Start the event management process by planning format, resources, schedule and early-stage actions.
Suitable venue. Identify the availability, accessibility, and size of the venue for the anticipated attendance and programme. Check how the facilities are equipped with technology, furniture, and restrooms. Always consider enough time for the setup, the event itself, and the disassembly and clean-up.
Prioritise university facilities. Events organised by the university should primarily be hosted in Aalto University’s own facilities. Check the availability of suitable facilities early on, and, if necessary, make preliminary reservations since campus facilities are in active use.
Availability of university facilities. Aalto University houses more than 100 venues on campus. The premises range from small spaces for 10 people to auditoriums for 600. All the facilities on campus are managed by ACRE. Get familiar with the online booking tool in order to check availability, built-in equipment, and the number of people that can be accommodated.
Event facilities and reservationsBooking the event venue. When you have found a space suitable for your event, make an online booking by using the internal booking system. In case of larger facilities which cannot be booked online, fill in the form below. These bookings are paid through internal invoicing. Make sure that organisers have access to event space. booking.aalto.fiCampus access instructionsContact form to get a quoteNote! If the event is organised by the university but paid by an external party, external rates apply and bookings must be done directed with Facility sales.
Facility salesPrimary use of facilities. Educational purposes and university courses are always prioritised before events. The most challenging time to find facilities during the year are the end of May to end of June, and the end of August and first week of September.
Art galleries and exhibition venues. Aalto University has several exhibition spaces across the campus. The curators will give you the necessary information about how to reserve and organise events, exhibitions, and installations in these spaces.
More information about the galleriesHow to organise an exhibition at AaltoUsage after hours or outside semester. The use of facilities after working hours or outside regular semesters is possible through ACRE.
Notification of facility use. One must always submit a notification of facility use and event security to Security and Lobby Services. This guideline applies to all events organised at Aalto University except for virtual events or normal semester lectures.
Facility use and event security notification form
Content creation. Consider what content adds value to the objective of the event and enhances the engagement of the audience. Consider various ways of presenting the content in a motivating format for your audience. Think about a suitable name for the event and its content with consideration to continuity and formalities. Use a consistent theme throughout the programme elements. Check how much of the content can be resourced from within the university and how much needs to be booked from outside.
Speakers and hosts. Keynote speakers and hosts need to be approached well in advance. The owner of the event usually sends the invitation to the key speakers. Consider Aalto community specialists to take the role of a host, chair, moderator, facilitator or MC.
Protocol. Follow academic protocol for ceremonial banquets or similar events.
Past conferments of degrees
Tours on campus. To offer tours and additional programme on campus for guests as part of the event contact the International relations services for a physical tour or to enjoy the virtual tour of the campus.
International RelationsVirtual Campus Tour
Social events. For larger conferences, include enough free time and breaks, including selected points of interest such as museums, sightseeing, tours or excursions. The cities tourist information offer excellent inspiration and options.Visit Espoo My Helsinki
City reception. For larger conferences you can apply for an official cocktail or dinner reception held by the surrounding cities.
City of Espoo City of Helsinki
Music performers. If you want to add musical performances such as a choir, DJ, or orchestra, make an inquiry to the student music association.AYY’s list of music associations
Support for online events and meetings are supported by Aalto ITS.
Read more about the serviceOnline events. When organising an online event it is vital to plan the programme in advance to avoid disruption. Recording programme in advance is a great way to guarantee a proficient online event. Always use Aalto IT approved softwares when creating online events.
Read more: Event library > Plan > Online event platforms
Available digital platformsHow to avoid disruption in digital eventsLiveto. Aalto University offers its faculty and staff a platform that combines streaming, video content, chat and programme overviews when hosting academic meetings and conferences online. The web browser based platform offers tools for interaction, poster-sessions, meeting rooms, and networking etc.
Virtual stage manager Liveto
YouTube. Some lectures and events can be added and found in the university's YouTube channel. There are also short videos that can be utilised e.g. at the beginning of events or as part of the invitation.
University’s YouTube channel
Unigrafia's streaming services. An easy way to get a quote for streaming services is to fill out the quote request on Unigrafia's site. You will get a quote straight away, and Unigrafia will contact you for details and the final quote.
Get a quote from Unigrafia
Purchase process. Purchases must comply with the university's purchasing policy. While an individual event’s purchases usually fall within the direct procurement limits (less than €60 000 excl VAT), on accumulation the limits may be breached. The university have procured partners for products and services should be prioritised before getting quotes or orders from non-procured partners. For larger purchases from non-procured partners one should always request quotations from 3 vendors before choosing a provider. For small daily items no purchase process is applied but bare in mind the actual need and university values. Contact your controller or the procurement team for more accurate guidelines regarding the protocol for the most common event purchases e.g. technical service, transportation, and catering.
