Organiser essentials

Start with the basics:

• Type of event (conference, exhibition or corporate event)
• Preferred dates
• Expected number of attendees
• Programme requirements

You don’t need every detail worked out. A clear outline is enough to start exploring options and receiving relevant advice.

The venue is more than just a location. It plays a key role in safety, accessibility, logistics and compliance.

At Jaarbeurs, many requirements are already covered through certified processes, experienced teams and established event infrastructure.

This gives you:

• Professional event facilities
• Clear safety procedures
• Experience with international organisers
• One connected site for conferences, exhibitions and meetings

As a result, planning becomes simpler from the start.

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
• 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

Once your venue is confirmed, the focus shifts to delivery.

This includes:

• Logistics and supplier coordination
• Technical production and venue preparation
• Delegate communications
• Travel and visa information
• Health, safety and accessibility information

An experienced venue team can help guide these processes and ensure your event runs smoothly.

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