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.
The secretariat of the institute can help you with the organisation of your conference, seminar, workshop or other event. Please the secretariat in time (conferences: 6 months in advance, workshops: 3 months in advance).
Checklist for conference organisation
A checklist is made available to help you organise your event. This checklist includes information about locations, catering, flight an hotel reservations, PR, ICT, gifts, etc.
Please ask the secretariat for the list.
Subsidy arrangements and requests
All research specialisations have received an annual budget for the organisation of seminars and workshops. You can contact the secretary of your research specialisation to find out whether your event fits within the programme of the specialisation and whether budget can be made available.
For conferences, workshops en seminars organised from within the institute that are not part of the annual programme or seminar series of the research specialisation, staff can also apply for subsidy from the institute's management team with this form and sending it to the secretariat in time before the event.