Event Organisation

Studentinnen vor der Willy Brandt School Erfurt
Zwei Studierende vor dem Haupteingang der Uni Erfurt
Studierende vor der Willy Brandt School Erfurt

Are you planning an event on the university campus? Please inform yourself in good time about the application and the conditions associated with the approval so that your event will be a success.

Please address enquiries and the request form [German only] to  hausverwaltung@uni-erfurt.de

public relations: press work, event announcements and advertising

The staff unit University Communications will be happy to advise and support you in the design and implementation of internal and external communication measures for your event. These include:

  • provision of templates for posters and notices
  • inclusion in the central university calendar of events
  • writing and publishing a press release (for public events relevant to a target group outside the university public)
  • writing and publishing a news item for the central news
  • provision of campus maps to identify the location of the event (you can also use our directions page for information for your guests)
  • Are you planning social media measures, such as accompanying a conference with your own hashtag on Twitter? We would be happy to support you with advice in the run-up to the event and with the distribution via our channels.

Please note that the University Communications cannot photographically accompany events. However, if you are planning an event or the like that requires photos, we will be happy to name suitable (external) photographers with whom you can then arrange appropriate conditions yourself. further information on the photo service

equipment: name badges, pin boards, templates etc.

booking rooms and hotels

Booking event rooms

Hotels

Department 3: Finances provides an overview of hotels and pensions in Erfurt with which framework agreements have been concluded. 

You can find further information on our business travel pages. 

contracts: awarding and fee contracts

awarding

Please note that thresholds apply to supplies and services and you may have to carry out a procurement procedure for the purchase of services if these values are exceeded. information on awarding contracts

fee contracts

Contract templates as well as information on the billing of service, work and fee contracts can be found on our page contracts for work, service contracts, fee contracts for guest speakers.

renting a barbecue area

For the use of the barbecue area please use the electronic reservation formfrom Department 4: Facility Management

law: GEMA, copyright and data protection

Please note that when organising events, not only university internal guidelines such as the house rules apply, but also (inter-)national laws.

For all performances (such as music, photography and film), copyright may be relevant, which is represented, for example, by collecting societies like GEMA. During the registration process or during the event (name tags, photos, etc.) you must keep in mind the requirements of the DSGVO (GDPR - General Data Protection Regulation). A good overview on the topic "DSGVO and events at universities" can be found on the following page of the Hamburg Open Online University.

info page "Events at universities & data protection"of Hamburg Open Online University (German only)

If you have specific questions about the implementation, please contact the data protection officer at the University of Erfurt.

technical aids and user manuals

Support note

Please note: Assistance or technical advice for hybrid events is provided directly by the media technology colleagues at the University Computer and Media Center (URMZ).

 

in case of emergency

The University of Erfurt provides important information and emergency contacts on its website.

link to our emergency website

Are you planning a graduation party? A few tips and contacts:

Graduation ceremonies are an important event at the end of a degree programme at the university. They are perceived as an expression of the solidarity and appreciation of the students or graduates by the degree programme, the department, the faculty, in short: the university. And for the university, they are a wonderful opportunity to be remembered fondly.

As past years have shown, such celebrations can take a variety of forms. From a ceremony to a reception to a get-together party with or without relatives, many things are conceivable depending on the subject culture. The faculties, subject areas and degree programmes are completely free to organise their own events. It is important to start planning early on. This includes, among other things

  • Initiative and responsibility should lie with the degree programme/faculty; students/graduates cannot and should not be responsible for this alone. Therefore:
  • Involvement of the Deanery: The Deanery should be aware of all initiatives for graduation ceremonies and be closely involved in planning and implementation, for example for greetings, ceremonial speeches and/or awards.
  • Scheduling: Once a year, not too late after graduation (September), not during the Christmas market, not in the morning, November is good for most.
  • Room booking: The lecture halls and the foyer in the C21 building (KIZ) as well as the Coelicum (Domstraße 10) have proven their worth, provided that no external rooms are planned. For the use of rooms at the University of Erfurt, please contact Department 1: Registrar's Office.
  • Invitations: Here it is important to find suitable (data protection-compliant) ways to reach all addressees. If you have specific questions about implementation, please contact the data protection officer at the University of Erfurt.
  • Models that cover the costs incurred for catering, room equipment, music, decorations, etc. via self-payers, admission tickets or participation fees have proven to be successful. Please note: It is not possible to cover such costs via the university budget. However, it has proven successful to do this via an (alumni) association, circle of friends or similar. Funds for elements of the celebration that can be accounted for in the budget (e.g. guest speakers, floral decorations, etc.) can be covered proportionately from central funds after consultation with the Head of Administration, provided that the faculty's budget for material resources has been fully utilised.
  • Please note that GEMA fees may apply for music .
  • Merchandising: Are you still looking for a nice gift as a souvenir of the University of Erfurt? Perhaps you will find what you are looking for in our merchandising shop...
  • The University Communications Department offers A4 folders (e.g. for presenting certificates or similar items) especially for graduation ceremonies. It also has postcards and buttons available as souvenirs of your time at university. Please feel free to get in touch!
You can obtain folders, postcards and decorative elements such as roll-ups and table covers for your graduation ceremony from staff unit University Communications.

