Planning an event
If you’re planning to organise an event within the university, the information on this page will help you get started.
Rooms and catering
You can contact the Event Service if you have any questions about venues, technical facilities and other support for your event. They can help you, for example, if you want to organise something outside your own building, or would like to know more about all the venues and options the university has to offer. The Event Service will look for available venues and book them for you. And if you tell them about your catering requirements, they’ll put you in touch with Party Catering, who will then fulfil your wishes.
Help with organising an event
It is recommended that faculties wanting to hire an experienced event coordinator to assist them with organising an event should contact an external agency that has often partnered with the university in the past:
Useful tools
- All the info about using the Leiden University house style for printed materials
- Template for making name badges in the university house style
Suppliers who can support your event
Catering
- University Services Department (UFB) Catering. For all the catering during your event in any of the university buildings.
- Dames Dietz. For high-quality catering at external locations (if they do not offer it there).
Printed materials
University Services Department (UFB) Graphic Centre will be pleased to help with all your requirements for printed materials: from business cards and letter paper to flyers, posters, roll-up banners, dissertations and much more. You can also contact the UFB Graphic Centre for services such as the layout of communications and DTP, and products including displays, advertising signs, banners and other promotional materials.
Graphic design
- The external agency Creja developed the Leiden University house style. You can contact them for a wide range of products, such as flyers, banners or other promotional materials. They have all the university logos on file, and know how to adapt them.
- Tom van der Heijden is a freelancer who creates animations and illustrations. He has already produced many of these for the university.
Gifts
- If you’re looking for a gift with the university logo, for example to thank a speaker, then the University Shop is the ideal place.
- The Hortus Botanicus also has an excellent gift shop with many original gift options. You can order items on your SAP number.
- You can also use your SAP number at the Olala chocolaterie in Leiden to order chocolates.
Audiovisual support
Organising a special event may mean that you need more technical facilities and support than is usually available at the university location. The university works with a preferred supplier: Deyval. You can contact them and ask for advice and a price quotation.
Organisation of a conference or summer school
The LUCL coordinator of conferences can provide practical assistance and advice regarding the organisation of a conference or summer school.
Planning and budget
It is important to start organising the event well in advance. A time frame of one and a half years for a large conference is by no means too early. A detailed checklist for organising a congress is available upon request at the coordinator of conferences.
The coordinator can help you create a fairly accurate budget and offers practical assistance (see below). This budget should contain a section on the expected revenue of the conference. Most conferences charge a conference fee.
To apply for a guarantee subsidy at the Leiden University Centre for Linguistics, please send an email to the secretary of the Management Team including a budget and a small summary of the conference. The board of LUCL decides whether and how much the guarantee subsidy is granted.
Please pay special attention to application deadlines when applying for a Leiden University Fund (LUF) subsidy. LUF processes applications at seven meetings during a year and does not award grants for past activities.
Practical assistance
If you need help of the coordinator pelase fill in this form.
The Institute’s coordinator of conferences and Summer Schools can offer you a variety of services, including:
- setting up a registration system
- creating an event on the LUCL eventpage
- booking of venues and organising the catering
- booking of flights and hotel rooms
Contact the coordinator to discuss services and possibilities.