Win the bid, then let us run it
Do you sit on the board of a national, Nordic or international society that is bidding to host its next congress? We help you prepare a strong and realistic bid, and take care of the practical work when you win.
What we do before you win
Preparing a bid takes time that busy board members rarely have. We do the groundwork, so you can present a strong and realistic bid.
A first meeting
We go through the society's requirements, the bid deadline and what the board expects to see.
Venue options and quotes
We find venues and hotels that fit the size and dates, and collect quotes you can compare.
A first budget
A realistic budget with registration fees, sponsor potential and costs, so the board can see that the congress holds financially.
Bid material
Text, figures and practical information for the bid document or presentation to the society.
Coordination with the convention bureau
We work with the local convention bureau, which can often support the bid with material, site visits and contacts.
Experience from many congresses
We know what societies look for in a bid, from venue capacity and hotel prices to transport and the social programme.
From bid to final account
Bid and decision
We help with budget, venue options and material. The society decides where the congress goes.
Contracts and plan
Venue and hotel contracts, budget approved by the board, timeline and website.
Website and registration
The website goes live, registration opens and the sponsor prospectus is sent to the industry.
Abstracts and sponsors
Call for abstracts, review coordination, sponsor contracts and floor plan.
Final details
Programme, hotels, badges, print, catering, AV and staff are locked in place.
Congress and follow-up
Our team runs the congress on site. Afterwards: survey, report to the board and final account.
You focus on the science. We handle the rest.
You
- The scientific programme and speakers
- Decisions in the scientific committee
- Review of abstracts
- Contact with the society and the members
Van Hauen Conferences
- Budget, contracts and cash flow
- Venue, hotels and social programme
- Website, registration and payment
- Abstract handling and certificates
- Sponsors and exhibition
- On-site management, survey and final account
Frequently asked questions
How is the PCO paid?
Normally through the congress budget: a fee per registered delegate, an administration fee per exhibitor and a fixed amount for project management. The congress is financed by registrations and sponsorships, so the society does not need to advance money.
Can you help even if we have a strong local committee?
Yes. Many committees want to keep some tasks themselves. We take the parts you would rather not do, for example registration, payment or sponsors.
Do you only work in Denmark?
No. We run national, Nordic and international congresses. Recent editions have been held in Copenhagen, Oslo, Bergen, Malmö and Helsinki, and our references include international congresses such as SIBOS, Goldschmidt and the European Society for Vascular Surgery.
How early should we contact you?
As early as possible, ideally before the bid deadline. Popular venues are often booked two to three years ahead.
Let's plan your next conference
Tell us a little about your congress or event, and we will get back to you within one working day.
Phone
Address
Van Hauen Conferences ApS
Amaliegade 36, 1256 København K, Denmark
CVR 40321543