The Medical Museion (MM) is a combined public museum and research unit that is part of the Faculty of Health and Medical Sciences at the University of Copenhagen. The museum is housed in a listed building, which means that special requirements apply when hiring the museum’s facilities. Any and all hiring of rooms must pay due heed to professional standards, fire safety and the preservation of cultural heritage.

When hiring out rooms, MM must approve the purpose and use in order to ensure proper engagement with, representation of and use of exhibitions, artefacts and rooms.

This document describes the general policy and terms of hire for rooms at MM.

1. Room-hire policy at MM

The hiring of rooms at MM is subject to the University of Copenhagen’s general rules for room bookings. Within this overarching framework, the following specific policy applies to MM:

• Both internal and external users can book the auditorium and reception room.
• External users cannot generally book the auditorium and reception room during times/periods when the museum is undertaking activities in them, with the exception of events that are of particular relevance to MM.
• The auditorium can be booked during MM’s opening hours. However, this incurs a fee to cover closing the auditorium to the museum’s other visitors. The same condition applies if there is an exhibition in the reception room.

The following conditions also apply:

• MM does not rent out rooms for events that, based on an overall assessment, significantly diverge from the mission and values of the Faculty of Health and Medical Sciences
• MM does not rent out rooms for events with commercial or profit-making aims
• MM does not rent out rooms for campaign events or for events of a political, religious, etc., nature.
• MM does not rent out rooms for private events.

2. Rooms

The following rooms are available for hire:

• Auditorium – 112 m², capacity 120 people
• Reception room – 60 m², capacity 70 people

Hiring of the above rooms entails the right to use them during the agreed period. The Hirer may not sublet the room to third parties.

MM has a small kitchenette. It is possible to provide your own catering, subject to agreement with MM.

3. Prices

A minimum of two MM employees must be present at all times during the hire period. The number of employees present is determined by the number of guests and is a fixed cost for the event. See price list.

4. Owner

When entering into an agreement to hire the above rooms, the contract is with the University of Copenhagen, Faculty of Health and Medical Sciences, Medical Museion, Bredgade 62, 1260 Copenhagen K tel. 3532 3800.

Bookings are made via museion-booking@sund.ku.dk.

5. Access

MM’s rooms do not have lifts or other facilities that enable access for people with mobility difficulties. The rooms are therefore unsuitable for this group.

6. Cloakroom and toilets

Coats and bags must be stored in MM’s cloakroom, where lockers are available. Items are stored at the users’ own risk. Two public toilets are available for use.

7. Technology, electricity, sound and lighting equipment

The following AV equipment is available in MM’s auditorium:

• Projector
• Screen
• Speakers
• 2 wireless headset microphones
• 1 wireless handheld microphone
• PC
• Laser pointer.
• Computers can be connected to the projector via either HDMI or VGA. HDMI is the recommended option for higher quality. When using HDMI, audio output is via the HDMI cable; with VGA, a separate mini-jack connection is required.

MM cannot accept responsibility for the setting-up or functionality of external computers connected to the projector via either HDMI or VGA.

For larger events, the Hirer is generally permitted to use their own equipment, as long as it does not pose any risk to the exhibitions, the public or the building. The Hirer must be aware of the special surroundings when using bright light, loud noise or large equipment. This includes, for example, ensuring that fire escape routes are unobstructed, preserving artefacts, not inconveniencing neighbouring buildings, etc. If the Hirer wishes to use their own equipment, they must send the following to MM: list of equipment, description of equipment, a plan for and sketches of the setting up and removing of the equipment. MM must approve the Hirer’s equipment. A written agreement must be signed before any equipment can be set up. MM may charge additional fees if the Hirer wishes to use their own equipment.

8. Special conditions for recording film and video, etc.

Before any recording takes place, its purpose, intention and message must be communicated to and approved by MM. In addition, the producer must inform MM of the distribution channels.

MM should also be informed if the recording has a sponsor or if it will feature product placement.

9. Catering

Food and drink may not be brought into MM’s exhibition space or auditorium. Catering must be provided in the reception room. The Hirer is responsible for ensuring that this requirement is respected. The Hirer bears responsibility for any damage or cleaning due to the requirement not being respected.

The Hirer may bring food and drink with them and prepare it in MM’s kitchenette. MM does not have extensive kitchen facilities.

10. Hirer’s responsibilities

Rooms may only be hired by legally competent individuals.

The Hirer is responsible for any regulatory or other form of approval related to the event that may be required. The Owner is in no way accountable for any expenses related to the above.

The Hirer is also responsible for obtaining permission for events that may pose an inconvenience to MM’s neighbours.

