The first step is to sit down together and talk about your event. During this meeting you will be able to describe the requirements of the event, but also your wishes for the event. We can offer advice based on the past 20 years of experience in organising conferences for ESA.
Once we have a complete picture of what the event will require we will be able to draw up a budget and an event plan. The event budget is a crucial part of the planning of the event, as the approval of the budget is the first requirement which must be fulfilled before the ECB staff can start to work on the event.
What type of event is your conference?
The determination of an event type is based on the location (ESA facility or independent venue) and the anticipated number of participants. Below is a quick guide to the types of events as per the current contract Congrex holds with ESA for the ECB.
Type 1a: Executive ESA Meetings: Representatives of the Member States and Agency staff attend these high-level meetings where decisions crucial to the Agency’s operation are taken. These meetings are generally held at ESA Establishments and have up to 50 participants.
Type 1b: Small basic events: These are mainly meetings, presentations, very small workshops with invited speakers only, at ESA premises. These meetings have up to 50 pax, and only ESA services involved, duration no more than 2 days.
Type 2: Small Events: These events are related to a specific technical, scientific or administrative domain. They may be organised jointly with external organisations, but are usually held at ESA Establishments. They can be workshops, as well as final study presentations and courses and have up to 100 participants. Registration fees may or may not be charged.
Type 3: Large Events: These events are usually conferences addressing a wide variety of subjects, and attract participants from several countries within and beyond Europe. Registration fees are generally charged. Occasionally, the Agency organises these events in cooperation with other public and/or private organisations. These events are held at ESA Establishments, frequently at ESTEC and ESRIN, or at external venues and have between 100 and 400 participants.
Type 4: Special Events: all events that don't fall in the categories mentioned above
Would you like to discuss your event?
Our doors are always open. If you have questions about a potential new event, you can always drop in and ask one of the ECB team members.
We look forward to welcoming you to our office, in the EM building at ESTEC, and in Building 2 at ESRIN.
Click on the link below to download a form to fill in about your upcoming event.