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Book meeting rooms

Book meeting rooms

As a volunteer, you have the option to book rooms in IDA yourself, and you can also book catering and AV equipment.

IDA Conference - Copenhagen

Use this link to book rooms, catering and AV equipment at IDA Conference in Copenhagen

The system has been developed so that you can see which rooms are available in our meeting center in Copenhagen at all times of the day and send a request to the Meeting Center in one and the same flow. 

You can find cancellation policies for IDA Conference here.

Internal prices in IDA Conference

  • The prices we receive on the confirmations from IDA Conference are internal prices – they only apply when the bill is paid via IDA (a department, a professional community, a fund to a particular purpose, etc.)
  • The prices are therefore confidential and may not be shared with external parties!
  • Invoices from IDA Conference may never be re-invoiced to external partners.
  • The event must be created in IDA's meeting system, where all registration must also take place.

Booking of meeting rooms in Aalborg

In Aalborg, there is access to the following rooms, which can only be booked from 4:30 PM:

  • 1 meeting room for max. 12 people with projector and meeting screen
  • 1 meeting room for max. 25 people with projects and canvas

The premises must be booked through your network coordinator.

Access code: A password will be issued a few days before your use of the premises, which must be used to enter. It is the same code on both the front door and the door on the third floor. The doors lock automatically at 11:00 p.m.

Parking: Parking is free after 6:00 PM.

Catering: It is not possible to order catering at the office, you must provide this yourself. Beer, water from our refrigerator and coffee/tea from the vending machine can be purchased. A consumption slip is filled out. The slip is on the windowsill in the kitchen where you leave it filled out and then the administration takes care of the settlement.

Booking of meeting rooms in Aarhus

In Aarhus, there is access to the following rooms, which can only be booked from 4:30 PM:

  • Room 1: max 8 people
  • Room 2: max 6 people
  • Room 3: max 4 people

The 3 rooms can be combined into one large room with space for a maximum of 15 people.

  • Room 4: max 20 people
  • Room 5: max 20 people

The 2 rooms can be combined into one large room with space for a maximum of 40 people in total in a cinema setting. If another setting is desired, there is not room for 40.

Premises, security and catering must be booked through your network coordinator.

AV equipment: There are 2 screens available where you can connect your PC.

Catering: You can order catering at MIB via your coordinator. You can see here's what they offer, and IDA gets a 10% discount from them. 

If you wish to bring your own food, you are welcome to do so.

Security: For board meetings and events, security must be booked, which costs 160 DKK/hour and is paid for by the committee itself.
For board meetings, the security must be booked ½ hour before, and 1 hour before for large lectures/events.

The student assistant will collect the food from the canteen, prepare the room and clean up so that the rooms are usable afterwards.

Wine gifts: It is the organiser's responsibility to arrange to order and bring wine and/or other gifts.

Booking of meeting rooms in Odense

In Odense, access is available to the following premises:

  • B4 (6 people)
  • B5 (8 people)
  • B6/B7 (14 people)                                                                
  • A9 (16 people)                                                                      
  • B8 (20 people)                                                                     
  • B9 (20 people) 
  • B10 (8 people) 
  • B12 (16 people)     
  • The conference (max. 60 people, cinema set-up)                
  • The canteen (approx. 100 people)          

Premises, security and catering must be ordered via the unit's network coordinator.

Catering: Catering must be ordered through your coordinator.

Price: The premises are free to borrow, but you must budget for the cost of evening security. The price is 160,- per hour started.

Wine gifts: It is the organiser's responsibility to arrange to order and bring wine and/or other gifts.

Table arrangement: Please note that as a general rule, it is not permitted to change the table arrangement in the premises. It costs DKK 500 to change the table arrangement, and this can only be done by agreement with the reception. For evening meetings, it depends on which table arrangement the first user the next day has ordered.

Premises at external providers

If the meeting takes place outside one of the IDA buildings, you will be responsible for booking the venue and catering yourself.