Planning a conference? Get free advice from AU’s events team
Aarhus University hosts between 300 and 400 conferences each year. Behind every conference lies a wealth of professional expertise and careful logistical planning. AU’s events team offers free guidance on how to handle the practical aspects of organising your event.
Which rooms should you book for your conference? How should you manage registrations, budgets, sustainability initiatives and emergency preparedness? And what about the programme, catering, VAT and marketing?
Planning a conference requires time, resources and attention to detail. AU’s events team has many years of experience planning events of all sizes and offers advisory support to both academic and technical/administrative staff:
“We’re happy to share our experience so that you don’t have to reinvent the wheel – when it comes to choosing a venue, booking a restaurant, arranging accommodation, setting up poster boards or using canteens, for example. We have checklists, minute-by-minute schedules and budget templates you can use, and we’ll help you think through every aspect of your event. You’ll save a lot of time on all the planning and coordination involved, whether you’re a member of academic or technical/administrative staff,” explains Lone Jørgensen, Event Operations Manager.
Contact AU’s events team for more information: [email protected] / 20301440
The events team also offers free conference supplies, such as name tags and pens, as well as loan equipment, such as poster boards and signs. It also has a website with guidance on how to plan and run your own conference or event.
AU’s events team collaborates with Visit Aarhus, which also offers free advice on planning conferences. Contact Visit Aarhus: Nina Bech Stage at [email protected] or Anne Lind Vidkjær at [email protected]
Survey about research conferences
In spring 2026, AU researchers will be invited to complete a survey about their participation in research conferences. The survey will assess the overall value of conferences and explore both the factors that motivate researchers and the challenges they face when planning and running conferences. A similar survey was conducted in the spring of 2022 with over 1,000 researchers at AU.