Ordering venues for courses and conferences - Kunnskapsbasen
Ordering venues for courses and conferences
On this page, you will find information about NTNU's new agreements for renting external venues for courses and conferences.
Table of Contents
Norsk versjon: Bestille eksterne kurs og konferanselokaler
If you need to book course or conference venues outside of NTNU's campuses, please contact your local purchaser or requisitioner.
To place an order, use the form on this page.
About the agreement
NTNU has a framework agreement in place for the rental of external venues for courses and conferences. This agreement must be used if NTNU employees wish to rent venues in Trondheim, Gjøvik, Ålesund, or in the regions around the three NTNU-cities. The booking shall not go through Berg-Hansen travel agency, see the booking procedure below.
Here’s what’s new in the updated agreement, which came into effect on 6 January 2025:
Ranking of suppliers
When ordering course and conference venues with the option of accommodation, hotel chains are now ranked in order of priority. This means that the purchaser or requisitioner must first check the availability of hotels within the highest-ranked chain. If available, the booking should be made there. If not, the request will move on to the next hotel or hotel chain on the list.
Please note that even if a hotel chain has multiple hotels, it is sufficient to check if one of them has availability. If that hotel is unavailable, the purchaser can proceed to the next chain listed in the ranking.
The hotels are ranked based on several factors, including:
- Price
- Facilities and service, such as the number of meeting rooms and accessibility (universal accessibility)
- Cancellation policies
- How well they their environmental/sustainability practices are
The suppliers in the new agreement are:
Trondheim
| Hotel | Ranking |
|---|---|
| Scandic Hotels AS Scandic Nidelven Scandic Lerkendal Scandic Solsiden |
1 |
| Radisson Blu Royal Garden Hotel | 2 |
| Strawberry Clarion Hotel & Congress Trondheim Quality Hotel Augustin Quality Hotel Prinsen |
3 |
Gjøvik
| Hotel | Ranking |
|---|---|
|
Strawberry |
1 |
Ålesund
| Hotel | Ranking |
|---|---|
| Scandic Parken Ålesund | 1 |
| Thon Hotel Ålesund | 2 |
| Strawberry Quality Hotel Waterfront Quality Hotel Ålesund |
3 |
| De historiske - Hotel Brosundet | 4 |
Large conferences with more than 300 participants
A separate agreement has been made for large events with over 300 participants in Trondheim. When placing an order, the purchaser must first select relevant suppliers based on the number of participants, the venue's capacity, and the necessary facilities.
If several suppliers on the list are suitable, the highest-ranked will be contacted first. If this supplier is unavailable, the purchaser can proceed to the next supplier on the list.
These are the suppliers in the new agreement:
- Scandic Lerkendal
- Scandic Nideleven
- Radisson Blu Royal Garden Hotel
- Quality Hotel Panorama
- Clarion Hotel & Congress Trondheim
No financial threshold in the new agreements
Mini-competitions between suppliers will no longer be conducted for orders over kr.100,000. There are no monetary limits to consider in the new agreements.
«Niche agreement» in Trondheim
To better support small and medium-sized businesses, and to offer a wider range of external meeting venues in Trondheim, a separate agreement has been made with several "niche suppliers".
These suppliers offer various meeting packages for full-day or half-day meetings.
This "niche agreement" is independent and does not have the same ranking requirements as the hotel agreement. This means that you are free to choose from the suppliers listed below:
- Rockheim Panorama
- Ringve Museum/Victoriasalen
- Banksalen Konferanse, Selskap & Mat
- DIGS
- Sverresborg Museum/Borgstua
- Trondheim Catering - Spektrum
- Britannia Hotel
- Tollbua
- Studentersamfunnet
Please note that although you can freely choose from the suppliers, they have still been ranked through the bidding process. The supplier ranked as number 1 has received the highest overall score based on the criteria of price, climate/environment, and facilities/service.
Regional agreements
New agreements have also been made with course and conference venues within driving distance (under three hours) from Trondheim, Gjøvik, or Ålesund. These venues are located in the regions surrounding the three NTNU-cities, as well as in Sweden.
There will now only be one supplier per area.
Similar to the "niche agreement", this one is also independent, meaning you are free to choose from the suppliers listed below:
Near Trondheim
- Scandic Hell – Stjørdal
- Thon Partner Hotel Selbusjøen – Selbusjøen
- Scandic Rock City - Namsos
- Scandic Stiklestad - Stiklestad
- Ørland Kysthotell AS - Brekstad
- Quality Hotel Skifer - Oppdal
- Jegtvolden Fjordhotell - Inderøy
- Austkil gjestegård - Hegra
- Quality Hotel Grand - Steinkjer
- Røros Hotell - Røros
- Copperhill Mountain Lodge - Åre
- Hotell Frøya - Frøya
- Bårdshaug Herregård - Orkanger
- Valberg Slektsgård AS - Frosta
- Thon Partner Hotel Backlund – Levanger
Near Ålesund
- Scandic Alexandra - Molde
- Quality Hotel Ulstein - Ulsteinvik
- Hotel Union Øye - Øye
- Storfjord Hotel - Glomset
Near Gjøvik
- Scandic Oslo Airport - Gardermoen
- Scandic Hamar - Hamar
- Scandic Solli - Oslo
- Scandic Fornebu - Bærum
- Scandic Lillestrøm - Lillestrøm
- Scandic Valdres - Fagernes
- Scandic Lillehammer - Lillehammer
- Spidsbergseter Resort Rondane - Ringebu
- Herregården Hoel - Ringsaker
Venues in other parts of the country
If NTNU plans to arrange courses or conferences outside of Trondheim, Gjøvik, Ålesund, or their nearby regions (within a three-hour drive), the new agreements will not apply.
- If you need to book venues elsewhere in the country or abroad, reach out to your local purchaser.
- Please note that if your event is going to be held at a location not covered by these agreements, you must explain why this will be necessary when placing the order.
- If the event is to be held at a location not covered by the agreements, and the estimated cost exceeds NOK 100,000 excluding VAT, a separate procurement process must be conducted. Please plan accordingly, as this process may take several months to complete. You can contact a procurement advisor through this form in NTNU Hjelp.
Could your meeting be held on campus instead?
The agreements we are now entering in to regarding venue rentals should only be used when there is a need to book external venues in Trondheim, Gjøvik, Ålesund, or in the surrounding regions.
Please check if NTNU can provide suitable meeting rooms for your event instead. In many cases, there are already well-suited locations available on campus - but at a lower cost.
Contact
If you have any questions about booking external venues, please contact your local purchaser.
For questions regarding NTNU's new framework agreement or the niche agreement in Trondheim, please contact the Financial Division by email at: kontakt@okavd.ntnu.no.