Linnémöten

Linnaeus meetings can relieve you of the administrative and practical aspects of the conference. We help you through the entire process, from project planning and marketing to participant administration and evaluation. We want to give you the best conditions to succeed with your conference, regardless of whether it is physical or digital! Below you can see what services we offer.

If you have any questions about your event, you are welcome to contact us at: konferens@lnu.se

Those of us who work with Linnaeus meetings

You can book meeting rooms and faculty-owned premises yourself, while other rooms (classrooms) need to be booked via the central room booking, here you can read more about how to book rooms.

Hybrid or digital conferencing

If you are going to organise a conference/event that is to be hybrid or digital, remember to book a room where it is possible to broadcast via zoom. The following venues in Växjö and Kalmar are adapted for this type of conference: 

Växjö:

• House M, Södra Salen
• House N, Ikea, N1017, N2040
• House K, Weber, K1051
• House H, Linnèsalen

Kalmar

• House Vita – Lapis
• House Vita – Azur
• House Magna - Fullriggaren
• House Culmen - Aula Sienna

Booking of open spaces

Open spaces are often used to serve coffee/lunch. These must be booked separately and are done through EASIT. Go to this link to book open spaces.

1. Select, new case
2. Choose, book and order
3. Select, event request
4. Select, booking of malls and entrances
5. Fill out the form and submit. We will get back to you. 

Rules and instructions for renting premises

When you book open spaces at Linnaeus University on your own, please read through the files below, for current rules and instructions. 

Rules for temporary lokaluthyrning.pdf

Växjö

Instructions for renting the University's premises.

Instructions for rental of university facilities. 

Kalmar 

Instructions for renting the University's premises.

Instructions for rental of university facilities.

The university has an agreement with Nordrest for catering in Växjö and restaurant Zegel for catering in Kalmar. Collected information on how to order food and coffee can be found here. 

You can order graphic material via Easit. You can find the form to order graphic material here. To send such an order, you need to have a ready-made basis from which the graphic artists can easily create the graphic material.

To promote your conference or event, we advise you to create either a calendar event or conference website on Lnu.se. You can ask your web editor at the faculty to create a calendar event or turn to the Communications Office for help. 

Here is gathered information on how to ask the web editor at the faculty. 

On this email you can reach the Communications Division: Kommunikationsavdelningen@lnu.se

The recommendation is a conference website

If you are going to organise a larger conference or event, however, our advice is to create a conference page that is published with all other conferences that Linnaeus meetings are involved in.

Even if Linnaeus Meetings are not able to help you with the entire planning, we can in most cases help you build a conference website, which your web editor can then help you keep up to date.

To arrange digital or hybrid conferences or events, there are several different digital tools to use. You can contact your ICT pegagog or Linnaeus meetings for tips and advice.

There are two types of Zoom rooms

We at Linnaeus Meetings suggest that you use Zoom Webinar to get a more "calm" event. Then only those who present can be heard and seen in the picture. It is also possible to record your event without having to include those watching in the recording. Those who watch can easily ask questions to those who present through Q&A, chat or by being assigned the floor and being able to ask their question orally in the webinar. 

If, on the other hand, it is an event where the participants are to interact with each other or those who present in a different way, discuss in groups or the like, a regular Zoom or team meeting is preferable.

If you want to broadcast via Zoom, suitable rooms are listed under Book rooms above.

Live broadcast

If you want to broadcast your event live with the help of Media Production , it is a good idea to check with them as early as possible which venue may be suitable. Good venues for live broadcasting in Växjö are IKEA and Weber and in Kalmar it is Fullriggaren or Lapis. 

In digital or hybrid contexts, good planning and driving schedules are very important. You need to be able to imagine what you want to see in the box while you put the puzzle "behind the scenes", so that it also turns out exactly as you want in the picture. Have a clear division of roles, who does what, who takes responsibility if something happens, appoint a moderator early and always have a dress rehearsal! Better to discover in time what may not work and be able to correct and good that all participants have met digitally before starting. It's easy to think that "everyone knows" how digital works nowadays, but that's not the case at all. 

Don't forget Linnaeus University's visibility

Keep in mind that Linnaeus University's brand is just as important digitally as analogue. Make sure you have the right template for PPT, feel free to use the backgrounds available in, for example, Zoom that have the right logos and feel free to use one of our presentation films about Linnaeus University at the beginning of your conference or event.

Here you will find a basis for you to be able to create good and professional dissertations yourself. The cheat sheet is intended as a guide if needed and may be adapted to each individual occasion depending on how the public defence is planned to take place.

