Organiser essentials

Every successful event starts with clarity. Defining the scope of your event early on creates a solid foundation for all the next steps, from venue selection to logistics, permits and budgeting. Start by outlining:

• The type of event (conference, exhibition, corporate event or hybrid format)
• Your preferred dates and duration
• The expected number of attendees
• The role of content, networking and exhibition within your programme

You don’t need to have everything fixed at this stage. A clear initial outline already helps identify what’s realistic, what’s required, and where there is room to optimise. This first step ensures that options, proposals and advice are aligned with your objectives, not the other way around.

The right venue does more than provide space alone. It will play a key role in safety, accessibility and regulatory compliance. By choosing a professional event venue, many legal and operational requirements are already taken care of — from fire safety and evacuation procedures to accessibility standards.

Royal Dutch Jaarbeurs is independently verified in many areas. The venue is certified as a YOIN Excellent Meeting Place, has Green Key Gold certification and is recognised as a Green Healthcare Compliant Venue. This supports quality, sustainability and sector‑specific compliance for international events.

What this means for you:

• Certified event infrastructure
• Clear safety and evacuation procedures
• Experience with international standards and audiences

You are assured of a solid starting point and reduced complexity from day one.

Helpful sources

• Business.gov.nl – Event licences & regulations
  Official overview of Dutch event regulations and responsibilities
• EU‑OSHA (EU Occupational Safety & Health)
  Overview of health and safety responsibilities in the Netherlands

Depending on your event type and scale, you may need to apply for permits or submit notifications to local authorities. Event permits in the Netherlands are usually handled at the municipal level. Depending on the event format and scale, requirements may include safety plans, traffic management, noise control or temporary constructions.

Common considerations include:

• Public safety and crowd management
• Food & beverage regulations
• Temporary constructions or installations
• Use of branding, signage or outdoor areas

Helpful sources

• gov.nl – Event licences in the Netherlands
  Clear explanation of when permits or notifications are required
• Organising an event in Utrecht
  Local permits, policies and requirements

• Utrecht Safety Region (VRU) Event safety & risk assessment

Event logistics in the Netherlands are governed by clear safety, labour and operational rules.

This includes regulations regarding temporary installations, electrical safety, working conditions and on‑site health & safety.

You may need to align activities related to:

• Build‑up and breakdown schedules
• Technical installations
• Accessibility and inclusion requirements
• Sustainability guidelines

Helpful sources

• Business.gov.nl – Working safely in the Netherlands
  Official guidance on safety and employer responsibilities
• Netherlands Labour Authority (NLA)
  Enforcement body for workplace and event safety regulations

As international attendees may need visas or additional documentation to travel to the Netherlands, providing clear information will prevent questions later. Visa requirements depend on nationality, length of stay and purpose of travel. The Netherlands is part of the Schengen Area, which simplifies travel for many international visitors.

Examples include:

• Travel and visa guidance
• On‑site access and wayfinding
• Health, safety and accessibility details

Providing this information early makes your international audience feel confident.

Helpful sources

• Government of the Netherlands – Check if you need a visa
  Official visa checker and explanation
• Netherlands Worldwide (Ministry of Foreign Affairs)
  Country‑specific visa guidance and application procedures