HOST GUIDE 2025

Introduction

We are happy that you are part of this year’s ARKAD and help us make this year’s fair better than ever! This document is aimed as a general guide introducing any host to the whole organisation, but also to be able to answer any questions that may arise in the Info Desks during the fair.

Remember to read it through so you are well-prepared. As a Host, you are a direct contact between people and are expected to be able to help. It is essential to treat all visitors and exhibitors with the utmost respect to make sure everyone feels welcome.

Please remember that this isn’t just a job you are doing. ARKAD is also for you, so we encourage you to partake in the fair as well!

Schedule

Note that all times are sharp (..)

Monday November 10th, 2025

15:00 - Premises available and Info Desks open

17:00 - Info Desk and Premises closes

Tuesday November 11th, 2025

08:00 - Info Desks and Wardrobes open

09:00 - Lounges open and breakfast available

09:00 - Fire Safety Inspection

10:00 - Fair open to visitors

11:00 - Lunch opens

14:30 - Lunch closes

16:00 - Fair closes to visitors. Info Desks and Lounge close

16:15 - Wardrobes close

Banquet November 11th, 2025

The Banquet is a grand celebration after the first day of the fair. It is a way for company representatives and students to interact in a more personal atmosphere, with live entertainment, music, and song! When the Banquet ends, there is an afterparty in Tegnérs Matsalar. For Hosts, tickets will cost 300kr/person, and is a perfect way to enjoy a ball for a reasonably cheap price.

18:00 - Doors open at AF Borgen, and an apéritif is served

18:45 - Doors close

19:00 - The Banquet begins

22:15 - The Banquet ends. After-mingle begins

01:00 - Mingle ends

Location

The banquet will be held at AF Borgen, Sandgatan 2, which is within walking distance from LTH, ca. 15 minutes. Parking is not offered at AF Borgen, but Lunds Kommuns Parkering (LKP)’s paid parking spaces Altona, Färgaren and Stadsbiblioteket are within walking distance.

Tickets

Companies have already booked tickets through their application to ARKAD. Banquet tickets will be available to hosts for People with tickets who cannot attend the Banquet should contact the Banquet Manager (banquet.arkad@box.tlth.se) before 14.00, November 10th, so we can arrange a replacement from the reserves list.

Wednesday November 12th, 2025

08:00 - Premises available, Info Desks, Wardrobes open

09:00 - Lounges open and breakfast available

10:00 - Fair opens to visitors

11:00 - Lunch opens

14:30 - Lunch closes

15:00 - Fair closes to visitors. Disassembly of booths begins

15:30 - Wardrobes close

Clean-up

When the fair closes November 13, it is mandatory for all Hosts to help clean all fair areas. Your coordinators will organise your team. Once you have finished a specific section, help your fellow Hosts in other areas clean their part! Once everything is cleaned, you will be rewarded for your service with the ARKAD medal and we will start dividing up foods, decor, and other things between ARKAD volunteers!

Benefits

What do you get for working at ARKAD? Except for, of course, helping all LTH students with job prospects and the like, you will get plenty! You’ll receive all the ARKAD merch we’ve made: bags, patches, etc. You also get free lunch during both ARKAD days, you will be getting lunch tickets for both days. Please be there on the designated time. You will also have free access to the lounges, where you will find fika, coffee, sandwiches, etc. You need to wear your ARKAD t-shirt to enter the lounges.

Press and Media

All press and media requests must go via the Project Manager, Valter

If you have any questions about contacting the media or if anyone reaches out to you about an interview or story, contact Erik first.

arkad@tlth.se

+46704187927

FAIR GROUNDS

Exhibition booths

Companies will be assigned booth locations that are visible on the map handed out to them, as well as in the ARKAD app. Company Hosts are responsible for helping their assigned companies with setting up and taking down their booths.

Once the fair has ended, the booths will be packed up and shipped back or onwards. If companies have chosen other delivery options, they are themselves responsible for the handling of any material. Any further questions about deliveries should be directed towards the Logistics Coordinators.

Tape & Tools

Tape and tools are available in the Info Desks. Make sure that the correct tape is used in each booth to ensure no marks, otherwise ARKAD will be charged for the damages. The Premises Coordinators should answer further questions about this topic.

Contact and company questions

If a company representative has a question or problem regarding their exhibition booth, please refer them to their Company Host. If they are unable to answer or otherwise unavailable, then contact the Premises Coordinator responsible for the building and floor the company is placed in.

Fire Safety

If any emergency situation arises, call 112 immediately.
It is essential that we all do our best to protect the safety of exhibitors and visitors of the fair. Therefore, there are a few fire protection rules that you need to keep in mind. Please,

Do not block any emergency exits
Do not leave packaging material/cardboard boxes at your booth
Use fire-impregnated fabrics only

There is a mandatory fire safety inspection at 9.00(.) on Tuesday. All evacuation routes need to have been cleared. If you see any rules being violated, report it to the Premises Coordinator responsible for the area.

Information Desks

The information desks will provide you with help and answers to questions or problems you might have during the fair. You can point your company here to buy extra parking tickets and borrow things such as tape, pens, or scissors there.

The information desk in E-huset will also act as a reception for the Student Sessions, more information under the Student Sessions heading.

Each building has an Info Desk near the entrance during the fair days.

