ee CONGRESS KIT PS a Dah a 2a oathINTRODUCTIO roTTerdam partners Convention Bureau Dear congress organiser, ‘Thank you for choosing Rotterdam as your next congress destination, Rotterdam Partner Convention Bureau is happy to help you with the organisation of your congress and this congress kit is one of the services we provide to organisers and attendees of international congresses. The Rotterdam Congress Kit is designed to assist you in the preparation phase of your congress. The kit contains destination information to inform your potential delegates during the decision and registration process. In addition, the kit includes practical information for confirmed congress attendees to facilitate their travel plans and preparation prior to arrival The Rotterdam Congress Kit: consists of three sections: ‘Congress Tools: an overview of services Rotterdam Partners that offers to congress organisers after confirmation of the event. Destination Information: information designed for online) communication with your (potential) attendees. The text can be copypasted into the congress website and make sure you inolude the urls for uptodate information. ‘* Promotional Tools: promotional materials you can use and order (free of charge) to support face toface or online communication in the promotional and registration phase. The printed materials can also be supplied for use in the congress bags. Please feel free to use this information and inform your (potential) delegates about: the city of Rotterdam. The uris in this kit are updated frequently offering you uptodate information for your online communication. If relevant information is missing or if you would like to receive additional destination information, please let us know. For those who are considering Rotterdam as your next congress destination, feel free to check our website for services offered by Rotterdam Partners or contact me directly to learn more about: Rotterdam as a congress destination. Looking forward to meeting you and your delegates in Rotterdam! Best regards, Joyce Wittelaar, CMP ‘Account Manager Congresses (Associations)CONGRESS TOOLS Rotterdam Partners offers congress organisers information on services to support in the preparation phase of the congress. RECEPTION CITY HALL Exclusively for international association conferences, Rotterdam Partners can request. our mayor to host a reception at the city hall for you and your conference attendees. If your request is approved, ‘our mayor will host a 1.5 hour reception at: the city hall for a maximum of 350 guests including drinks and hors d’oeuvres. The evening will be attended by our mayor or an Alderman who will welcome your attendees to the city of Rotterdam. More information: To request a reception at city hall, please download and complete this form and send it to conventions @rotterdampartners.n! AIR FRANCE & KLM GLOBAL MEETINGS ONLINE BOOKING TOOL ‘NR FRANCE & KLM Global Meetings offer organisers of exhibitions, conferences and events a free online tool that is unique within the aviation industry. It enables organisers to make their event more attractive to visitors and exhibitors by offering a discount of 5 to 10% on most KLM and Air France fares. In addition, the organiser can earn free tickets. As an organiser you qualify for reward tickets when using AIR FRANCE & KLM Global Meetings online booking tool. The discounted fares are available from five days prior to five days after the event dates. More information: To apply for the online booking tool, please visit the AIR FRANCE & KLM Global Meetings website: www.airfrancekim-globalmeetings.com PRE-FINANCING AND GUARANTEE FUND [VGF) Initiating and organising an international conference is like starting up @ new enterprise, whilst knowing that its life span is limited. Such an enterprise usually requires starting capital to pay the initial costs. Insurance to cover possible risks due to unexpected reduced attendance may also be needed. The Prefinancing and Guarantee Fund (VGF) was set up by the Netherlands Board of Tourism & Conventions (NBTC) and the Dutch Convention Industry Association VNC, in co-operation with the Ministry of Economic Affairs, to meet these needs The PreFinancing and Guarantee Fund offers two facilities 1. Interest-free loan to finance the initial costs of an international conference. Interestfree loans are based on a provisional budget and liquidity forecast. drawn up or approved by a PCO and must be backed by a redemption guarantee. 2. Insurance (at non-commercial rate) against possible financial risks due to unexpected reduced ‘attendance. A guarantee is based on a balanced budget and must be formulated or approved by a PCO. More information: To apply for the Prefinancing and Guarantee Fund, please download the forms on the NBTC website: Note: @ written application must be submitted at least one year before the starting date.