Conferences

If you are planning to bring a conference to Iceland, we recommend contacting Meet in Reykjavík. This service is free of charge for University of Iceland staff. 

Please note: Meet in Reykjavík is not a conference organiser. Their role is limited to supporting conference bids and presenting the infrastructure available for hosting conferences in Reykjavík.

Further information: info@meetinreykjavik.is

• Notify the central administration for conferences by emailing radstefnur@hi.is. They will check venue availability within the University of Iceland or at external locations and begin the initial planning process.
• The faculty must create a project number for the conference. The faculty's Managing Director or another designated representative usually handles that. The project number provides a 25% discount on classroom bookings and rooms at Saga Accommodation if the faculty pays for the room.
• The most suitable period for conferences is from late May until 12 August, when most teaching rooms are available, and there is a lower risk of clashes with teaching.
• We recommend scheduling lunch outside peak hours so that the conference guests can access catering more easily.
• Consult the University of Iceland Event Schedule to see what other events are taking place at the same time.

Using a conference company is strongly recommended, as it can significantly reduce the workload involved in organising a conference. These companies have substantial experience working with the University and are generally well worth engaging.

Examples of conference companies:

• Komum
• Athygli Ráðstefnur
• Sena
• G-Events
• Iceland Conferences

If you do not use a conference company, you can find guidance on managing the main elements of conference organisation in the conference handbook (available only in Icelandic).

• Rooms within the University of Iceland are booked by emailing radstefnur@hi.is. 
• An overview of University buildings, including floor plans and information about facilities managers.
• Facilities managers should be notified of the conference approximately 6–8 weeks in advance.
• Just so you know, open areas (e.g. for poster sessions, coffee breaks or receptions) must be booked well in advance to avoid double bookings.

Price list for classroom rental – base fee is based on the first 2 hours

A 20% surcharge applies to weekend bookings.

A 25% discount on the listed rates is granted for UI bookings.

Once a conference has been confirmed, it must be registered in the University of Iceland Event Schedule.
Faculty marketing managers are responsible for event registration.

• Conference organisers or conference companies often offer website services.
• The University Webteam offers WordPress websites, upon request.
• If a simple one-page website is needed, it can be requested through the University of Iceland's web administrator on the English website.
  Example of such a page.

If you don't use a conference company, we recommend purchasing access to conference software to manage abstract submissions and participant registrations. 

Examples of conference software:

• Oxford Abstracts (recommended)

• ConfTool

• EventsAir

• EasyChair

(This list is not exhaustive)

A payment solution for the University of Iceland is currently under development.
In the meantime, please contact radstefnur@hi.is

Conference graphics, such as images, logos, business cards, banners, website content, and event schedules.

When creating visuals and web design, follow the UI design standard. It is also wise to design and install posters – printed or digital – that clearly indicate the conference location, so guests know where to go. The conference network should also be made visible, for example, on business cards or with a special poster.

Organisers can create visuals themselves using Canva (free version) or hire a graphic designer outside the UI to handle the design for a fee.

Háma handles catering in most of the UI buildings. 

• Háma's Menu and Price List 
• Háma also offers catering and lunches
• Restaurants in the vicinity UI:
  • Ýmir coffeehouse in Edda (Also offers catering) 
  • Soupstation in Veröld
  • EIRIKSDOTTIR Gróska  
  • Plantan bístró at the Nordic House
  • JOE & THE JUICE Birkimel 
• If lunch is not included in the conference fee, participants can be directed to nearby restaurants. If so, it is important to notify the restaurants in advance, as an unexpected increase in guests may strain their services.

• Háskólaprent (Posters)
• Pixel prentþjónusta (Business cards,  lanyards, printing and design) 
• Bóksala Stúdenta (Lanyards)
• Margt smátt (Lanyards)
• Samskipti (Lanyards)

Guests attending on-campus conferences need to request access to the Conference Network, as Eduroam is not available to all users.

Apply for a Microsoft account. Note that you also need to log in to Microsoft software (e.g., PowerPoint) using a username and password you receive via email.

You can book up to 15 rooms for conference guests.

Bookings in the booking engine are only possible during the general booking period.

Bookings outside the general booking period

Starting on May 1st of each year, conference bookings open for conferences held between May 16th and August 14th of the following year. When booking, you'll need to provide a project number, but you can add guests' names and email addresses later.

Conference accommodation booking request

Stúdenta Hostel at Hringbraut also offers affordable rooms, both with private bathrooms and with shared bathroom facilities.

Hotels in Reykjavík offer discounts on online rates with a special discount code. For more information, contact radstefnur@hi.is.