Opening hours:

10th: 15:00-17:00

11th: 08:00-16:00

12th: 08:00-15:30

Services provided at the Info Desks

Welcome Envelope

Upon arrival, companies will be able to pick up their welcome envelope in the information desk situated in the building they have been placed in. In the welcome envelopes they will find lunch tickets, parking tickets, a welcome letter, and login details to the WiFi network.

Contact

If you have any questions or complaints about the Info Desks, please contact the Info Desk Coordinators.

Borrowing and Billing

If companies wish to borrow additional low chairs, a low table or a pen, a USB stick, a pair of scissors etc. they may do so by filling out a form in the Info Desks. They may also purchase parking tickets, or print documents. For these services, they will have to fill out a billing form.

Note that there are limited numbers of tickets available during the fair.

Power Supply & Network

Electricity access

Companies are only allowed to plug their devices into power outlets received from us in ARKAD. Each company will get access to two electric outlets, unless they have specified otherwise in the complete registration. If they wish to use more outlets they may contact one of our business managers.

Never plug in any devices in taped-over power outlets, these have been taped over for a reason.

Contact

If companies have any questions, problems or complaints regarding access to electricity or Wi-Fi, please refer to their Company Host. If they aren’t able to help, contact the Power Supply & Network Coordinators.

WiFi Problems

If anyone has problems with the Wi-Fi connection please ask them to try again in a few minutes. If they have already done this you can contact the Power Supply & Network Coordinators, see contact information below. This is the information the companies have gotten in their welcome letter:

“To access the internet, connect to LU Guest and proceed to the login screen. From the login screen you can choose either SMS or E-mail registration; fill in the form and a login code will be sent to your E-mail or phone. Enter the login code in and you should be connected to the internet. If you are unable to connect directly, please wait a short while and try again, many users simultaneously connecting might cause some delays in the system. If you are still unable to connect please contact your host to go to the Info Desks.”

Waste disposal & recycling

It is important to recycle correctly during both event week and fair week. It is therefore important to make it easy for both workers of ARKAD and companies to sort correctly. There will be multiple recycle stations available during the fair. Here it will be possible to sort plastic, paper, recyclable PET-bottles and residual waste. We recommend everyone to keep an eye on the bins and report to the persons responsible (see table below) for emptying them if they start getting full. We should also encourage everyone to fully empty their bottles before tossing them. There are two places on campus where it is proper to throw away filled trash bags. Only Project Group members and Coordinators have access to these places.

These places are:

Waste disposal room outside of Studiecentrum
Waste disposal inside Kårhuset

Apart from these garbage rooms there will also be a container behind Matteannexet or behind Kårhuset where it will be possible to throw away residual waste. If companies have larger things that do not fit in the bins placed around the fair area, for example big boxes, it is possible to throw it away here.

    
            Area
            People Responsible
        
            Fair Area
            Logistics and Premises Coordinators
        
            Lounges
            Lounge Coordinators
        
            Lunch
            Lunch Coordinators
        
            General Campus area
            Premises Coordinators

SERVICES

Parking

Companies have been given parking tickets as part of their Welcome Envelope at the Info Desks the day they arrive. These are only valid in the areas around LTH classified as zone A.

Extra parking tickets can be purchased for 100kr (for two days) at the Info Desks, see more information under Borrowing and Billing in the section “Services provided at the Info Desks”.

Extra tickets

Lunch

Depending on the package the companies bought they will receive different amounts of lunch tickets. Extra lunch tickets can be bought when filling out the complete registration or at the Info Desks during the fair, see more information under Borrowing and Billing.

If a company has questions regarding their lunch please refer them to their Company Host, if they can’t help, then contact the Lunch Coordinators.

Lunch information concerning companies

During both the fair days you will have access to free lunch. Your lunch time will be specified on your tickets. All of the food served during the lunch will be free of nuts; preferences and allergies specified in the application will also be accommodated.

Lunch for Hosts

Questions about lunch should primarily go through Company Hosts. Any problems or complaints that may arise regarding the lunch should be directed to the Lunch Coordinators.

Contact

Lounges

During the fair, all Hosts and company representatives will have free access to our lounges. In the lounges we will serve a variety of snacks, fruits and drinks, completely free of charge. Some of the snacks and drinks included are breakfast sandwiches, water and coffee.

In the lounges, please behave respectfully to both the other visitors and the staff. Please keep a calm and quiet tone. Hosts should wear their ARKAD t-shirts to be ensured entry to the lounges.

11th: 09:00-16:00

12th: 09:00-15:00

Opening hours:

If you have any problems or complaints regarding the lounges, please contact the Lounge Coordinators.

Wardrobes

The wardrobe is completely free of charge for all Hosts and Company representatives. The wardrobes are not responsible for valuables or private belongings.

You will find the wardrobes on the bottom floor of the Kårhuset (just outside of Gasquesalen), in Studiecentrum (to the right of the staircase), as well as in E-huset (next to the Student Sessions rooms).

Location

12th: 08:00-16:15

13th: 09:00-15:30

Opening hours:

If you have any questions, problems or complaints regarding the wardrobes, please contact the Logistics Coordinators.

Student Sessions

A Student Session is a private meeting between a company and a student. The companies listed below have arranged to have Student Sessions. Students upload their CVs and the company then gets to decide which students they want to have meetings with and then a confirmation is sent to those students.

All Student Sessions take place in E-huset, throughout both fair days. The Info Desk in E-huset is responsible for directing people to the correct room. Additionally, there will be a map in the ARKAD application showing the companies that will be holding Student Sessions.