Bidding support

The bid is an essential first step of hosting a conference. We have years of experience in supporting our clients in the bidding process. We act as the liaison between the committee, host city, and professional local community. In close cooperation with all parties involved, we co-create a compelling, competitive bid to host your next association congress in the Netherlands or abroad.

Organising an international congress

A "bid" is a proposal to host an international association congress in a specific country. Association congresses often rotate across countries, with the host and venue planned years in advance. The bidding process varies per congress.
The bid book outlines the country’s scientific strengths, areas of expertise, who will lead the organisation and scientific programme, which partners will support the congress, and which city and venue are proposed. It also covers aspects such as accessibility, available and affordable hotels, options for social programmes, and financial planning. The goal is to convince the international association that the proposed country is the best choice for the next congress.

Leads for bid procedures regularly come from our IAPCO and ICCA networks, through our city alliances, NBTC, or from professional or scientific associations expressing a desire to bring an international association congress in their field to a specific country.

Countries interested in hosting the event pull out all the stops to convince the international association to hold the congress there. Once the national organisation's support is secured, formal invitations can be prepared, and the bidding project can commence.

What can we do for you?

The bidding process is complex. Sometimes a wealth of information is available from the international association, but more often, the details are limited. As the PCO, we manage the entire process. We request additional information from the association when needed, including details of previous congresses, to gain a clear understanding of what the event will entail. As a PCO, it is essential that we work closely with the Convention Bureau and, where applicable, the congress or convention centre. By pooling our resources and leveraging each other’s strengths, we can achieve our shared goal. Submitting a bid for an international congress requires dedication and effort from all parties involved.

Sharpen the value proposition and structure a convincing story

Content architecture, writing, design, evidence and compliance with association criteria.

Coordinate convention bureau, host city, venue and LOC for one coherent bid.

Accessibility, accommodation, social programme, and financial planning.

Leverage IAPCO/ICCA connections and city alliances to strengthen your case

We ensure the scientific content gets a clear podium, and we identify hooks that connect the topic to the city (ecosystem, campuses, legacy).

Benefits for the local economy

A sustainable congress

As a PCO, we recognise the benefits that a congress brings to the professional community, the city, and the country. These benefits begin long before the event takes place, starting when weannounce an intent to bid for the congress. This sets off a chain reaction, where everyone works together to bring the event to the city and country. We mobilise all parties and present a case study that demonstrates the importance of the congress.

In line with our Sustainability Manifesto, we prioritise local support; engaging local suppliers, talent and communities and design for inclusive access (affordability, accessibility, diverse participation) so everyone can take part.

Start your bid by design

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