Organising a conference
Accessibility for all your guests
If you are going to organise a conference, the central location of the venue is an important part. It is likely that your participants will come from different parts of the Netherlands or even abroad. You therefore want them to be able to reach you easily. Jaarbeurs is within walking distance of Utrecht Central Station and several hotels. And by train it is only 30 minutes away from Schiphol Airport. We are also very easy to reach by car.
The conference rooms of Jaarbeurs
Organising a conference at Jaarbeurs?
Come by, we'd love to show you what we can do for you. See you soon!
Organising a conference: useful tips
Are you going to organise a conference? Then you are probably dealing with different groups of people coming together to talk about an important topic. Especially when organising this kind of event, you want everything to run smoothly. You naturally think about the budget, the location and the date first. Then you deal with the programme and book any speakers. Once you have arranged all the 'standard' things, it is time to dot the i's. These tips will help you make your conference successful.
Do you work with (plenary) sessions? Then you can turn a crowded room into an intimate and interactive space by using PiP (picture-in-picture). This way, participants see both the presentation and the speaker. This ensures better connection and interaction.
Did you know that you can use different colours to stimulate the brain? With blue furnishings and lighting, for example, you stimulate increased activity. Blue increases participants' concentration and enhances knowledge transfer. Red is again associated with stimulating inquisitiveness, green with a calm and inviting atmosphere. And orange? Perfect if you want to encourage cooperation.
By placing comfortable seating areas at the reception, you create a warm welcome. It allows people to acclimatise for a while before they start. This makes them more open to interaction. And that increases involvement and participation in the event.
Want to make your event greener? Then use sustainable catering. By choosing local, seasonal ingredients, for example. Or look for the best sustainable meat supplier. That is enjoying good food and doing your bit for a better world. At Jaarbeurs we already do this for you, by the way. We serve vegetarian dishes as much as possible and work with local suppliers whenever we can.
Of course, you never know exactly how many participants to expect. Annoying, because you do tailor your catering and set-up accordingly. We always advise when estimating your participants: use a 20% margin and expect a 10% no-show. This way, you avoid surprises and remain flexible in case of unexpected changes.