Meetings, digital meetings and conferences
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 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.
Tips for a successful meeting
- Appoint a person in charge of the meeting.
- Find out whether other activities risk clashing with your meeting.
- Decide on a time and location – book a hotel and venue.
- Make a budget.
- Find out about any necessary permission and apply for it.
- Decide on the content, book the people who are to contribute.
- Market the event and communicate about it.
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, technology solutions, participant management and so forth. Read more about getting help internally.
Information about what our procured suppliers can offer is available in Lupin.
- Read more about frameworks in Lupin/Proceedo (login)
- Read more about purchasing and procurement
- Read more about the regulations concerning entertainment and gifts
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.
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