Policies, guidelines, instructions, support and frequently asked questions related to procurementLobby and event services. Your first point of contact should always be the Lobby Service’s events team. They can assist with any question related to your event in the university's facilities. You must always send a notification of facility use and event security form. When the form in approved, contact the lobby services of the venue to request assistance in organising the furniture, electricity and cables, signage, cloak services, access passes, and other on-site services.
Lobby Service's events teamFacility use and event security notification formContacts to each buildings lobby services (PDF)Extra set of hands. Students, summer workers, or other part-time staff who help with various assisting tasks during the event can be arranged through a student organisations or guilds, or through HR representatives in each school. For larger conferences, consider opening a job advertisement: Aalto JobTeaserFurniture and fixtures. Contact Lobby Services to install or remove furniture; tables, chairs, poster walls, racks, bins. Temporary equipment can be rented through catering and from technical suppliers or from other external contract suppliers, e.g. Cosa, Jubilee, Roudaamo, Pågå, Ramirent.Lobby Services
Supplier partnershipsTechnical services and AV production. After finishing your preliminary programme and making sure what technical equipment already exists in the facility you are able to ask for a quote for additonal technical and audio-visual equipment and services. Aalto Studios is an in-house service that can help with planning and resourcing, they are also able to suggest suitable suppliers, when needed.
Aalto StudiosInternet network. Aalto University has three wireless networks available, of which Aalto Open is aimed at visitors (SSID: aalto open). For additional network capacity for large events or another network support IT Services will be at your service.
Technical hosting service. IT Services offers technical training and support before the event and hosting during the event. Order the training for the technical hosting three weeks prior to the event, at the latest. The service includes back-up equipment and devices.
Hosting services for meetings & eventsOffice materials. Workshop or other basic office materials such as paper, pens, and tape are stored at your nearest copy room or stationery storeroom. Check availability well in advance, and order more through lobby services if needed. Check the nearest printing and photocopying spot at the event location. Extra materials can be ordered from:Aaltopahvi paper shop
Hand-outs and signage. Keep an accurate inventory of all the event goods in order to use existing materials whenever possible, such as name card holders, staff passes, "reserved" signs, and stands. Take sustainability into consideration.
Promotional items. Aalto-branded goods like T-shirts, key chains, and other Aalto products can be pre-ordered and purchased from the Aalto University Shop. Communication services has some brand items that might be used in events, such as roll-ups, light boxes and pop-up walls.
Aalto University ShopContact Communication services (e-mail)Gifts and tokens of appreciation. The event organiser may, on special occasions, show their appreciation to external partners in an appropriate manner. The university does not buy gift cards or take part in fundraisers. Suitable gifts of appreciation can be found in the Aalto University Shop.
Aalto University's policy on gift giving and receivingAalto University ShopFlower and decor. Favour local, domestic, or recycled ingredients in flower arrangements and other decor whenever possible. Events are an excellent opportunity to promote students’ project results or pilot products.
Visual Library Cleaning service. Reserve services for cleaning the venue before, during, and after the event. Book cleaning several weeks before the event.
Cleaning servicesWaste disposal. Order extra waste containers or trash bins or request a waste management service for large or outdoor events from e.g. Lassila & Tikanoja. Larger events should also follow a waste management plan.
Instructions for waste disposal
Maintenance for outdoor areas. Service requests for buildings and outdoor areas, including flagpoles and official flags on campus are hosted by Granlund.
Building maintenance serviceCloak room. In larger events when you made a venue booking through Facility sales, request a cloak room service from them as well. The Lobby Services events team can help you arrange a cloak room service or lend removable cloakrooms and tags. Sometimes it is in order to consider self-service if it suits the nature of the event.
Lobby Service’s Event TeamAccess to facilities. Request temporary rights (additional access to your keycard) to the event location for yourself or for specific team members, if you do not have permanent access. Make the inquiry well in advance by email.
Transportation of goods. A campus carrier bike can transport small quantities of goods. For larger transportations prefer the use of local logistics companies and avoid unnecessary driving. Refurnishing is arranged by the Lobby Services on all locations on campus.
Borrow carrier bikesLobby ServicesTransfer of people. Aalto University encourages travel by public transport, whenever possible. For larger groups, VIP transport and further assistance, travel services can assist you further.
Parking on campus is limited and some parking areas are monitored by private services. Visitors and staff parking permits are available from the lobby services. For VIP events, you might request for car park monitoring to be paused during a specific time.
Campus parking Maps. When guests have confirmed their attendance it is polite to offer arrival and parking instructions and maps.
Campus maps, addresses and arrival instructions
Catering services. Your first choice of catering should be restaurants and cafés which operate in the proximity of the venue.
