Conferences and events

Guidelines for events held at LUSEM

Organising a meeting, conference or convention involves a lot of work – before, during and after the event. Here you will learn more about important things to consider about the process and what help you can get when you arrange an event at the School. 

Download the Conference guide (in Swedish).

Plan a sustainable event!

Lund University is working towards being a more sustainable workingplace. This also include sustainable thinking when it comes to planning and hosting events. A sustainable event or meeting that is environmental friendly gives good signals and makes a statement to both guests, colleagues and suppliers. Sustainable aspects includes choosing food and beverages carefully, no use of plastic package and avoiding excessive amounts. Learn more at the page Environmentally friendly at work.

All facilities must be booked in advance

All rooms and facilities that will be used during your event must be booked in advance.

Keep in mind that the premises are used for scheduled classes and extracurricular activities. It can be difficult to separate your activity from others.

You may serve food and drinks in “Blå Hallen” in EC3 (the blue hall), which also must be booked. “Blå Hallen” is available after 16:00 during weekdays. It is not possible to organise seated lunch in the EC1 Atrium during daytime.

Contact: Jeanette Ströberg

Communication and graphic profile

Lund University has a high reputation both in Sweden and internationally. The highest quality is required to maintain and reinforce this position – not only in what we do but also in how all university employees communicate what we do. The graphic profile is an important tool in this communication work.

To support you in your work, there is a graphics manual which describes our graphic profile and explains how it is structured. We recommend that you use the Lund University printing office Media-Tryck to help you with the layout. Media-Tryck can produce and print your material at a low cost.

Always show your material to the LUSEM communications officers before Media-Tryck prints it, and remember to always use the LUSEM logotype when promoting events held at the School!

To be able to order from Media-Tryck you must have access to a Lupin account.

Examples of printed or digital products can be:

• Folders
• Invitations
• Nametags
• Posters
• PowerPoints
• Programmes

Read more about graphic design and logotype

Contact: The communication officers at LUSEM, Media-Tryck

Cleaning

Our cleaning staff are in place 06:00-15:00 during weekdays. Extra cleaning within their working hours must be planned in advance. Expect costs for extra cleaning both before – and especially after – an event. You are responsible for bringing back leftover material when your event is over. 

Contact: Jörgen Norén

Ventilation

Does your event take place at night or over a weekend? Remember to inform us about this so the ventilation is on during your event. 

Contact: Jörgen Norén or the caretakers at LUSEM

LUSEM conference material

Available conference material with the LUSEM logotype are:

• Blue paper bag with white braided handles (bilingual)
• Conference pens and notebooks (Swedish alt. English logotype)
• Eggshell coloured folder to gather material in (Swedish alt. English logotype)
• Lanyards for name signs (bilingual)

Contact: The caretakers at LUSEM

Information material

Material with information about Lund University and the School of Economics and Management is available in Swedish and English.

Contact: The communications officers at LUSEM

Food

The University’s agreements are binding and must be followed. Our catering suppliers can be found in Lupin under the agreement area "catering". You are responsible for cleaning away all food and table settings when the event is over.

Log-in to Lupin

Additional student workers/student marshals

For large conferences, you may need extra assistance by student marshals, for example to manage the check-in, man the cloakroom, answer questions or hand out "goodie bags".

The salary for the student workers is currently 125 SEK per hour. Contact Jeanette Ströberg for the correct version of the form “Lön och villkor för intermittent tidsbegränsad anställning med timlön (periodisk)”.

It is a good idea to let the student workers have a dress code (for example, black bottoms, white top and comfortable shoes, as they often stand and walk a lot).

Contact: Jeanette Ströberg

Spread the word!

Do not forget to spread the word about your event!

You can use these channels to spread the word:

• E-mail (within your own network)
• Social Media
• Calendar on lu.se
• Calendar on the department’s website

You may also contact the LUSEM communications officers who have access to communication channels.

Read more about communication channels

Other practical matters

Coding of the LU access card
Contact the janitors to make sure the LU access cards work in all the facilities that you and other staff (including student workers) are going to use during your event.

Filming
If you need help filming seminars, conferences or large meetings, LU Conferences can be of assistance.

Film and digital learning

Flags
Do you want to hoist a flag? Contact the caretakers for more information.

Gifts for speakers
Contact Jeanette Ströberg for more information.

Grand piano in EC1
Contact Jeanette Ströberg for more information.

IT and Technology 
IT problems? LDC is LUSEM’s IT supplier. You can reach them at 046-222 90 00

Microphones
Microphones are available in Crafoord Lecture Hall and at the pulpit in the EC1 Atrium. Make sure the technology works beforehand! Contact the janitors if you need more microphones.

Registration form
We recommend that you use e-mail or the free form Google Forms or Surveymonkey. The LUSEM communications officers may be able to help you with another tool if you are arranging a major event.

Roll-ups with the LUSEM logotype
Contact the caretakers to borrow roll-ups (Swedish alt. English logotype).

Table cloths with the LUSEM logotype
Contact the caretakers to borrow blue table cloths (Swedish alt. English logotype)

Tables
Contact the caretakers to borrow extra tables and standing tables.

Wardrobe
Contact the caretakers to borrow wardrobe racks and hangers.

Wi-Fi for guests
The Lucat administrator at your department can help you create an Eduroam guest pass in Lucat.