External visits and events
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Official visits
The Communications Division handles formal visits from embassies, parliamentary visits from other countries, state visits or other visits where formal protocol is required.
Contact: officialvisits@uu.se
Academic visits
For example, managers and researchers from other higher education institutions. The Faculty Offices handle visits that relate specifically to activities within a particular scientific field.
Visits from financiers
Handles visits from research financiers and visits linked to the international networks of which Uppsala University is a member.
The Division for Research and Partnership Support handles visits from research funders and visits linked to the international networks of which Uppsala University is a member. Please email fos@uu.se if you have any questions.
Visits from schools
Questions from schools can be referred to Uppsala University Museums
The disciplinary domains of Science and Technology and Medicine and Pharmacy have special school activities.
Uppsala University also participates in the SciFest science festival, which is aimed at schools.
Media meetings/visits by the media
Contact Uppsala University's Press office: press@uu.se
Visits by the general public/tourists/prospective students
Some questions about visits come from prospective students or their relatives. They often want to see the campus areas or obtain information about different programmes. Such questions are referred to the Student Services office.
Contact: studentservice@uu.se
Receiving visitors at Uppsala University – a few tips
Find out exactly who the visitors are and the purpose of their visit
Find out what costs the visit may involve and ensure that these can be covered by the receiving unit.
Appoint a host (or a group of hosts)
Plan the content of the programme and communicate it to both participants at Uppsala University and guests. If necessary, different people can be responsible for the content and practical aspects of the visit.
Also consider who can participate in the programme. One guideline could be to match the functions or subjects of the visit with corresponding positions or subjects at Uppsala University.
Choose the venue and location for the visit carefully
Uppsala University has many exciting environments that we would like to show you. There are both modern environments at the forefront of research and completely unique cultural heritage environments. The right environment can enrich the experience of a visit to Uppsala University.
Plan practical details and logistics
This may include premises (including furniture and any signage/signposting), meals (including allergies and dietary preferences), accommodation, travel to/from Uppsala, transport in Uppsala, production of any printed materials, technical equipment for meetings or lectures, etc.
If the university is to cover the costs associated with the visit, everything must be booked through contracted suppliers. These are listed on the staff portal. If visitors book and pay for their own accommodation, they can find information on the Destination Uppsala website.
In some cases, it may be necessary to take notes during meetings in connection with visits. Plan for this so that someone is assigned this task.
Plan your communication and contact the Communications Division for help and advice
During certain visits, there may be activities (lectures, panel discussions, etc.) that need to be communicated.
Collect registrations
In connection with certain visits, there may be activities that require registration. If there are only a few people, this can be done via email, otherwise an online form tool can be used.
When the visitors arrive
Ensure that you meet and welcome them as agreed with the guests. Some may need to be met at Arlanda Airport or the station, while others may be welcomed at the department or another agreed location. Provide directions and a map. Put up signs as needed in connection with major events, lectures and similar occasions.
Programme items alongside the main programme
Plan for programme items alongside the main programme if necessary. These could include programmes for accompanying persons, viewings, excursions, dinners with guests, etc.
General information about external visits to Uppsala University
Many different types of visitors come to Uppsala University, including, for example, executives and researchers from other universities, politicians, research funders, business contacts, journalists, schools, prospective students, ambassadors, and heads of state in connection with state visits. Uppsala University is also a popular destination for tourists, with our museums, gardens, and cultural heritage.
Questions about visits can come in a variety of ways, often through contacts established in connection with projects, conferences, exchanges and collaborations of various kinds. It is important to find out as much as possible about who the visitors are and the purpose of a visit before deciding whether or not to accept it.
If you have received a visit request and are unsure how to handle it, you can contact the coordinators at the Communications Division for advice and assessment.
In most cases, visits take place through contacts at institutions or between colleagues and can be handled entirely by the institution, department or unit where they take place. In some cases, there may be a request or reason for guests to meet the Vice-Chancellor or another member of the university management. In such cases, the visit is coordinated by the Communications Division or the Division for Research and Partnership Support.
Inviting visitors is an effective way to build relationships with specific target groups that the university wants to connect with. It is also an opportunity to present our activities and the unique environments and locations available at the university. Please contact the Communications Division or the Division for Research and Partnership Support if you would like advice.
It is generally a good idea to stay in touch with guests after their visit. This may simply be to check that their journey home went well, but often a visit provides an opportunity for deeper or more developed collaboration. This may involve establishing new contacts with colleagues within or outside Uppsala University, initiating further meetings, conferences, exchanges, lectures, etc. Follow-up is an important part of the visit.
Tips for visits that are declined
Questions from curious members of the public or tourists can be referred to Uppsala University’s museums for visits and tours. These are the Uppsala University Museum (Gustavianum), Uppsala Linnean Gardens (Botanical Garden, Linnaeus Garden and Linnaeus’ Hammarby), the Museum of Evolution, Uppsala University Library Carolina Rediviva and the Museum of Medical History.
General information about arranging events at Uppsala University
Organising an event can be a challenging task. To ensure that everything runs smoothly, it is important to have a clear plan and to be well prepared.
Security
Event organisers are responsible for notifying on upcoming events at least ten work days prior to the event.
Mandatory notification on upcoming events at Uppsala University
In some cases, additional security measures may be necessary, depending on the prevailing security situation.
Special rules apply to public gatherings.
The Security and Safety Division can be contacted if necessary.
Please note that you must always contact the Security and Safety Division when hosting visits from Russia, China, Iran or North Korea.