Meetings, digital meetings, conferences and congress

STAFF INFORMATION FOR ORGANISING MEETINGS

Organising a meeting or a conference entails a great deal of work – both before, during and after the event. Here you can find out more about things to bear in mind during the process and what help is available.

Digital meetings

Digital meetings are environmentally friendly, efficient in terms of time and cost and are always to be considered as an option when planning meetings. Lund University offers free digital meeting options and you can read more about them on the web pages on digital meetings.

About co-arranging and sponsoring

There are rules about how to organise a conference together with another organisation or if you have a sponsor for the event. Read more about what to bear in mind about co-organisation of events and sponsorship.

Meeting and conference services

If you want help in planning and implementing your meeting, you can ask LU Conferences which offers services for suitable premises and meeting venues, food and drink, technique, technical solutions and also management of participants, fees and abstracts.

Information about what our procured suppliers can offer is available in Lupin.

Premises

When choosing premises for your event, consider the following:

the programme for your meeting
whether the furniture in the premises needs to be re-arranged or adapted for the meeting
whether food and drinks will be served
whether the meeting is to be filmed or streamed
what technology will be needed.

If you want to locate your meeting outside Lund University, you can do so via one of LU’s precured suppliers.

Risk assessment for events

In connection with different types of open events (public events, lectures, seminars etc.) it is necessary to conduct a risk and impact assessment focusing on the work environment and the safety of both the arrangers and the participants. A risk and impact assessment aims to minimise risks and negative consequences, and to identify measures that maintain safety and security.

The manager of the organisational unit that arranges the event is responsible for the work environment regarding the event and for conducting the risk and impact assessment.

Is the event high risk (politically controversial topic or might participants be subject to pressure/threats or be of special interest)?
Are there any threats related to the individuals who will be actively participating (e.g. lecturing)?
Are there any threats related to the topic(s) to be covered?
How has the event been advertised (open event or personalised invitations)?
Regarding participants:
- How many people are participating? Is there a list of participants? Is there a system of preregistration?
- Who is the expected audience?
- Are the premises suitable/adequate?
- How will participants be let into the venue (e.g. checking against a list)?
What resources will be available for running the event (are there enough staff to deal with emerging needs)?
How will speakers, panellists or others get to and from the event in a way that makes them feel safe?
How will the event be stopped or continue if there are disturbances or demonstrations inside or outside the venue?
Are all staff involved in the event and invited speakers/panellists aware of the measures to be taken in case of disruption?
Are all those invited/speakers/exhibitors aware of the purpose of the event and what is expected of them? What will be the approach if the purpose of the event is challenged?

Support for managers is available on the HR website for HR functions and managers:

Checklist for events at Lund University (HR-webben)

Make a budget

Specify the total costs including any overheads for the premises, social programme, exhibition, refreshments, speakers, accommodation, travel and technical solutions, etc. Also determine any relevant participation fee on the basis of the budget, taking VAT rules into account. Ask your finance officer for help in calculating costs and participation fees.

Collect payment from the participants

Contact

LU Conferences
bokning [at] service [dot] lu [dot] se
gamlabiskopshuset [at] service [dot] lu [dot] se (gamlabiskopshuset[at]service[dot]lu[dot]se)

Contact the staff