information - order comments’):
    • Name of event
    • Date of event
    • Expected no. of participants
    • Link to the arrangement, if any

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 or by phone at 9352 2130.

Read more here if you need to buy AU merchandise

Guidelines for free conference supplies

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:

  • We will require fourteen days to pack and send your order. We may not be able to accept orders with shorter delivery deadlines. This is due to the fact that the internal mail service only collects conference supplies from Events and Communication Support once a week.

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 at

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.

Read more about vouchers for ARoS and Den Gamle By and discounts available at Sandbjerg Estate, ARoS, Den Gamle By and Concert Hall Aarhus.

Help us be sustainable

At Aarhus University, we are working to make our conferences more sustainable. To help us reach this goal, we strongly encourage you not to order more conference supplies than you need, and to make every effort to reuse conference materials whenever possible. You are also welcome to return any unused items (by agreement) to Events and Communication Support at Trøjborgvej 82-84, 8000 Aarhus C.

Read more about sustainability and conferences