Hosting guidelines
A practical guide for creating welcoming, inclusive, and enjoyable Welcome Week events.
Welcome week Core values
The best Welcome Week events aren't necessarily the biggest or most ambitious. They're the ones that help people feel comfortable, connected, and welcome.
Whether you're organizing a coffee meetup for six people or a networking event for 200, here are a few things to keep in mind.
1. Make it easy to join your event!
Many participants may be new to Norway, new to your city, or attending alone. Assume they've never heard of your group or visited your venue before.
Give people all the information they need to feel comfortable showing up:
Who is the event for?
What will happen?
Where does it take place?
What language(s) will be used?
Is there a cost?
Is there anything participants should know in advance?
Nobody likes showing up unsure what they're walking into.
2. Help people meet each other
Connection is more important than programming. Think about how people will meet and interact with each other. Simple things like introductions, conversation starters, small-group activities, or time to mingle can make a big difference.
Many attendees may not know anyone yet, and your event could be the first place they start building their community.
3. Keep it simple
A successful event doesn't need a large budget, professional speakers, or a packed schedule.
Some of the most memorable and special Welcome Week events can be coffee chats, walks, picnics, board game nights, and other informal gatherings. Focus on creating a welcoming atmosphere rather than an elaborate programme.
Safety & Accessibility
Event hosts are responsible for taking reasonable steps to ensure participant safety and inclusion.
Consider:
Is the venue physically accessible?
Can participants easily find the location?
Is the language level appropriate?
Are there quiet spaces if needed?
Are costs clearly communicated?
You don't need to solve every barrier, but it's helpful to think about them, and to provide attendees the information they need to decide which events they want to attend.
Event organizers are responsible for:
choosing an appropriate venue
complying with local regulations
assessing risks relevant to their activity
communicating important safety information
creating a respectful environment
Welcome Week reviews event submissions but cannot assume responsibility for the operation of individual events.
Expectations and responsibilities
You don't need to be a professional event organizer to run a fantastic Welcome Week event. Attendees are looking for a chance to meet people, learn something new, or feel more connected.
Remember: A friendly atmosphere matters far more than a perfect programme.
WHO IS RESPONSIBLE FOR WHAT?
The Welcome Week team will:
Create the Luma event and invite you as a manager
Publish it to the official Welcome Week calendar
Promote Welcome Week and participating events
Support you if you have questions
You (the organizer) are expected to:
Keep your event information up to date and accurate
Respond to attendee questions about your event
Welcome participants on the day
Let us know if anything important changes
Provide feedback to Welcome Week after the event
After the event
We'll ask you to complete a short feedback survey. Please keep track of approximately:
attendees
no-shows
specific highlights
memorable stories
This helps us improve Welcome Week and demonstrate its impact.
👋 Makes people feel comfortable
🎯 Clearly explains who it's for
🗺️ Is welcoming and accessible
🏠 Creates a sense of belonging
🤝 Helps people meet each other