Organising a conference
Available to all
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.
Why organise a conference at Jaarbeurs?
Flexible conference rooms
Jaarbeurs has dozens of different conference rooms. And the great thing is, those rooms can be combined in lots of ways. No matter how big or intimate your conference is, we have the space for it.
Focus on sustainability
Sustainability is our top priority. We are happy to think with you about how to organise your conference in a sustainable way.
A single point of contact
Having a fixed face during this busy period is nice. With us, you get a single contact person who will make sure your event runs smoothly and you can enjoy yourself to the full.
Experienced event managers
We have years of experience in organising and hosting events. We use that experience to take your conference to the next level.
The conference rooms of Jaarbeurs
Your inspiration tool
Some of our endless possibilities
How many people do you want to organise an event for?
Optional: specify your results a little further with a room setup
Arena
Boardroom
Cabaret
Carre
Circuit
Round table 8
Round table 10
School
Theatre
U-shape
U - course
Exam
These 0 venues will totally suit your event! This venue will totally suit your event!
Media Plaza
Supernova
Exhibition venue
Meeting rooms Meetup
MeetUp - Room type A
Media Plaza
Shuttle
Media Plaza
Round Control
Media Plaza
Sky theatre 1
Media Plaza
Sky Theatre 2
Media Plaza
Neon
Media Plaza
Osram
Meeting rooms Meetup
MeetUp - Room type B
Media Plaza
Breakout Room 2
Media Plaza
Breakout Room 3
Media Plaza
Fluor
Media Plaza
Media Arena
Media Plaza
Solar
Media Plaza
Beam
Meeting rooms Meetup
MeetUp - Room type C
Media Plaza
Flash
Media Plaza
Glow
Beatrix Theatre
Royal Bar
Juliana area
Juliana Session Room 2
Juliana area
Juliana Session Room 3
Juliana area
Juliana Session Room 4
Juliana area
Juliana Session Room 1
Conference venue
Expedition
Conference venue
Quest
Beatrix Theatre
Queen's Club
Meeting rooms Meetup
MeetUp - Room type D
Media Plaza
Spark
Meeting rooms Meetup
MeetUp - Room type E
Media Plaza
Auditorium
Beatrix Theatre
Stage Entertainment Lounge
Meeting rooms Meetup
MeetUp - Room type F
Meeting centre MeetUp
Media Plaza
Barzone
Beatrix Theatre
Constantine Foyer
Conference venue
Progress
Conference venue
Mission
Juliana area
Juliana Conference Room A
Juliana area
Media Plaza
Polar Hall
Beatrix Theatre
Mies Bouwman Foyer
Media Plaza
Flame Foyer
Conference venue
TransitZone
Exhibition venue
Hall 5
Beatrix Theatre
Theatre hall
Beatrix Theatre
Beatrix Theatre
Exhibition hall
Exhibition venue
Hall 4
Beatrix Building
Livestream studio
Exhibition venue
Hall 11
Exhibition venue
Hall 7
Exhibition venue
Hall 10
Exhibition venue
Hall 3
Exhibition venue
Hall 9
Exhibition venue
Hall 2
Exhibition venue
Hall 8
Exhibition venue
Hall 12
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.