Procedure for organising an event

1. Submit a request. Fill out the room reservation form at least two weeks prior to the event date. 
2. Initial follow-up. Our team will contact you within two working days about special wishes regarding extra needs (i.e. catering, room set-up, audio visual equipment needs, promotion through channels like student.auc.nl or newsletters).
3. CER officer requirement. For events with more than 25 attendees held outside office hours you will be asked to provide us with the names of the designated CER officer(s) no later than two weeks before the start of the event (see below for more information)
4. Security assessment. If you answered ‘Yes’ to the question “Are there any potential security risks associated with your activity that AUC should be aware of?” our team will ask you for more details.
5. Possible additional costs. Additional costs for security, cleaning and on-site company emergency response may be charged for events taking place outside of opening hours, and for non-standard events (e.g. large events, or events spanning one or multiple days). Our team will inform you if this is the case.
6. Final decision. Once the necessary information has been submitted (including any follow up requests regarding special wishes, CER officers and potential security risks), we will evaluate whether the event can take place and you will receive a decision within five working days.

Please note that your request may be denied if the desired space is unavailable on the specified date or time, or if the request conflicts with the terms and conditions as outlined below.

Terms and conditions

• The general House Rules and Code of Conduct of the University of Amsterdam apply at all times.
• AUC has a non-alcohol policy; only non-alcohol beverages can be served at events if they take place in the Academic Building (read the full policy).
• Events must be non-commercial, non-religious and non-partisan. Activities that promote specific political parties or agendas are not permitted, though events with an academic or educational focus on political topics are welcome.
• The event must have a relation to, or relevance for, education, teaching and or research and/or to AUC’s mission.
• Events must be open to participation by AUC students and/or staff.
• For events with more than 25 attendees taking place outside of regular office hours (Monday to Friday, 9:00–17:00) an onsite Company Emergency Response (CER) officer is required, according to the following guidelines:
  • 1 CER officer is required for 25–50 attendees
  • 1 additional CER officer is required per every 50 additional attendees
  • There is an AUC CER team that includes members of the Student Association and staff members. If the required amount of CERs cannot be arranged, then an external CER will need to be hired at the cost of the organiser.
• After the event, rooms must be returned to their original condition. This includes removing rubbish and restoring furniture to its standard layout.

Questions? 

Please contact us if you have any further questions about organising an event in the Academic Building.