A collaboration between VisitAarhus and AU’s Events and Communication Support department will offer support for researchers from the moment they start thinking about hosting a conference right up until the event actually takes place.

2017.01.25 | Signe Schou

While overall responsibility lies with the researchers and his/her department, a lot of help is available during the planning process. The close cooperation between the tourist organisation VisitAarhus and Aarhus University means that researchers can get help with everything from A-Z – from the initial fledgling ideas up until the successful execution of their conference.

Help with conference planning and execution

VisitAarhus can, for example, help with invitations to quote, site visits from European and international organisations and general concept development. VisitAarhus also helps to find and provide information about the available facilities as well as garnering and formulating support from political, administrative and academic environments.

The Events and Communication Support department primarily advises conference planners once a conference has been confirmed. The department assists with everything from budgeting, deciding on venue, food and refreshments, social events, communication and the use of purchasing agreements.

Arts and Aarhus BSS have a similar support function, which is aimed at their respective employees.

Hold part of your conference at ARoS

The annual ‘Konferencernes dag’ (Conference day) is a networking event that has been held for almost 10 years. On this day, conference planners/holders at Aarhus University are invited to a wide range of talks on planning and holding conferences, while visits are also organised to some of the facilities which are often used in connection with conferences (hotels, meeting places, special sights and attractions, eating venues etc.) – for example ARoS Aarhus Art Museum or Den Gamle By (The Old Town).

Facts: Growth in international conferences

The international congress and conference market is growing. Within the past 50 years, the market has doubled every decade, and the trend continues. However, competition is intensifying, because new Asian and Latin American destinations are winning market share from Europe and North America.

Seen in this light, the growth in international conferences in Aarhus is impressive. One way of measuring this growth is to count the number of overnight stays by business tourists. In the 2011-2015 period, Aarhus saw a total growth of almost 148,000 overnight stays (a 46% increase), which corresponds to a total contribution to GDP of approx. DKK 900 million. Aarhus University can take quite a lot of the credit for this because the university’s talented researchers have worked hard to attract more conferences to Aarhus – with great success.

See a list of services available to conference organisers at AU