IDA.DKIDA ForsikringIDA Students
Join IDA
Volunteer guide
/
Communities and volunteers
/
Volunteers
/
Volunteer guide
/
Mini guide: Event planning in IDA

Mini guide: Event planning in IDA

Here you will find our mini guide to event planning in IDA. It can also be used as a template for new volunteers in the division by copying it and adding division-specific rules.

Framework & funding:

  • Framework agreement. Funding is allocated by SKU and KUR every year in September/November, based on applications submitted by communities and divisions within the region. The community’s assets must not exceed DKK 300,000.  
    The region’s assets must be DKK 0.
  • Gifts for speakers: We recommend giving a bottle of wine. The price is determined based on each division’s budget. 
    Enter your division’s policy on gifts here:
  • Refreshments at members’ meetings: It is entirely up to each division’s board to decide what refreshments to provide at their meetings.  
    Enter your division’s policy on refreshments here: 

Planning of member events:

  • The aim may be to draw up an event schedule for the coming six months.
    If you are using IDA Conference in Copenhagen, it is a good idea to book a meeting room, preferably six months in advance if possible. Read about cancellation and pricing of catering here: IDA Conference – Product sheet 2025 (Conditions for volunteers) (in Danish).
  • The aim is to announce an event at least two months in advance.
  • If the community has a social media channel, remember to advertise the event there. Feel free to invite your community’s members to the group.  
  • Online meetings – there are three types: webinars from your own computer, webinars in IDA’s TV studio and hybrid meetings. It is easier to secure the participation of international speakers at online events.
  • Hybrid meetings – in the event description, the organiser can state that the meeting will also be streamed as a webinar.  
  • Purely online events (webinars) are also a good idea. Online-only events are ideal for short presentations lasting around 1 hour.  
  • When creating an event: Log in Profile - IDA. Under the tab – select the ‘Volunteer’ menu item. Select ‘Volunteer Self-Service’. Here you will find ‘Create Event’ and ‘Edit Event’. Once the event has been published, your coordinator will review it. The event will be advertised in the next newsletter. 

Board work:

  • The Board is reimbursed for travel and expenses, such as tolls and parking, incurred in connection with board meetings and events, both in Copenhagen and in Jutland. Use form to submit travel expenses 
  • The Board may decide to provide a Christmas gift worth up to DKK 500 (including VAT and postage)
  • The Board may decide to hold an annual board seminar, including dinner
  • For communities: an organiser may attend their own events free of charge. The organiser decides whether the board may attend their events free of charge; however, the board member must cover other expenses themselves, such as travel, parking, etc.
  • For regional divisions: an organiser may attend their own events with a companion free of charge.
  • The board may hold an annual board Christmas lunch or a summer event.

Useful links for volunteers

Link to: Volunteer guide | IDA 
Link to: Planning my first event
Link to information about webinars: Webinars | IDA  
Link to: Request a meeting room | My IDA – Used for meetings at IDA Conference, Copenhagen 
Link to: Gift order to another address in DK | My IDA 
Link to: Gift order for meetings in IDA Copenhagen | My IDA - Used for meetings at IDA Conference, Copenhagen