VisitAalborg's services

Free advice and planning 

We are a service organization with more than 30 years of experience in the meeting and conference industry. We are always at your disposal as a dedicated and serious discussion partner, giving you free advice and guidance regardless the size of your event or conference.

•  Advice on facilities, hotels, transport, and social events 
•  Inviting offers, advice on budgeting and forming a budget 
•  Preparing tailored bids and presentation materials comprising bid material, PowerPoint presentation, posters, brochures, etc. which you can present to decision-making bodies, who choose host cities for conferences 
• Advice on AV-equipment, interpreting services, catering, interior decorating and meeting room capacity 
• Planning and organizing site inspections for decision-makers, showing relevant facilities and possibilities in Aalborg 
• Presentation of bid on conference for national or international board 
• Preparation of timetables for the conference in question 
• Free access to VisitAalborg’s brochures, pictures and media center 
• Participation in coordinating meeting in the planning phase at home and abroad

Handling

Our convention department has more than 30 years of experience with handling, booking, registration, accounting, and much more. At a minor fee, you also have the opportunity to make use of our knowledge and experience, when you want to host a conference in Aalborg. Below, you will find a detailed list of the practical tasks, we are able to solve for you.
We can carry out various tasks, but we also offer to make an overall solution. Let’s talk about your needs and create the perfect setting for your conference.

The convention fee includes

• Negotiation of contracts with a whole range of sub-contractors, e.g. conference centres, hotels, restaurants, hire of technical equipment, transport companies etc. 
• The overall budget Advice on the drawing up of the announcement that the conference has come to Aalborg and final program as well as contact to graphic designer and printing companies 
• Design of registration material – both online and in print 
• Reservation and booking of conference and exhibition facilities, hotels, local transport, tickets etc. 
• Producing and sending out printed material 
• Receipt and registration of enrolment and payment 
• Allocation of hotels for participants 
• Sending out confirmation of hotel and enrolment, and other brochure material 
• Printing of accommodation lists for the hotels 
• Preparation of nametags, participant lists, tickets etc. 
• Organizing social events, trips for spouses/partners, excursions, reception and banquets etc. 
• Establishing, staffing and management of conference secretariat 
• Evaluation and preparation of accounts

We can also

• Supply supplementary material for the welcome packages 
• Set up and service a tourist information stand at the conference 
• Establish press contacts

We welcome other requests for handling practical issues, where you prefer our assistance. We will do everything we can to help you to a successful conference!