MM is not responsible for the electricity supply to the event. The Hirer may, at their own liability, use MM’s sockets. The Hirer accepts responsibility for any damage to the sockets, relays, etc. Before the event, the Hirer must assess whether the electricity supply at MM meets their needs.

The Hirer must not affix anything to the walls, floors, display cases, etc. The Hirer accepts responsibility for any damage to paintwork, artefacts, floors, walls, etc. caused by the use of tape, adhesive, marker pens, paint or similar.

The Hirer will be held responsible for any damage that occurs during the hire period and cannot be attributed to normal wear and tear. This includes, but is not limited to, damage to museum artefacts, kitchen equipment, tableware, other moveables, fixtures, tables, chairs etc. The Owner will calculate any compensation for damaged tableware, fixtures, etc. based on the current replacement value. The Hirer must familiarise themselves with the general insurance conditions in relation to museum artefacts; cf. point 17.

The Hirer undertakes to ensure that there is no vandalism of museum property or artefacts. The Hirer bears responsibility for any vandalism that may take place during the hire period.

Any repairs to damage must only be made at the Owner’s discretion.

11. Conduct

In addition to the above, the following rules of conduct must be observed during the hire period:

• The Hirer should be mindful of the fact that the museum is housed in a listed building. As a rule of thumb, everything should be treated with great care.
• Smoking is not permitted anywhere on museum premises.
• Tables and chairs must not be taken outside.
• Windows and doors must be closed after 10pm.
• Any music should be adjusted to levels that do not cause disturbance to local residents. No loud music may be played after 10pm.

12. Post-hire handover/cleaning

At the end of the hire period, the premises must be in at least the same condition as they were at the start, unless otherwise agreed. MM is responsible for cleaning and tidying up after the event, unless otherwise agreed. As per point 3 (prices), MM may charge a fee for cleaning.

13. Electricity, water and heating

The hire price generally includes the cost of electricity, water and heating. However, an additional fee will be charged if the use significantly exceeds reasonable expectations.

14. Terms and conditions of payment

Payment will be requested by invoice. No additional charges beyond the agreed hire price will be requested at the point of payment.

Payment deadline: Within 21 days of the event.

15. Right to annul

When booking the premises, the Hirer has a statutory right to annul within 14 days of the booking/conclusion of the agreement. After the expiry of the statutory right to annul, the agreement is final and can no longer be annulled.

Should you wish to apply your right to annul, you must notify the Owner.

An acknowledgement will be sent immediately upon receipt of your notification.

16. General cancellation policy

Cancellation must always be notified in writing. This encompasses annulment, as well as any reduction, shortening or other similar significant changes to the agreed booking.

In the event of cancellation, the following fees will apply:

• Cancellation 31–60 days prior to the booking: No fee
• Cancellation up to 30 days prior to the booking: 25% of hire price
• Cancellation 11–29 days prior to the booking: 50% of hire price
• Cancellation 1–10 days prior to the booking: 90% of hire price
• Cancellation less than 24 hours prior to the booking: 100% of hire price

MM is indemnified in relation to the expenses for any special services agreed upon.

In the event of a no-show, the full price for the booking will be charged.

17. Subject to change

Any room-hire agreement concluded more than six months prior to an event is subject to potential changes in price and to modifications of the terms and conditions. 

18. Insurance

The Hirer must, at the Owner’s request, present an insurance policy that covers any potential damage to the museum’s artefacts, furniture or rooms. This will generally be required if the hire relates to parts of the museum other than the auditorium or reception room.

19. Breach of agreement

If one party materially breaches its obligations under this Agreement, the other party may immediately terminate the Agreement. Regardless of whether the Agreement is terminated as the result of a material breach on the part of the Hirer, UCPH is entitled to claim compensation under the general rules of Danish law. If the Agreement is terminated as the result of a material breach on the part of UCPH, the only consequence of this shall be that UCPH repays the amount received from the Hirer.

20. Complaints

All complaints must be submitted to museion@sund.ku.dk Complaints must be received by museion@sund.ku.dk within three months of the event. After three months, the deadline expires.

21. Personal data

Data is processed in accordance with the Danish Act on Processing of Personal Data. Your name, address and e-mail address, along. with information about which product you purchased, will be stored for five years. Third-party information is NOT shared with or sold to third parties.

Data controller: Medical Museion, Fredericiagade 18, DK-1310 Copenhagen K, Denmark, CVR 29979812. Transparency and objections cf. the Danish Act on Processing of Personal Data. As a data subject, you always have the right to transparency, and you are entitled to object to a data record under the provisions of the Danish Act on Processing of Personal Data.