Before the public defence

Invitations and registrations are handled via Linnaeus Meetings/Axaco and are ordered by the contact person at the relevant faculty in the start-up meeting. Calendar event on Lnu.se is ordered at the start-up meeting of Linnaeus Meetings if Linnaeus Meetings are to be included in the entire process.

Framing/hosting
Digital:

• Lnu background virtually, should be used by speakers from Lnu.
• The name and role are given in parentheses in their digital presentation.

In physical premises:

• Preferably that everyone from Lnu has Lnu pin on their clothes.
• Roll-ups with the Lnu tree.
• High standing table/desk with Lnu tablecloth over it.
• If it is not possible to have a canvas on, mini flags work. 
• Flower arrangements in the room can enhance.
• Is it possible to use curtains to hide backgrounds like writing boards?

Adapt to every occasion! Feel free to make some of the suggested "yellowisations"

Technique
Book a rehearsal for all technology, including placement cameras and brief the doctoral student and participants about roles/division of responsibilities and where/how they should watch. Just enough to have the meeting 1-2 weeks before the public defence. When you who are stars talk, you should be in the picture! Use the spotlight function in zoom on the speaker. If you are several speakers at the same time, put the spotlight on all speakers.

Plan and rig all the technology. How this is done depends on whether the public defence is carried out as a webinar or as a hybrid conference. For example,  it is possible to have a spotlight on the speaker(s) in the webinar for extra clarity and speakers view in a zoom meeting.  In the case of hybrid conferences, it may currently be appropriate to have an extra camera on the doctoral candidate's computer so that the participants can make eye contact with the doctoral candidate in the best possible way.  

In the power point prepare in the Lnu template:
- a slide with milestones for the day that starts the day
- a slide for waiting rooms in Zoom or meeting participants for webinars
- possibly a slide explaining the end of the day when the examining committee has a meeting. This means that decisions will not be announced here and now and information about where and when participants will be notified of how it has gone.
Perhaps the easiest to refer to the calendar event where information can be found? 

Opportunity to show a film with a presentation of Linnaeus University, for example  at the beginning of the presentation (a balance as a dissertation is an examination document and not an event).  
https://play.lnu.se/media/0_xw2yddr0 (longer version)
https://lnu.box.com/s/g0jaaoa4678xtkgyy388v24pzqyptfec (shorter version)

Mailing to the audience
Information to the audience about how a public defence is conducted with points for the day, a brief explanation of who is participating, roles/responsibilities so that it facilitates the understanding of and provides a good experience of the event.

In the same mailing, a link or a short explanation of how a meeting in Zoom/ webinar works and how to join the meeting.

During the public defence

1. Quick technology introduction to participants such as muted microphones, set up chat, questions and so on. This may be adapted to how the public defence is conducted (hybrid, zoom, webinar).
2. Show the PPT slides in introduction or during breaks. It is up to the host that needs to lock the computer for it at these times (or connect an extra computer just for that purpose or assign a co-host for the task).
3. Initially or at intermission the opportunity for showreel.
4. PPT explaining the end of the day when the examining committee has a meeting.
   That is, decisions will not be announced here and now.
5. Announce when and how decisions are communicated to the participants/audience.

After the public defence

Send out the decision to all participants. Alternatively, post in the calendar event how to get hold of the decision/how it went for the public defender.

1. Do you have visitors who have never been here before? The university's premises can be perceived as almost maze-like. Be clear about where you meet for the first time, for example for registration. A tip is to use street posters (which can be ordered here). Or to choose a collection point where you can easily find, such as the entrance to the University Library (known in Kalmar as the Yellow House) or Pressbyrån in Växjö. If you have visitors coming by train, providing information about which bus they take out to the university is appreciated by many.

2. First impressions are important - so always test the technique well in advance, both audio and video.

3. Are there several speakers who will be speaking and making presentations? Add short breaks to your schedule to change presentations and turn on the microphone in peace and quiet. Appreciated both by the lecturer, who does not have to feel less observed when finding the right presentation, and by those who have sat down and listened who have to stretch.

4. When you create an invitation or an event in our calendar at Lnu.se, always write out who the conference is aimed at, what the participants can expect and who they can contact if they have questions.

5. Make use of Linnaeus University's already good reputation - use the graphic profile that exists and make it clear that Linnaeus University is the sender. 

6. Use the mic if you have more than 30 participants. Maybe you ask the control question; "Can everyone hear?", the one who does not hear is unlikely to answer. It will be a disturbance throughout the conference for those with hearing impairments.

7. Don't skimp on coffee - a stable blood sugar keeps the participants on top. A hungry participant can think of nothing but food and does not absorb conference content.

8. Are you going to organise another conference after this one? Throw together a quick evaluation and hand it out appropriately, a number of questions in an email are enough to find out what you can do better next time.

We wish you good luck with your conference!