Who is the contact person of the event?
It is important for Campus Service CPH to know, who will be the primary contact of you conference.

Are you using a conference planner or agency?
If you are using an external conference agency for your event, it is important to plan a coordination meeting with Campus Service CPH early on, so that expectations can be aligned and responsibilities allocated.

Will activities during you event interfere with everyday activities on campus?
It is important to discuss with Campus Service CPH if the activities during your conference could disturb the daily lives of students or staff on campus. 

How many?
The number of participants in your conference can have an influence on which rooms and premises that can be used. 

Who will be participating?
Are participants internal staff or external? Also consider whether there are high-profile/controversial participants who will require coordination with PET/other authorities?

We have different rooms available on AAU CPH. Please consider the following before booking rooms: 

• What size of rooms will you need?
• Are there bigger sessions at the same time, that require multiple big rooms, or maybe one session with smaller workshops after, that require many smaller rooms? 
• Will you need to use the common areas on campus – and for what?
• Will outdoor areas be used – and for what?
• Will you need a registration area, when participants arrive?

What will you serve your participants?
Consider if you will be serving food and/or drinks, and what your catering budget will be.

Also consider how food/drinks should be served and if you will need e.g. a buffet. 

Order catering:
You will need to order the catering for your event at Jespers Torvekøkkens:

Canteen V/ Jespers Torvekøkken
A.C Meyers Vænge 15
2450 København SV
Mail: jtk3023@torvekoekken.dk
Chef: Jorg Kittelmann
Phone no.: 20957864
CVR: 24997189

Catering can be ordered throught their webshop here.

Do you need extra help on the day of the event?
Consider hiring extra help for eg. registration. In some cases student assistants can be hired  through Campus Service CPH.

Also consider if you will need support from Campus Services CPH outside normal working hours. See pricelist below. 

Will you need movers?
If you need movers to help setting up tables in the canteen, emptying a room of furniture or anything else, it should be arranged with Campus Service CPH. It will be important to arrange early on. See pricelist below. 

Will you need extra cleaning services?
Extra cleaning on the day of the event should also be arranged with Campus Service CPH early on. See pricelist below. 

Will you need IT-support or special IT-equipment?
Consider what kind of IT-support and/or equipment you will need. E.g. streaming, broadcasting, etc.

Contact IT-support on www.serviceportal.aau.dk to arrange support for the day and inquire about prices. 

Pricelist
Se prices for our services here (in Danish).

Auditoriums and canteen areas are administrated by Shared Services CPH.

To book auditoriums or canteen areas you must fill out an online formular:

Open formular (in Danish)

Price
A lease of DKK 12 is paid per person per slot for premises Mon-Fri between 8 - 16. The lease is billed by faculty/area.

As of 1.2.2024 almost all seminar rooms (except 2.1.042 and 2.1.005) are administrated by the faculties. That means that lending of the seminar rooms (except 2.1.042 and 2.1.005) should be approved by the faculty administrating the seminar room.

To book seminar rooms, you need to log in to Webbook.

Here's how you do it:
Click here to go to Webbook 

• Use the prescribed username and password and click on "Login"
• Click on "Daily overview" or "Weekly overview" to get an overview of the premises' size, location and whether they are available
• Once you have found an available room that you want to book, click on "create email request" and fill in the form
• The room is not booked until you have received confirmation. 

Price
If you are booking seminar rooms owned by the faculties, you must inquire about a price from them.

Use of outdoor and common areas should be arranged with Campus Service CPH.