Restaurants and cafés on campusCatering orders. To get a well-planned catering quotation, provide at least the following information: date and location, event and catering format (breakfast, lunch, dinner, cocktail, easy-going, formal, etc.), an estimated scheduled time for the serving, an estimated range of participants (min and max), budget range, food and drink preferences (e.g. vegan, vegetarian, gluten free, oat milk). When you place the order, ask when the restaurant needs your final confirmation (number of participants, special diets) since this is important information for your production schedule.
Menu options and order quantities. Favour domestic, local, seasonal, and organic ingredients and vegetarian menu. Always reserve water for guests, speakers and performers. If the event includes a dinner choose between a buffet or table service, as well as standing or seated service. If necessary, make arrangements for a tasting before confirming the order. If you have a backstage or break rooms for your hosts and performers, it is polite to reserve some snacks in the room.
Special diets. Ask guests for special diets and food restrictions when registering. Ask the restaurant to clearly mark the ingredients in the dishes and allergy information. Find out who in the catering staff can provide more information about the food ingredients.
Alcohol service. It is not recommended to serve alcohol at Aalto University events. If, however, alcohol is served, remember to make sure all necessary permits are in order and the event organiser is aware of the restrictions of the license. Campus restaurants and catering are sometimes able to apply for an alcohol license for specific locations on campus.
Tableware and presentation. Restaurants usually provide their own tableware and napkins. When you make an order, pay attention to the quality of, and real need for, the products used. Try to avoid non-reusable products and disposable tableware. Keep in mind the visuality and values of the university so they go together with the restaurant's choices.
Travel planning. As an international university with a national mission, we encourage people to avoid unnecessary flights when planning the programme and inviting key speakers/ guests. Whenever guests travel from abroad, consider offering additional programmes for them e.g. in partnership with cities, companies, organizations or media.
Hotel planning. If you add an hotel options for your guests to book and pay directly, remember to agree about a quotation with the hotel(s) beforehand. The deadline of the hotel quota(s) and the deadline for the event registration should always be the same.
Travel services. The university’s travel services offers help and support regarding travel planning and bookings, Visas, Neo travel reimbursements and costs.
Commitment to sustainability. Aalto University has signed an international Sustainable Development Goals Accord (SDG) and is thus committed to promoting and carrying out its practices in a sustainable manner in all its dimensions – ecological, economic, and cultural. From a practical point of view, this means that sustainability should be considered and implemented in the various actions of an event production process. Checklist for a sustainable eventSustainability at Aalto UniversitySustainable Development Goals (SDG) Accord Commitment to accessibility. Diversity and accessibility are the guiding principles of equality at Aalto University. Through our work on accessibility, we creates high-quality, barrier-free and efficient services and related support systems for its operations – which can be taken into consideration in event management as well.
Guidelines of accessibility at Aalto University
Security principles. The organiser is always responsible for ensuring that the event is planned and implemented in such a way that people can participate safely, and so that the arrangements are functional even if something unexpected should happen. How to minimize risks and ensure safety of an event generally should be discussed well in advance. Number of participants, the time of the event, layout of the venue etc. all play a significant role in the safety of people.
Aalto University facility use and event security guidelineSecurity measures. If you are unsure about the level of security your event requires, the Security and Lobby Services will assist you. The issues may regard, e.g. drafting an emergency/ security plan, finding security stewards, checking the safety measures for laboratories and workshops, or other issue regarding safety of the invitees (incl. VIP's) and venues.
Aalto University’s Security and Lobby ServicesEvent notification must always be submitted at the latest one week prior to the event. This guideline applies to all events organised at Aalto University, except for online events or studies and lectures during the regular semesters. The event organiser is responsible for submitting the notification.
Notification of facility use and event security to Security and Lobby ServicesPermits for public events or large events. An event is normally categorised as a public event if there are at least 200 participants. Various official parties supervise the arrangements of public events, and the event organiser must attend to all necessary permits and arrangements well in advance. If you are uncertain about the regulations, you may always consult the authorities or security and lobby services of the university.
Aalto University’s Security and Lobby ServicesInsurance coverage. Risk assessment and careful planning is always important for any event. Art works, sensitive projects, volunteer workers, etc. might require extra insurances.
University's instructions for insurances
Start the event management process by planning format, resources, schedule and early-stage actions.
Event communications & marketing helps you target the right audience with compelling content at the right time.
Create a comprehensive invitation and registration timeline including planning, CRM implementation, invitations, registration and confirmation.
On the day of the event, follow the event production timeline; every step of the event implementation, from set up to dismantling.
Continue to operate immediately after the event. Create continuity and credibility by completing post-event tasks.