Conference planning

The Convention Bureau Basel provides you with competent, free and neutral advice on all aspects of your meeting or conference.

Our services

The Convention Bureau Basel supports you in the planning of your conference, from the initial idea to the finely tuned supporting programme. We are your competent partners in the search for and booking of conference venues, the choice of accommodation and participant management. Our partners provide experienced hostesses and hosts on request and arrange group transfers.

Furthermore, we will guide you through the application process for hosting your conference and help you to apply for financial support from the Canton of Basel-Stadt. As a neutral organization, the Convention Bureau Basel offers independent advice that draws on know-how and enthusiasm. Without a doubt, we will also find the ideal solution for you.

Advice

  • Professional, free and neutral advice 

Arranging meeting and congress venues

  • Seminar rooms, congress centres

Obtaining and managing on-call quotas

  • Reserving and managing room quotas in hotels of various categories (not only in the City of Basel but also in the Northwestern Switzerland region and in neighbouring areas of France and Germany) 
  • Creating a room reservation form on the congress website and/or an online booking link 
  • Processing reservation queries (via internet, telephone or fax) within 48 hours
  • Sending reservation confirmations to event participants and processing requests to change and cancel bookings

Organization of accompanying programmes and incentives

  • Drawing up proposals for accompanying programmes and incentives in cooperation with partners and/or service companies
  • Helping to find and reserve a suitable venue for the event and accompanying programme (e.g. celebration dinner, cocktail reception, etc.)
  • Organizing all kinds of team events and group and association activities

Participant registration and management

  • Creating an online congress registration platform for participants
  • Collection of the registration fee by Basel Tourism (transfer of total income from registrations after the event)
  • Printing of event badges for participants
  • Operation of a registration desk at the event
  • Additional services: USB sticks with congress documentation, printing of lanyards and congress 

Congress applications

  • Supervising the entire application process 
  • Creation of an application dossier with all the necessary documents about Basel, including a letter from the Basel government 
  • Creating presentations about Basel for decision-making bodies, providing support when giving presentations if necessary 
  • Organizing and accompanying inspection trips to Basel by decision-making bodies

Support by the Canton of Basel-Stadt

  • Supporting and clarifying financial support from the Canton of Basel-Stadt

Organization of hosts/hostesses

  • Providing congress hosts/hostesses experienced in managing event rooms, as well as registration and information desk staff, entrance staff, etc.
  • Providing event security staff

Transfers/transportation

  • We organize all kinds of group transfer in cooperation with local partners

Other services

  • Operation of a tourist information desk at your event 
  • “Flying concierges” to provide information for event participants
  • Operation of a Welcome Desk at Basel Mulhouse Freiburg EuroAirport