A conference with over 2,200 participants from 52 countries and yet the feeling of a close-knit community. That was the outcome of the International Forum on Quality & Safety in Healthcare, organised by BMJ Group and The Institute for Healthcare Improvement (IHI) and held in May 2025 at Royal Jaarbeurs. For three days, Utrecht became the meeting place for healthcare professionals to share knowledge and gain inspiration.
The flexibility of the halls was a big advantage. It felt like a blank canvas in which we could create our own layout, from registration and exhibition space to plenary hall and poster boards.Becky Wanbon, event manager BMJ Group
BMJ Group and The Institute for Healthcare Improvement (IHI) organises the International Forum three times a year: in Europe, Asia and Australia. The International Forum took place in the Netherlands in 2018 and the organisers were excited to return. "We had strong partners in the region, the city was easily accessible and Jaarbeurs could offer us the right space. That made the choice logical," says event manager Becky Wanbon.
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Everything close by
For the organisers, the conference presented a considerable challenge. The programme included various off-site visits , workshops and plenary sessions. It helped that Utrecht is compact and everything is close together. Becky: “We appreciate the friendly atmosphere, and you’re right in the city centre in no time. There are plenty of hotels, restaurants and charming shops. Utrecht has all the ingredients a conference city needs.”
Three days packed with content and experiences
The forum lasted three days. The first day was devoted to workshops and eight visits to, amongst others, hospitals and healthcare institutions in Utrecht and the surrounding area. Groups of between twenty and sixty participants were thus given an insight into Dutch innovations in the fields of quality and patient safety. On the second and third days, Jaarbeurs was packed: 2,221 participants attended keynote speeches, parallel sessions and the exhibition. The organisers chose various venues at Jaarbeurs: the large halls and the conference areas Supernova and Media Plaza, situated directly above them.
Jaarbeurs brings it to life
Becky was very impressed with Jaarbeurs: “The flexibility of the halls was a major advantage. It felt like a blank canvas on which we could create our own layout, from registration and exhibition space to the plenary hall and poster boards.” The Polarzaal in the Media Plaza conference area proved to be a particularly good fit for the programme and added a creative twist to the day. The sessions held there took on an interactive character thanks to a circular seating arrangement. “That really offered us something new. We asked programme organisers to make active use of the room layout in their sessions. That worked well and enhanced the experience.”
Working as one team
Becky was also pleased with the collaboration with the Jaarbeurs team: “We were in daily contact, sometimes throughout the whole day. That gave us the confidence that everything was being taken care of.” And that certainly was the case, says Jannemarije Spruitenburg, key account manager at Jaarbeurs. She described it as a unique showcase: “This was the first major international conference I’ve had the privilege of overseeing. It required meticulous preparation and constant input. Everything simply had to be just right, right down to the last detail.”
No stress
A conference of this scale places great demands on the organisers. Yet Becky and her team can look back on a smooth process. Becky: “It might sound strange, but it felt almost calm. That’s because we – both us and Jaarbeurs – put so much time into the preparations together. Everyone knew what needed to be done.” Participants appreciated the clear layout of the venues and the many spaces for informal meetings. The city also played a key role. Hotels were fully booked, but because everything was within walking distance, a sense of connection developed naturally.
’s ambition and recommendation
For Jaarbeurs , the partnership with BMJ Group and IHI fits seamlessly with its ambition to attract more international conferences to Utrecht, with a particular focus on life sciences & health, sustainability and digitalisation. Jannemarije: “Utrecht has a lot to offer in this regard. It is not just our venue, but the entire ecosystem of knowledge institutions and partners that makes us – and the city – attractive for international conferences.”
The final reflections go to Becky: “We would definitely recommend Jaarbeurs and the way its proactive team invests in your success. Utrecht itself is a welcoming city and for participants, this forum was an experience that will live long in the memory.”
