Conferences, meetings and refreshment
This website contains relevant information about holding internal and external meetings, planning conferences, events, lectures and how to book meeting rooms via the Outlook Calendar.
Planning a conference, meeting or event?
If you need help organising an event, meeting or conference, you may contact the Secretariat to make an agreement about specific help.
We provide support if you need to set up payment for a retreat, event or lecture etc. or if you need to hold an event with free participation, but need registration due to limited capacity.
Booking of conference material/equipment - café tables, beach flags, soundbox, draft beer dispenser, trolley
In the Outlook calendar (address list - see below) you can reserve the Department's conference material and equipment.
We have following:
- 10 café tables that are easy to transport
- 1 Soundbox (stored in a locked cupboard in the common lunch room 1540-022)
- 1 Draft beer dispenser (stored in a locked cupboard in the common lunch room 1540-022)
- 1 Trolley (stored in the depot at Aquatic Biology, 1135)
- 4 Beach flags - Institut for Biologi (stored in the depot at Aquatic Biology, 1135)
Roll ups
The department has a number of roll-ups available for reservation through the Outlook calendar (go to "Add calendar ->address list-> search for "Bio Roll".
The roll-ups are stored in the depot at Aquatic Biology, 1135.
Roll up 1
Roll up 2
Roll up 3
Roll up 4
Roll up 5
Roll up 6
Roll up 7
Roll up 8
Roll up 9
Refreshments for internal meetings
At council and committee meetings at the university and in the main academic areas, departments, centres and administrative divisions, at interdisciplinary management meetings and at presentation, dialogue or working meetings with units from other main academic areas/administrative divisions, bread rolls/bread or fruit/chocolate/cake and coffee/tea may be served. In exceptional cases, where the timing of the meeting requires lunch during the meeting or before/after the meeting, sandwiches may be served for lunch. The same applies if external guests are participating in meetings.
Expenses for food and special beverages (other than water, coffee/tea) are not allowed for normal internal meetings, such as section meetings, unit meetings, team meetings, working group meetings, project group meetings etc.
The purpose of the meeting and the full names of all participants must always be stated for approval of expenses for refreshments for internal meetings.
Need help with refreshments or catering?
If you need help with catering in connection with meetings, you may contact the Department Secretariat no later than 2 working days before.
Alternatively, you may contact the canteen yourself. We usually order at the Math Canteen.
Booking of meeting rooms
At AU there are many opportunities to hold physical and virtual meetings.
As a starting point, you yourself are responsible for booking meeting rooms. Booking is done via the Outlook Calendar. Find instructions on how to book meeting rooms here.
Meeting rooms at Department of Biology:
- Meeting room with projector: 1540-K20 Seminarrum (24) + 1540-K26 Møderum (24)
- Meeting room with videolink: 1540-K32 Møderum (videolink 16), 1135-412 Møderum (videolink 12)
- Meeting room: 1540-013 Flora (8) + 1540-015 Fauna (8)
Rules for booking of 1540-022 Frokoststue (1540 lunchroom)
Meeting rooms at the Department of Physics and Astronomy (may be locked, contact either the Math Canteen or the Secretariat at Physics and Astronomy for a key)
- 1525-626 "Det skæve rum" (40) – The room can become hot on a summer day, as it's beneath the roof
- 1520-731 Sea view (16)
- 1520-732 City view (26)
- 1520-737 Sky lounge (28 videolink)
Guide to sharing screen in virtual meeting rooms.
If you are in doubt, please contact the Secretariat.
