• If the event is for less than 20 participants, it can be a good idea to invite the participants via a meeting invitation in Outlook. When there are few participants, Outlook provides an easy overview of who has accepted, accepted temporarily, or declined the meeting invitation.
• If the event is for more than 20 participants, it can be a good idea to create a registration page where the participants can sign up for the event. A registration page provides a better overview of many participants and allows you to collect more information about the participants. The secretariat can help you with setting up a registration page in Conference Manager. To ask the secretariat to set up a registration page for you, please fill out this form: Content Template for events - ConferenceManager, and submit it to fhm@ece.au.dk

If you choose to set up a registration page, we do not recommend that you simultaneously invite your participants to the event via a meeting invitation in Outlook.
Our experience is that it confuses the participants to “sign up for the event twice”. In other words, they tend to forget to sign up via the registration page if they have already accepted a meeting invitation for the event via Outlook. When the participants sign up via the registration page, they can choose to receive a meeting invitation along with their registration confirmation.

• If your event is for internal participants, it may be relevant to promote the event on the staff portal and in ECE’s newsletter.
• If your event is for external participants, it may be relevant to promote the event on ECE’s external website (www.ece.au.dk/en) and via ECE’s social media.

If you want to attract more participants to your event, it is a good idea to consider your marketing strategy as early as possible.

If you need help with promoting your event, please send an e-mail to lonem@ece.au.dk

The secretariat can help you send information to the event participants, e.g. through Conference Manager (if you have chosen to create a registration page), through a meeting invitation in Outlook or via email.

Please note that the secretariat can only help with forwarding information. You are therefore responsible for preparing the text you wish to have forwarded.

For more advanced communication support such as media tasks and graphics, please contact TECH’s communications officers.

If you want to hold an online or hybrid event, you are responsible for creating a streaming link and setting up any equipment.

For technical assistance, please contact the Nat-Tech IT support team.

If the event takes place outside normal opening hours (8-16), please notify the facility management to ensure access to the building and to avoid setting off the alarms.

If you are planning an event where you are expecting there to be more people in the building than there normally is, please notify the cleaning staff so they know that extra cleaning may be required.

Contact information for the facility management and cleaning staff at the IT City and Nat-Tech’s other locations can be found here - select IT City

Major events such as conferences require a lot of preparation. If you are planning to hold a conference, we recommend taking a look at Events and Communication Support’s Conference Handbook (only in Danish) to find out what you need to be aware of.

Events and Communication Support can offer help if you are planning a conference or an event.