Lokalbokning och användning av lokaler och utemiljöer
Room booking
The university’s premises must be booked for any use. School and departments/offices are charged for this.
There are several booking systems for university premises and resources, and bookings are handled by various organisational units. Information is available on the university’s websites or via the university’s Info Centre.
In general, dates for conferences and other events are booked longer in advance than teaching. When a conflict arises between conference and teaching interests, an agreement should be reached by mutual understanding, primarily by, for example, changing venues or the date.
Special rules apply for booking cafés, restaurants, Östra Mark and Ljuspunkten. Information is available on the university’s intranet. The preparation kitchen in Novahuset may only be booked by restaurants with which the university has agreements.
Teaching premises
If a teaching room is empty, it may be used as a study space, but the person who has booked the room always has priority.
Group rooms
Students can book group rooms directly in the university’s booking system or contact their association/union section for assistance with booking.
Group rooms can also be booked by teachers for their teaching activities. For bookings, contact the university’s central booking function.
Exam halls
Written examinations should primarily take place in rooms intended for examinations. If the number of examination rooms are not sufficient, other teaching premises may be booked.
Swedish Scholastic Aptitude Test
The Swedish Scholastic Aptitude Test (Högskoleprovet) usually takes place twice a year. Booking of premises for the test has priority over other bookings.
Meetings for the student union and student associations
Under the heading The use of teaching premises, the Higher Education Ordinance (SFS 1993:100, Chapter 1, Section 13) provides that:
“A higher education institution is obliged to allow a democratically constituted association of its students to use its teaching premises for meetings arranged by the association for its members, provided that the purpose of the meeting is for information, the expressions of opinions or similar purposes, or the performance of an artistic work. No one the association invites to attend the meeting may be refused admission to the meeting’s venue.
The provisions in the first paragraph will not apply if there is reason to assume that a serious disturbance of public order will occur or there will be unlawful activity at the meeting. Nor will the first paragraph apply if the association’s use of the premises is incompatible with orderly conduct of the higher education institution’s activities or with its obligations to third parties. Ordinance (1998:1003).”
Student associations with party-political or religious affiliations have the same rights and obligations as other student associations and may book premises for their meetings as above. However, worship services or equivalent are not permitted in university premises or outdoors on the campus area. Students and staff are referred to the university’s Quiet Rooms to pray or find a moment of stillness during the working day. These rooms are open to everyone regardless of faith or ideology. See the university’s external website.
Örebro University observes the Discrimination Act (2008:567) and therefore requires that associations’ meetings, and invited guests, do not exclude or treat anyone differently on the grounds of sex, gender identity, religion, ethnicity, disability, sexual orientation or age.
Use as described above is subject to availability and no room hire is charged. However, costs may be added, for example, for additional security, technical support, extra furniture and cleaning services. The meeting is booked only for the time slot required for the event. If time beyond this is required, for example before or after the meeting, costs may be incurred.
If the student union or a student association invites external guests and speakers to its meeting and there is a risk of order being disturbed, this must be communicated to the university’s security function well in advance. The university reserves the right to refuse meetings that may disturb order and/or regular operations.
Booking of premises and exhibition spaces is made via the Info Centre. Note that the university only approves bookings for legal entities (e.g. student associations and union sections), not private individuals.
Staff organisations
Meetings for the university’s staff organisations may be arranged free of charge in university premises and outdoor environments, provided that the premises/outdoor environment can be made available without disturbing regular operations.
External short-term hire
Letting of premises and outdoor environments to external parties is handled separately. See the university’s external website.
Exhibition spaces
Student associations may book an exhibition space in university premises or outdoor environments at no cost. External parties may also, for a fee, hire specially designated exhibition spaces in the university’s premises or outdoor environments for the marketing of products and/or services; see the university’s external website. Activities in the exhibition space must be conducted in an orderly manner and must not disturb regular operations.
Outdoor events
Outdoor events must be approved by the property/landowner and Campus Services. Emergency routes must not be blocked and accessibility must be ensured. Örebro University does not provide extension cables, plugs, etc., for loan.
The organiser is responsible for:
· waste management
· water supply and any associated wastewater
· any permits required by public authorities
For setting up tents outdoors for events, contact Campus Services.
Primary, secondary and upper-secondary schools
The university’s premises are primarily intended for the university’s students. The general principle is that the university does not let teaching premises to primary, secondary or upper secondary schools, except for occasional lectures for the purpose of marketing the university’s activities.
Private parties and events
The university’s premises are not let for private parties or events. Exceptions are PhD defence celebrations and university-organised staff parties/staff gatherings. Information about premises, booking rules and rules of usage is available on the university’s intranet.
Student dinners and parties
Student dinners/parties are only permitted in the university’s restaurant environments and adjacent designated areas. A student dinner/party here refers to an event with food and drink where guests are seated at a laid table and enjoy a common programme on a stage or similar.
Use is subject to availability, and no room hire is charged. However, costs for services outside normal working hours such as security, cleaning, caretaking services and technical support will be charged.
The meeting is booked only for the time slot required for the event. If time beyond this is required, for example before or after the meeting, costs may be incurred.
Alcohol
Alcohol may not be consumed in university premises. However, at special events and in certain facilities consumption of alcohol is permitted, for example at:
· the university’s Academic Celebration and staff parties organised by the university
· PhD defence celebrations and staff mixers
· student dinners and parties
The consumption of alcohol must be handled responsibly, and non-alcoholic alternatives must always be offered.
In the premises rented by the restaurants, the restaurateur has the right to serve alcohol in compliance with the applicable alcohol licence. If the restaurateur supplies food to other premises within the university, for example at conferences and external bookings, the restaurateur is responsible for ensuring that any alcohol is served in compliance with the licence. The restaurateur can also assist with applying for a temporary licence from the municipality if required.
Students and student associations affiliated with the School of Hospitality, Culinary Arts and Meal Science have the opportunity, in designated premises on campus, to carry out tasks related to their courses, including where these involve the handling of alcohol, as this forms part of the training offered at the school.
Consumption of food and drink indoors and outdoors
Consumption of food and drink is not permitted in lecture theatres and auditoriums. Where consumption takes place in other premises, those premises must be restored to a clean and orderly condition. Food waste must be sorted as compostable waste in the recycling containers located in student dining areas and staff rooms.
The university has no fixed barbecue areas. Barbequing on the university’s campuses is only permitted if it does not disturb regular operations and can be done without risk of fire.
Sale of food, catering, etc.
The sale of food may only be managed by the university’s contracted restaurateurs. This also applies to events organised by university entities, and to outdoor events.
At fairs and exhibition spaces, external partners and student associations may offer simple refreshments, e.g. coffee and sweets.
Food trucks are generally not permitted.
Overnight stays
Overnight stays are not permitted on university premises, except for temporary overnight stays.
Temporary overnight stays in university premises are only permitted in certain premises as directed by Campus Services, provided that it does not disturb regular operations, and can only come into question when a student association active at Örebro University is responsible for an event that requires overnight accommodation for visiting students. Only a limited number of places are available, and Campus Services must always be contacted at the planning stage of the event. Nerikes Fire and Rescue Service must be informed of the event and the premises in question must meet the requirements and rules set out in the guidelines on temporary overnight stays (Riktlinjer gällande tillfällig övernattning) issued by the Nerikes Fire and Rescue Service.