Planning my first event
Appoint an event organiser
It can be a board member or an enthusiastic volunteer. If the person responsible is not a board member, appoint a contact person on the board.
Decide on the topic
Decide what the purpose of the event is and who the target audience is. For example, take a current theme or requests from IDA members as a starting point. Decide whether the event should be a lecture, a company visit, a panel discussion, a networking event, etc.
Booking a speaker, moderator or cultural institution
Contact and make arrangements. Remember to agree on cancellation conditions such as date and minimum number of participants, and consider any fees.
A teaching fee is generally exempt from VAT. Please note that the instructor's CPR no. or CVR no. must appear on the invoice that the instructor sends to IDA.
If you choose to give a gift instead of paying a fee, please note that the instructor must report the value of the gift to the tax authorities. It is the instructor who has the reporting obligation.
Order gifts to guests through IDA
Learn more about renumeration at skat.dk
Draw up a budget
Among other things, you need to decide on participant fees in connection with the affiliated entity's rules - including whether the payment should be differentiated between members or companions and externals. You can read more about IDA's rules for differentiated pricing here. For payment of larger meetings, an advance payment can be made. If you want this, contact your network coordinator at least 4-5 working days before you need the money.
Collaboration partners
Partners can be organisations or companies outside of IDA, for example. If you collaborate with others, remember to make clear agreements about finances, exchange of participant lists and also agree on how marketing will take place - e.g. in relation to the use of each other's logo etc. Read more here.
Co-organisers IDA divisions/communities
When collaborating with other IDA divisions/communities, there must be documented active consent from the individual co-organiser before your network coordinator can add them as a co-organiser in IDA Meeting System. The documented active commitment can, for example, be an email from the unit chairman.
Book room, catering and audiovisual equipment
Remember to order catering in connection with the room reservation. It's also a good idea to clarify with the presenter how the tables will be set up and whether AV equipment, such as a microphone and PC, will be used.
Create a marketing plan
Contact your network coordinator if you have specific advertising requests. The event will automatically be available on ida.dk as soon as it has been published in the meeting system. Events will then be promoted in the community newsletter.
After the event
Immediately after an event has been organised, and no later than 14 days after, you must submit invoices and expenses.
Travel expenses: Remember to write the date, location, event number and event title, membership number, etc. on the invoice/expense claim.
Invoices from suppliers can be sent directly to idafaktura@ida.dk. Remember that the invoice must include the unit's name and network coordinator.
See also pdf for use of IDA funds
Evaluation of an event
All IDA events are evaluated. The evaluation is sent electronically to participants at the end of the event. Organisers and speakers do not receive an evaluation email as they are not required to evaluate themselves. After 4 days, speakers and organisers receive an email with a link to an overall evaluation.
Help from IDA
The network coordinator can help with general event planning, marketing and all administrative and practical tasks related to large conferences. It is important that you involve the network coordinator early on so that the administration can be involved in the process.
For large conferences, you can get help from the network coordinator to book rooms, etc. You can also liaise with the administration in relation to external partners.