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How do I apply for a congress?

Messe und Congress Center Basel
Kongress in the San Francisco hall, Messe und Congress Center Basel

The Basel Convention Bureau (CVB) supports researchers throughout the entire congress application process. It advises the researchers, works with them to draw up a bid dossier for the decision-making body, prepares an individual presentation about Basel and supports the researchers in giving presentations if required.

The CVB organizes inspection trips for the decision-makers and accompanies the researchers on site visits.

In addition, it supports the researchers as a competent contact partner in the search for and booking of conference venues, the choice of accommodation and the possible selection of a competent congress agency.

Application process

  • Call for bid / Invitation for bid

    A call for bid is the first invitation to apply to host a congress in a destination.

    A call for bid is the first invitation to apply to host a congress in a destination.

  • Letter of interest / intent

    The letter of interest / intent is a declaration of intent by the national association or association member applying to host a congress at its location as a "local host". 

    The letter of interest / intent is a declaration of intent by the national association or association member applying to host a congress at its location as a "local host". 

  • Letter of support / recommendation

    This is an official concession to support an association in its project.

    In addition to industry-relevant companies and institutions, convention bureaus can also issue the Letter of Recommendation. With this letter, the sender assures the "local host" of its individual support in the organization and implementation of the association event or convention at the location.

    This is an official concession to support an association in its project.

    In addition to industry-relevant companies and institutions, convention bureaus can also issue the Letter of Recommendation. With this letter, the sender assures the "local host" of its individual support in the organization and implementation of the association event or convention at the location.

  • The "Bid Book"

    A bid book is generally only expected for a larger congress (500 participants or more).

    The bid book is a kind of application dossier and is often central to the joint bid of a city, a scientific institution and an association for a congress.

    The Basel Convention Bureau (CVB) is happy to use its expertise to help prepare a bid book for a congress in Basel. The city is presented with an attractive look and feel in terms of thematic expertise and organizational implementation options. The services of the CVB are free of charge.

    A bid book is generally only expected for a larger congress (500 participants or more).

    The bid book is a kind of application dossier and is often central to the joint bid of a city, a scientific institution and an association for a congress.

    The Basel Convention Bureau (CVB) is happy to use its expertise to help prepare a bid book for a congress in Basel. The city is presented with an attractive look and feel in terms of thematic expertise and organizational implementation options. The services of the CVB are free of charge.

Date of the congress

There are a number of criteria to consider when choosing a date 

  • At what point in the year does it make sense to organize a congress?
  • Does the planned date include public vacations or vacation periods? Consider other religions and countries! 
  • Is the planned date within the so-called "congress months" such as May, June, September, October? A large number of congresses are organized in these months, which can lead to bottlenecks in terms of locations and accommodation. On the other hand, months such as January, February, July and August are interesting because fewer events take place and cheaper prices can be negotiated.
  • Parallel events - if a congress on the same or a similar topic is taking place (in the city or in another city/country), it will be difficult to attract participants, exhibitors and sponsors.
  • Parallel major events in Basel (e.g. Art Basel) can also lead to infrastructure bottlenecks.
  • The congress calendar provides an overview of upcoming congresses in Basel.

Timeline

Depending on the size of the event, the organization has a different lead time. This can range from a few weeks and months to years. 

The most important steps for a large, international congress (more than 500 participants) are as follows:

  • Letter of interest: approx. 3 to 4 years before the congress
  • Application / preparation of bid book: approx. 2 to 3 years before the congress
  • Award: approx. 1 to 2 years before the congress
  • Contracts: approx. 1 to 1.5 years before the congress
  • Logistics: approx. 1 to 1.5 years before the congress
  • Participant management: approx. 1 to 1.5 years before the congress
  • Sponsors / exhibitors: approx. 1 to 1.5 years before the congress 

Finances

The following must be considered and / or prepared with regard to finances: 

  • Budget: with all income and expenditure relating to the congress
  • Topic VAT 
  • Advance payments: certain partners (venues, caterers, hotels) expect payments before the event, even if no income has been generated at that time
  • Sponsoring: The financial contribution of sponsors is often the only way to finance a congress. It is worth considering at an early stage what value a sponsor receives in return for their financial commitment

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