Where to start
when organizing a
congress?
Waar begin je bij het
organiseren van een congres?
Introduction
The Congress Bureau, as our name indicates, specializes in organizing
congresses: events focusing on exchanging knowledge. We do this in any
shape or form, ranging from course to event and for any number of
participants, from 10 to 10,000.
With our know-how we are able to facilitate the exchanging of
knowledge in every possible way. From communication to registration
and from logistics to administration, we are happy to advise you on
effective solutions. We can relieve you of the organizational worries.
This way you can fully concentrate on the content of the program.
Venue
The right venue is essential for the success of your conference.
We have extensive knowledge of some of the most amazing venues
in Rotterdam and surroundings so we can give you sound advice on a
suitable location for your event. In addition, we can take care of
catering, audiovisual support and decoration.
• Venue advice and reservations
• Catering
• Audiovisual support
• Decoration and signage
Promotion
High attendance contributes to the success of your congress.
This means it is essential for you to reach your target group. If you wish,
we will draw up a communication plan and supervise the deployment
of the various means. We do this in cooperation with a number of longterm creative partners.
• Graphic design promotion materials
• Branding of the event
• Website development and design
• Social media
• Congres app
Finances
Without a sound budget, no successful congress. You may leave the
drafting, monitoring and adjusting of the congress budget safely with us.
We have a great deal of experience in this field, and can give you any
advice you need on potential pitfalls.
• Drafting, monitoring and adjusting project budget
• Own bank account
• Online payment facilities (iDEAL, credit card)
• Contracting suppliers
• Accounts receivable and payable
Sponsoring & Subsidies
In order to realize a congress, external financial support is often required.
We are happy to help you compile sponsor packages and provide
potential sponsors with the information they need to decide on a
sponsorship. It goes without saying that we can also advise you and
assist you in applying for the event subsidies.
• Compiling packages
• Exhibition
• Contracts and invoices
• Subsidies
Abstracts
Abstracts are often an essential part of the scientific programme.
We deal with the correspondence with authors, reviewers and the scientific
committee by means of a special online tool. With the help of this tool we
ensure that this entire process runs efficiently and transparently.
• Online tool for submitting and reviewing
• Secretarial services (informing authors, reviewers and scientific
committee, confirming, any other correspondence)
• Programme booklet
• (E) posters
Attendees
Clear and effective communication with participants and speakers before
the event, contributes to their experience and perception. As the conference
secretariat, we are the primary contact. We take care of (online)
registrations, process participants’ fees, book hotel rooms and organize
the congress materials.
• Secretariat (informing, confirming, invoicing, correspondence)
• (Online) registration system for participants and speakers
• Accreditation
• Hotel bookings
• Congress materials (badges, bags, certificates, pens, etc.)
Onsite
The most visible part of the organization: the event itself. We set up a
complete script and coordinate and supervise its implementation.
• Coordination construction, fitting out and execution
• Reception
• Onsite registration and payments
• Accompanying speakers and sponsors
• Central point of contact
We live up to our reputation every day
Being part of Erasmus MC, we organize many conventions in the fields of
health care and (bio-) medical sciences, but we also work on a regular basis
for clients outside the medical sector. We are a Certified Professional
Congress Organizer, which entails that we offer consistent quality and
reliability when it comes to organizing congresses.
We have a reputation to uphold. Which is a challenge we are eager to take
on. Whether you wish to leave the entire organization to us or only part of it,
we are totally committed to make your conference the perfect event for
all parties involved. Our name is The Congress Bureau, after all. This is a
promise, we deliver on every day.
Contact
Please, feel free to contact us to make an appointment without
any obligation:
T +31 (0) 10 704 38 78
@ [email protected]
Bezoek adres
Gebouw “Rochussenstraat” (Gk-gebouw)
Burg. s’Jacobsplein 51
Kamers Gk 944-950
3015 CA Rotterdam
The Congress Bureau