Meetings and events

General guidelines for meetings

All Aarhus University campuses will be closed through 7 February. The following guidelines apply:

  • As a general rule, in-person meetings may not be held. In-person events may only be held by agreement with your manager/supervisor.



After 7 February 2021 and provisionally through 28 February 2021, the following guidelines will apply to all AU employees:

  • Meetings can be held in person if they are considered sufficiently important and can be held in a safe manner, and if it is possible to adhere to the healthcare authorities’ social distancing and hygiene guidelines. This applies both to meetings at the university with colleagues from the same building – and to meetings with colleagues from other buildings and/or external parties, including students.
  • Local management is responsible for deciding whether a physical meeting is appropriate based on an overall assessment of factors including the importance of the meeting and the number of participants, and whether it is safe to bring people together from many different places. Otherwise meetings must take place online.

Academic events 

Through 7 February 2021 the following apply: 

  • As a general rule, employees may not host or participate in in-person events. In-person events may only be held by agreement with your manager/supervisor.


After 7 February 2021 and provisionally through 28 February 2021 the following apply:

  • Academic events may be held in person during the day (8:00-20:00) if they are considered sufficiently important and can be held in a safe manner, and if it is possible to adhere to the healthcare authorities’ social distancing and hygiene guidelines.
  • The organiser and their immediate supervisor should decide whether it is appropriate to plan and hold the academic event based on an overall assessment of relevant factors, such as the significance of the event, the number of participants, whether it is a seated event and whether it is safe to bring people together from many different places. Alternatively, the possibility of holding the even online should be considered.
  • It is possible to hold an academic event with up to 500 participants – however, the number of participants will be taken into account in the assessment of whether it is appropriate to hold the event.
  • Academic events involving overnight stays may only be held in exceptional cases if the overnight stays take place under conditions familiar to the organisers and if the organisers are able to ensure that the event is held in compliance with the healthcare authorities’ recommendations.

 

What is an academic event?

In this context, academic events should be understood as events which, in a broad sense, relate to the university's core activities. Such events may be closely connected to teaching or research, such as PhD defences, assistant professor courses, research management courses, etc. They can also be a workshop or a debate event of an academic nature.

See also guidelines for student association events.


Social events 

No social events for employees or students may be held. This will apply at least until 28 January 2021.

 

See also guidelines for student association events


Regardless of what kind of meetings or events are held AU, participants must adhere to the current guidelines on social distancing and hygiene. These are as follows:

  • The authorities’ guidance to maintain a social distance of at least two metres in public must be adhered to.
  • When measuring the distance between seated persons, measurements must be taken from the middle of each chair seat, and when measuring the distance between standing/walking persons, distances must be marked on walls, floors or the like, for example at entrances and other places where queues tend to form.

Meetings and events must also take place in accordance with the guidelines for the use of meeting rooms and common areas, as well as in accordance with the face mask mandate. The event organiser is responsible for ensuring that it is possible for participants in meetings and events to comply with these guidelines.