Largest-ever EARMA conference brings the international research community together at Jaarbeurs

More than 1,800 research management professionals from over 50 countries gathered in Royal Dutch Jaarbeurs hosted the annual conference of the European Association of Research Managers & Administrators (EARMA). The international professional association organised its largest ever conference in the Beatrix Theatre, Expo Hall and Jaarbeurs MeetUp Conference Centre. Thanks to the combination of all facilities under one roof, the location next to Utrecht Central Station and the close collaboration between EARMA and Jaarbeurs , this became the largest and most successful edition in the association’s history.

An international meeting place for the research community 

The EARMA Annual Conference is the premier annual gathering for professionals in research management and research administration across Europe. The conference brings experts together to exchange knowledge, share experiences and forge new partnerships. 

The programme consisted of plenary sessions, workshops, parallel sessions and extensive networking opportunities. The ambition for the Utrecht edition was high: to organise an inspiring conference that could accommodate a record number of participants. 

Everything under one roof for a conference of international standing 

With Utrecht Central Station literally on the doorstep, a wide range of hotels within walking distance and all conference activities taking place at a single venue, Jaarbeurs provided the ideal setting for an event of this scale.  

“The EARMA Conference brought together more than 1,800 research management professionals from all over the world in an environment that fostered collaboration, innovation and professional development. The venue’s excellent accessibility, flexibility and operational quality played a key role in making this our most successful conference to date.” Sabrina Notter, Annual Conference Specialist at EARMA 

A complex programme, a single logical flow 

To accommodate the extensive programme, various venues within Jaarbeurs were utilised. The plenary sessions took place in the Beatrix Theatre. A large session hall for 500 people was set up in the Expo Hall, which also served as the exhibition floor, catering area and networking space. The parallel sessions were organised at the MeetUp Conference Centre and the Beatrix Building. This combination provided the flexibility required for a complex programme featuring dozens of sessions and large numbers of visitors. 

Participants travelled to Utrecht from all over the world. That is precisely why it was important that everything ran smoothly. Behind the scenes, this required intensive coordination between the teams responsible for technical support, catering, logistics and event management. For the participants, everything had to feel seamless – from clear signage and short walking distances to a smooth transition between the various programme elements. 

Working together to create an international conference 

The conference’s success began right from the planning stage. From the very start, Jaarbeurs and EARMA worked closely together on the programme, visitor flows and operational implementation. During the preparation and execution phases, Jaarbeurs supported EARMA with registration, catering, audiovisual technology and branding. A varied vegetarian and vegan catering concept was also developed, reflecting the international nature of the conference. 

Results that exceeded expectations 

The EARMA Annual Conference 2026 turned out to be the largest edition ever. With more than 1,800 research management professionals from over 50 countries, the conference was completely sold out weeks before it began. Participants rated the event exceptionally highly and made full use of the opportunities to exchange knowledge, forge new partnerships and strengthen international links. 

According to Sabrina, the event has far exceeded all expectations. Together with Jaarbeurs , they have organised the biggest EARMA Conference ever. Not only because of the record number of participants, but above all because of the energy, commitment and sense of connection that were palpable throughout the week. 

The venue played an important role in this, says Sabrina. The direct link to Utrecht Central Station, the historic city centre and the wide range of hotels ensured that international visitors could get around easily. That convenience clearly contributed to a smooth and positive experience for participants. 

For EARMA, this edition meant much more than just a successful conference. The conference brought the international research management community closer together, stimulated new initiatives and collaborations, and at the same time strengthened the association’s position as the leading global network for research management professionals.  

A shining example for international conferences 

This case study demonstrates how Jaarbeurs facilitates large, international conferences: with the right venues, short lines of communication and a team that thinks proactively and adapts to the situation. 

“From the very beginning, it was clear that EARMA was not just looking for a venue, but for a partner who could contribute ideas on how to successfully organise an international conference of this scale. The combination of the Beatrix Theatre, the Expo Hall and the session rooms made it possible to organise everything under one roof and in a single logical flow. That is precisely where we made the difference.” Corry Neggers, account manager at Jaarbeurs 

The EARMA Annual Conference underlines what Jaarbeurs stands for: creating environments where people meet, share knowledge and grow together. An international conference of this scale requires more than just a venue. It requires a partner who thinks proactively, connects people and works alongside the client to create an event that makes an impact. 

From the initial planning stages right through to implementation, EARMA and Jaarbeurs worked closely together to organise a conference that was a success in every respect. The positive feedback from participants confirmed that the conference was not only a success, but also contributed to international networking, knowledge-sharing and new collaborations within the research community.