You can do it all on your own or buy the services you need. Contact NTNU konferanser (only in Norwegian) for help to organise your event; you can’t put a price on advice.

Location: Find a venue

GDPR

NTNU konferanser's system is adapted to GDPR. Read more about GDPR (in Norwegian).

Economy/finance

• Create an economic framework for the conference.
• Create a project number if you are planning a larger event. Contact your Financial Adviser.
• Consider whether the conference is subject to VAT (in Norwegian).

Communication

• Create a communications plan (for webpages, social media, posters, etc.)
• Call for papers: At academic conferences, NTNU konferanser can offer an online registration system that handles the paper submissions.
• Preparation: Ask the participants to report any allergies, food preferences in relation to religious beliefs or other arrangements that need to be made.

Schedule

• Larger events require risk assessment
• Book entertainment if relevant. You are welcome to contact NTNU’s artists and musicians
• Create a timetable for the conference. Inform the speakers and artists of the suggested times.

Book

1. Book flights and hotels for the invited speakers using NTNUs agreements:
   1. Airfare
   2. Hotels
   3. Rental Cars
2. Order food and drink
3. Book streaming or recording from the Multimedia Centre
4. Contact the AV Services if you need lighting, speakers or TV-screens
5. Order conference materials
6. Order gifts for keynote speakers.
7. Order brochures and the science magazine Gemini to give to the participants.
8. Contact Custodial Services for assistance when using NTNU’s buildings and facilities.

Plan

1. Plan how to organise arrival to the conference and wardrobe solutions for the participants.
2. Plan seating arrangements if a formal dinner is part of the conference.
3. Plan how the participants can evaluate the conference. You can use create web surveys (In Norwegian).

Information

• Signs: Make sure people can find the conference venue.
• Wireless network: Inform the participants about access to the wireless network
• Hashtag (if relevant): Inform the participants about the conference’s hashtag on Twitter.
• Phone numbers: Remember to make a list of important phone numbers (food suppliers, entertainment, medical assistance, technical assistance, etc.).

Registration/Reception

• Register the participants, hand out name tags.
• Have coffee available for first-comers.
• Be prepared to welcome journalists.
• Make Gemini and brochures from NTNU available.

During the conference

• Take pictures and document the conference.
• Distribute evaluation forms (or send by e-mail).

• Evaluate the conference.
• Publish the presentations on the website. You can also use Slideshare. If you want to publish video presentations, you need a written consent from the introductory speaker.
• Finalise the budget