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Event coordination (facility support)

If you would like to organize events, drinks or other activities in UvA buildings, you can apply to facility services for advice and coordination. Parties affiliated with the UvA can also apply for facility event coordination.

Conferences, events and phd defences

  • How to apply

    Budget holders and facility contact persons can submit applications for event coordination (facility support) via the form:

    Applying for facility support for an event/activity (new window)

    Rules on applications, changes and cancellations

    • Submit the application at least 10 working days in advance of the event.
    • The application will be confirmed via the service desk within one working day.
    • Supply furniture, materials and services (i.e. internal services such as building management and external services such as security) at least 10 days in advance of the event.
    • Event changes or cancellation up to five days in advance of the event are free of charge.
    • Event changes or cancellation between one and four days in advance of the event are subject to full costs.
    • The person applying for the event bears ultimate responsibility for the Company Emergency Response.
  • Services

    Event coordination (facility support) can help you with the following:

    • advice and coordination of facility services related to an event
    • acquiring permission from the primary user of the building where the event is to take place
    • advice on matters related to Company Emergency Response (CER). The person applying for the event is responsible for having a CER organisation
    • getting permission for filming, photography or promotional activities.

    Extra services

    • presence of an events coordination employee, company emergency response officer, building manager and/or porter/security agent during event
    • audio-visual support and/or supplemental equipment
    • special opening of the location for an event outside of regular opening hours
    • rental, placement and removal of materials/furniture
    • cleaning before, during and after an event
    • the Brug is a public space on Roeterseiland. This space can be used for events under certain conditions. To reserve the Brug, send an email to or indicate in the facility support application form that the space has not yet been reserved for an event/activity. 

    If you apply for additional services, you will receive a separate quote for approval.

  • Rates
  • Other arrangements you may need to make...

Contact  Event coordination (facility support)

Would you like to organize an event, or do you need support or advice? Please contact Event coordination (facility support) and send an email to 

Contact Service Desk Facility Services (FS)

T: 020 525 1403

Facility services forms

Access all the forms you need to report malfunctions, submit and keep track of reports: