User Group Meeting 2020 is cancelled!

Due to the COVID-19 pandemic, we regret to have to announce that the UGM 2020 in Aarhus, Denmark is cancelled. Please read this blog post for more information.

The ASIMUT UGM is an annual, two day event taking place in the springtime with participation of delegates from the ASIMUT user institutions and core members of the ASIMUT team. The main purpose is to discuss and prioritise future developments, promote knowledge sharing and networking among users and provide training in new functionalities. But it is not all ASIMUT – we are delighted to host a forum where staff from the world’s best run schools of music, drama and art meet, socialize and share professional knowledge and experience.

The first UGM took place in 2014 at the Royal College of Music in London. Since then we have met each year in April at a new school in a new city. Since the first UGM, participation has grown from around 30 to more than 80 delegates, travelling from Europe, Asia and North America to participate. ASIMUT is used broadly at the institutions, and the participants reflect this: The UGM is attended by schedulers, event managers, building coordinators as well as directors, heads of department and student council representatives.

The event will be hosted by the Royal Academy of Music in Aarhus, where the idea of ASIMUT was born while Dennis was student council president and Mads was head of public relations and technical departments. The UGM is sponsored by ASIMUT software and the host institution, and participation is free of charge, including the meals mentioned in the agenda.

Participants must arrange their own travel and accommodation.

WhatsApp Groups

Just like last year, there will be two WhatsApp groups during the User Group Meeting.

If you wish to be part of the group(s), please add your phone number in the sign up form and let us know what group you’d like to join – or send me (Veronika) a WhatsApp-Message to +45 53 52 38 84, stating your name and what group(s) you’d like to join.

Please be aware that once you are part of any of the groups, all group members can see your phone number.


  • Info: strictly for information and questions regarding program points and changes and session relevant information/exchanges.
  • Socializing: Socializing (here participants can share pictures and all kinds of socializing information).

The app is available in your regular app store and is free of charge. You’ll find more information on

Download the brochure

The brochure contains the agenda as well as descriptions of the different sessions and events during the meeting: Brochure UGM 2020


Here is a list of some of the hotels in the vicinity of the UGM venue: Accommodation 

Transportation Information

How to get there
There are several airports that you can fly to in order to reach Aarhus. The following list is ordered by travel time to downtown Aarhus, from where you can easily walk to the UGM venue.

Aarhus Airport (AAR) – 45 min bus-ride – limited international flights, but frequent flights to Copenhagen Airport.

Billund Airport (BLL) – 95 min bus-ride  – has regular flights to a number of major traffic hubs (Amsterdam, Frankfurt, London, Paris).

Aalborg Airport (AAL) – approximately 2 hrs combined bus and train ride or 75 min by rental car – has daily flights to a number of international destinations.

Copenhagen Airport (CPH) – 3-4 hrs by train or bus/ferry or 30 min domestic flight – major international traffic hub.

Click here to download all transport related information (in Aarhus) – Google Maps and Rejseplanen are available as Apps and provide real time info on Danish public transportation.

Taxis are generally available (call +45 89 48 48 48 or +45 27 27 27 27) although somewhat costly – Uber and similar services are banned in Denmark.

Tourist Guide

This is the official Aarhus miniguide. You’ll find all kinds of information about Aarhus in Danish, English and German: Miniguide

For any further information about Aarhus and possible activities check out VisitAarhus

Additional information

Depending where in the world you are coming from, you might want to verify if the local plugs are compatible.
Click here to check.

Denmark has its own currency: Danish krone (DKK).
In most places you will be able to use your regular credit card. Some bigger shops, restaurants or hotels might accept Euros but you should not count on it.
However you can easily retrieve DKK from any ATM.