Congress Bureau
About us
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 organisational worries. This way you can fully concentrate on the contents of the program.
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.
For more information please visit our new website
How we work
Where to start when organizing a congress? Realizing a congress has so many aspects that, it is sometimes hard to decide on the focus. This is where the Congress Bureau comes in. Together, we start by mapping the entire process and your specific requirements so you will know exactly how to tackle the organization to get the best results.
Of course, it is entirely up to you to determine where our involvement stops. You may leave the entire organization to us or just part of it. We are very flexible and always open to your ideas on sharing the organizational tasks. Do you prefer to carry out certain parts of the organization yourselves? No problem, we will be happy to make you a customized offer.
In doing so we use competitive rates. Thanks to our network within the city of Rotterdam, we can offer you attractive prices. Additionally, clients from Erasmus MC do not pay 21% BTW (VAT) on our services. A considerable advantage.
Services
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 long-term creative partners.
- Graphic design promotion materials
- Branding of the event
- Website development and design
- Social media
- Congress 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, etc)
- 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
Network
Rotterdam Partners
Rotterdam Partners is the official promotional organization for strengthening the Rotterdam economy and that of its region. The Congress Bureau has a long-term partnership with Rotterdam Partners which confirms and consolidates our standing within our local network. We maintain good relationships with hotels, congress locations, caterers and audiovisual companies, which translates into competitive price agreements and smooth logistics.
Meeting Professionals International
MPI stands for Meeting Professionals International and is a trade association that aims to develop our discipline in general, and 'meeting professionals' in particular. To achieve this effectively, MPI has assigned its members to several chapters, of which the Netherlands is one. The Congress Bureau has been a member of MPI since 2011.
Congress calendar
Course calendar
Courses Education Policy and Advice
References
Clients
Our clients are very pleased with The Congress Bureau and rate our services with an average of 8 (1-10).
We are extremely proud of such a high rating!
Contact
Location address
Building "Rochussenstraat" (Gk-building)
Burg. s’Jacobplein 51
Room Gk-212
3015 CA Rotterdam
Email: congresbureau@erasmusmc.nl
Phone: +31 (0)10 - 704 38 78
Postal address
Postbus 2040
3000 CA Rotterdam
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