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 congress bureau, host city, and professional local community. In close cooperation with all parties involved, we will work towards winning the bid to host your next conference in The Netherlands or abroad. As an experienced professional conference organiser, we also support our clients with bids for international congresses abroad.

Organising an international congress

A "bid" is essentially a proposal to host an international congress in a specific country. Association congresses often take place in a different country each year, with the host country and venue planned years in advance. The bidding process varies from congress to congress. The international association calls for interested parties to express their intention to host the event, which is done through a bid book. Congress by design prepares the bid book in collaboration with the aforementioned parties.
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.

Once the bid book is submitted, all bids are reviewed by a committee from the international association. In some cases, a shortlist is created, allowing two or three countries to pitch their bids at a meeting, with association members sometimes casting votes.

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. In some cases, the local organising committee (LOC) may already have a preferred city in mind to host the congress. 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.

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.

Benefits for the local economy

As a PCO, we recognise the significant 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 we inform the government of our intention 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. We highlight the expected number of participants, the benefits to the local economy, the potential for job creation, and how the city and country will be showcased internationally.

For many participants, this may be their first introduction to the host country and city. They are often eager to learn more about the location, climate, attractions, culture, cuisine, and people. While attendees join congresses to network and expand their knowledge and skills, they are also drawn to the appeal of the destination itself.