Online events

We offer you various options for hosting your events online and streaming them for a wide audience. In the case of a live stream on Youtube and Facebook, the stream can be made available as a video after the event. A Webex event can also be recorded and published later as a video link.

You can use the following tools for internal events:

  • BigBlueButton via Moodle (max. 500 participants at the same time at the University of Erfurt)
  • Webex meeting, webinar or event (max. 1,000 participants)
  • DFNconf

The following tools are available for external events:

  • Webex Meeting or Event (max. 1,000 participants)
    • Youtube Stream (unlimited)
    • Facebook Stream (unlimited)
  • DFNconf

If you have external technical support (e.g. camera team), you can also stream directly (without Webex) on our channels (Youtube). The University Computer and Media Center (URMZ) also recommends DFNConf for live streaming of video conferences (better data protection): DFNConf Live-Streaming

Notes Live Stream

Youtube Channels

Main channels of the University of Erfurt:

If you have your own channel, this can also be used. For a one-time stream, we recommend using the Uni channel.

Instructions for a Youtube stream with Webex

Requirements for a Webex YouTube live stream

You need:

  • a host account for Webex,
  • which is activated for streaming by the University Computer and Media Center (URMZ), and
  • the host role in the event.

Only then do you have the option to stream.

Instructions for live streaming with Webex on Youtube (pdf)[German only]

FAQ Live Stream

Where will my stream be published?
You can stream via a Youtube channel. The Uni Erfurt has set up the Youtube channel "Uni Erfurt Live" for streaming events. It is also possible to make the stream available via a Facebook page.

Can I test the stream beforehand?
Yes, please make an appointment with University Communications. We will set up a test stream for you on YouTube.

Can I test the stream on my own afterwards?
No. It is very important that you only set up the stream for the correct event, then you will automatically be "live". If necessary, we can also set up another test stream in advance.

Where do I get the key code to enter into Webex?
You will receive the code from us. Each code is created individually by us for you in the Youtube channel. For a series, such as the lecture series, the same key can always be used.

Does the stream run at the same time as the Webex event?
Please note that the stream starts a few seconds late. You should take this into account for questions that reach you via the Youtube chat.

Is the Webex chat also streamed?
No, the chat within your Webex event is not visible to viewers of the stream. But: Visible are the participants of the meeting (with name, if necessary also with picture).
Viewers of the stream see an extra chat on Youtube. People with a Youtube account can use the chat.

Do I need moderation for the Youtube chat?
Yes, we strongly recommend a moderator for the chat. This person can also send you the questions via the Webex chat or in person and report comments if necessary. When streaming via the YouTube channel "Uni Erfurt Live", you can also reply as "Uni Erfurt" when logged in (you will receive temporary access to the channel from us).

Can I have viewers participate via Webex AND Youtube?
Technically, it is possible to invite viewers directly to the Webex event. However, for organisational reasons (supervision of two chats) and data protection reasons (all participants within the Webex event are visible at least by name), we recommend that you only invite the moderators and speakers to Webex.

Templates

You can use a virtual background for your Webex meetings. We have provided examples of this for you: Webex Templates

Startfolie Live-Übertragung
Example

For the start of the online event, it is advisable to first show a slide with the title and the start time. It is best to use our templates for this and for creating the preview image for the live broadcast on YouTube: PowerPoint Presentation

Checklist Live Stream

Before

  • Apply for a host account for Webex at the University Computer and Media Center (URMZ)
  • Activation for Webex streaming via University Computer and Media Center (URMZ)
  • Clarify with speakers that their lecture will be streamed and, if necessary, made available to the public via a link afterwards.
  • Report date and title to the University Press Office for news and calendar purposes
  • Test video and sound
  • Create slides (start slide with title and time, break, technical difficulties)

When using the Youtube channel: Uni Erfurt Live

  • Request streaming link & video from University Communications
  • Run test streaming with agreement (URL, key code)

During the event

  • Host role to be taken
  • Link Webex with Youtube (URL, key code)
  • Embed streaming link or video on website
  • Assign moderator role
  • Keep an eye on Youtube chat

Legal notes for streaming events

We have already referred to the topics of GEMA, data protection and copyright at events at the top of this page. It is also important to avoid legal pitfalls when streaming live events and making the video available afterwards.

We recommend the following video [German only] for an overview of the legal situation.

THINK TANK extended - Thomas Waetke on STREAMING EVENTS - PROBLEMS & SOLUTIONS

Please note: Once you watch the video, data will be transmitted to Youtube/Google. For more information, see Google Privacy.

Notes on Webex

Information on Video Conferencing Systems (University Computer and Media Center (URMZ))

Contact Live Stream Team

Name
Position
E-Mail
Phone

Further offers

Übersicht Tagungsmaterial
Materials for your conferences and events Here you will find information on how to place an order.