Room reservation

Do you need a room for a meeting, a lecture or another event?

Teaching rooms

The following classrooms are available at Geoscience:

  • 1671-137 Auditorium
  • 1672-141 MOB
  • 1673-118 IT
  • 1653-014 Microscopy
  • 1653-018

Teaching rooms can be booked by all employees and students at Geoscience as well as AU Education and employees at AU.

During the scheduling period, all Outlook classroom calendars are blocked by AU Education until the planning of the upcoming semester's teaching is in place.

Geoscience employees and AU Education can book the classrooms via Outlook classroom calendars. Students and other AU employees book by contacting the Geoscience secretariat.

Meeting rooms

The following meeting rooms are available at Geoscience:

  • 1671-241
  • 1672-120
  • 1672-238

Meeting rooms can be booked by all employees and students at Geoscience as well as AU Education and other employees at AU.

Meeting rooms can be used for teaching when there is a need for this.

Foyer 1670

The foyer is used for larger events (Geoscience Day, GeoMatch, receptions, etc.) and normally contains tables and chairs that can be used for e.g. group work.

The foyer does not have an Outlook calendar. The Geoscience secretariat has an overview of when events are planned in the foyer.

All requests to use the foyer for social events are made in agreement with the Geoscience secretariat, who ensure that AU Buildingservices at NAT and the external security company are notified.

When there are no events in the foyer, tables and chairs can be freely used for e.g. study group work. There are no rules that you must be quiet (as in, for example, a study hall). All users are asked to respect that the Geoscience buildings are a workplace for both employees and students, that there may be exams nearby, and that there must always be quiet working conditions in common areas. Talk and discussions in study groups are permitted but please keep them at an acceptable noise level.

Student canteen, building 1671, basement

The canteen may be used both for eating and as a work space. The students' party association CHAOS holds a Friday bar in the canteen by agreement with the head of department, just as other student organizations can use the canteen for their activities.

The canteen area does not have an Outlook calendar for booking. The Geoscience Secretariat and NAT-BYG must be notified of events. Possibly. the need for cleaning carried out by cleaning staff is agreed between CHAOS and the head of department.

  • Between 11.30 and 13.30 the canteen is reserved for diners
  • The students prioritize and determine arrangements in collaboration with the head of department, in which the Geoscience Secretariat and NAT-BYG are involved

Employee lunchroom, building 1672, 2nd floor

The lunch room is used by employees for short breaks, lunch, but also other events and meetings with internal and external participants.

The room can be booked by employees for receptions in connection with the work, e.g. at PhD defense, anniversary, etc.

The room does not have an Outlook calendar. Booking takes place by agreement with the Geoscience secretariat and putting notes on the doors with information about the nature and duration of the event. The Geoscience secretariat has an overview of which events are planned in the room. In principle, the person who has reserved the room is also responsible for reestablishing the area after the event, washing up and possibly extra cleaning.

Priority:

  • The room is reserved for employees at Geoscience and their guests
  • Geoscience events are prioritized before anything else
  • Between 11:30 a.m. and 1:30 p.m. the lunch room is reserved for diners, unless an institute event is planned
  • Meetings or events for all employees or larger groups of employees are prioritized before individual activities, e.g. PhD receptions

Study halls

There are 2 study halls at Geoscience. Both premises are quiet rooms and eating is not permitted.

Thesis students study hall, building 1675

This area is for thesis students. The room is locked, and thesis students are given a key in the secretariat after paying a deposit. The deposit is refunded when the key is returned. The key may only be used to access this location.

Eating in the area is not permitted, but must take place in the students' canteen in building 1671.

The room is a quiet area for thesis students. Agreements about other use cannot be made.

The room is furnished by the institute. Bringing in other furniture may only be done after prior agreement with the Geoscience secretariat.

Bachelor reading room, building 1674, 3rd floor

The room may be used by all students in years 1-4. There are no fixed places and the first-come, first-served principle applies. There are 2 domain computers available in the area.

Eating in the room is not permitted, but must take place in the students' canteen in building 1671.

The room is a quiet room for reading, writing assignments, etc. Agreements about other use cannot be made.

The room is furnished by the institute. Bringing in other furniture may only be done after prior agreement with the secretariat.

Group rooms in the bachelor study hall

There are 2 group rooms in connection with the bachelor's reading room, each with room for a maximum of 4 people. These rooms can be used by students at Geoscience on a first-come, first-served basis. Booking of the premises is not possible.

High tables

All around the institute are high white tables with matching chairs. Due to fire safety, the location or arrangement of the tables must not be changed without agreement with the Geoscience Secretariat.

All tables/chairs may be used freely by AU employees, students and guests at Geoscience. There are no rules that you must be quiet (as in, for example, a study hall). All users are asked to respect that the Geoscience buildings are a workplace for both employees and students, and that there must be quiet working conditions in common areas. Talk and discussions in study groups are permitted but please keep them at an acceptable noise level.

Eating is not permitted at the tables. Students are referred to the canteen in building 1671, basement floor. Employees and their guests are directed to the lunchroom, building 1672, 2nd floor.

Sofa groups

There are 2 sofa groups in common areas. One above the foyer in building 1670 and one in building 1671, 2nd floor. Due to fire safety, the location or arrangement of the sofa groups must not be changed without agreement with the Geoscience Secretariat.

Both sofa groups may be used freely by AU employees, students and guests at Geoscience. There are no rules that you must be quiet (as in, for example, a reading room). All users are asked to respect that the Geoscience buildings are a workplace for both employees and students, and that there must be quiet working conditions in common areas. Talk and discussions in study groups are permitted but please keep them at an acceptable noise level.

Eating is not permitted in the sofa groups. Students are referred to the canteen in building 1671, basement floor. Employees and their guests are directed to the lunch room, building 1672, 2nd floor.

It is not permitted to sleep in the sofa groups, just as loose cushions must not be removed from the sofa groups. The sofas, chairs or tables must not be moved either.

Overall priority:

  • Department/faculty activities are prioritized above everything else
  • Teaching is prioritized before other use and is only moved for the above
  • Internal use takes priority over external use
  • Events are prioritized before individual activities (meetings, study groups, etc.)
  • Activities planned by AU employees are prioritized before activities planned by others, e.g. students

How to contact the Geoscience Secretariat regarding venue reservations

Send an email to sekretariat@geo.au.dk

State the following:

  • Who is responsible for the event? (name and contact details)
  • What will the room be used for: (in relation to fire authorities, etc., we try to find the best area for the purpose)
    • Nature of the event
    • Who's coming? Employees, students, people from outside?
    • How many participants maximum?
  • If you have a preference for location (building and number), you can write it
  • If kitchen facilities, A/V equipment or other things are to be used, it must be agreed how
  • What date and time period? If necessary, with extra buffer before and after
  • Who is responsible for clearing out and possibly cleaning after the event? (name and contact details)