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Planning your conference

INFORMATION AND TOOLS
Find information and tools for planning your event here.

Important considerations

Find out what is going on at your University and around the city on the planned date of your event. It might coincide with another event aimed at the same target group or there could be problems finding available hotel rooms. You should also find out whether your intended speakers are available on the planned dates.

Calendar for Lund University (new window).
Visit Lund – read about what’s on in Lund (new window).

Useful documents

Framework agreements and policies

As a public sector employee, you are obliged to follow the framework agreements when purchasing goods and services.
Agreements database Avropa.se (New window).
Read more about decisions on regulations for entertainment. (In Swedish, PDF 77 kB, new window).

Accommodation for participants

You can book accommodation for participants at the University Guest House (New window).

Co-arranging of a conference

The most common reason for arranging a conference together with one or more organisations is that you share an interest in the programme content itself. Therefore, this is the primary focus of the cooperation. When it comes to the practical management of the conference, a clear agreement must be in place with regard to the handling of the associated administration and any surplus or deficit. Always consult the Finance division before entering into such agreements.

Keep in mind that conferences may not be co-arranged with an organisation owned or operated by a University employee. This could involve a conflict of interest and prohibited transactions between the University and the employee. If you have any questions concerning this matter, please contact the Legal Services office.

Sponsoring of conferences

What constitutes sponsorship is not clearly defined. Sometimes it can be equated with a donation or gift; other times it requires something in return. Typically, sponsorship aims to promote the sponsor, its goods or services, in a positive way. In order to avoid confusion and the risk of the sponsorship damaging confidence in Lund University, a sponsorship agreement should be drawn up in writing. Contact the Legal Service office for assistance in this matter.

Reporting of sponsorship: In general, in case of a sponsorship, all costs are to be covered by Lund University and the sponsorship funds are to be reported as sponsorship revenue. Regular VAT rules apply. As an exception, the sponsor may cover a cost directly, provided that it is a delimited cost and that an agreement is reached directly between the sponsor and the person/s sponsored. Always contact the Finance division to verify the rules that apply.

Page Manager:

Contact

LU Conferences
bokning [at] service [dot] lu [dot] se
+46 46 222 09 76

gamlabiskopshuset [at] service [dot] lu [dot] se
+46 46 222 09 79

Reachem AB
lu [at] reachem [dot] se
+46 8 41 03 01 51

Lund Convention Bureau
meetings [at] lund [dot] se
+46 46 35 59 82

Annette Nilsson
General legal counsel
+46 46 222 71 78
annette [dot] nilsson [at] legal [dot] lu [dot] se

Staff members at the Legal Division
Contact information for staff members at the Legal Division

Finance Division
Billing and Accounting

+46 46 222 46 00 (press 2, then 1)
kund [at] eken [dot] lu [dot] se

Telephone: +46 (0)46-222 00 00 (switchboard)
Mailing adress: Box 117, 221 00 Lund, Sweden
Invoice adress: Box 188, 221 00 Lund, Sweden
Organisation number: 202100-3211

Site manager: staffpages [at] lu [dot] se

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