Planning a Meeting

Whether you are organizing a strategic meeting, a management meeting or a multi-day seminar – with the support of the Bern Convention Bureau, your event will be a guaranteed success.

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Benefit from the knowledge and years of experience of the experts at the Bern Convention Bureau. The team offers professional, competent, objective and free consulting and support in everything from the planning to the completion of your event. We will put you in touch with the right people, venues and hotels, take charge of the registrations, organize arrivals and transfers and offer professional support from A to Z. With the help of the team at the Bern Convention Bureau, the event is sure to become a success!

Clear COVID cancellation policy

Are you looking forward to the next face-to-face meeting with your colleagues or your network? But these uncertain COVID times are keeping you from booking a venue too far in advance because cancellations can cause fees and we don’t know when non-virtual meetings will be possible again? Don't worry, the Bern Convention Bureau has worked out accommodating COVID-19 cancellation conditions for you in close cooperation with various conference hotels and venues.

Please note:

Valid only for corporate meetings of up to 30 people, for room rent, basic equipment on site and catering
Applicable to all confirmed and new bookings up to and including the implementation date of 31 July 2021
Free cancellation up until five workdays before the meeting if it has to be cancelled due to COVID-related restrictions, i.e., prolongation of the currently implemented measures of the federal government or the canton of Bern or tightening of the measures since booking
Virtual and hybrid meetings are excluded from this arrangement.

* projector, screen, microphone

Participating venues:

An overview of our services

Costs

All services are tailored to your needs, and many of them are free of charge:

Option A: free of charge
Option B: CHF 35.00 (excl. VAT) per registered person
Option C: CHF 50.00 (excl. VAT) per registered person

Services	Option A	Option B	Option C
Hotel reservation	✓	✓	✓
Reservation of the venue and infrastructure	✓	✓	✓
Reservation of the transfers and complementary activities	✓	✓	✓
Registration by category	-	✓	✓
Compilation of a list of participants	-	✓	✓
Organizing the details of the transfer and/or complementary activities	-	✓	✓
Collection	-	-	✓
Itemized billing	-	-	✓

Free offer

You will receive a personalized, free offer for your next meeting in Bern. The team at the Bern Convention Bureau will advise you in choosing a suitable venue and complementary activities, check availabilities and compile a detailed offer including prices and possible dates. If desired, we will gladly arrange a personalized tour of the destination Bern for you.

Hotel quota

Are the participants of your event spending the night in Bern? The Meeting Team at the Bern Convention Bureau can help you make the hotel reservations.

More information
Are the participants of your event spending the night in Bern? The Meeting Team at the Bern Convention Bureau can help you make the hotel reservations.

When it comes to the booking of the hotel rooms, you can choose from two options:

Option 1

Make it easier for the participants to find a hotel room by putting a booking link on your website. The participants book their own rooms (with the credit card as a guarantee) and pay for them once they’re there. The team at the Bern Convention Bureau takes care of the room quota and regularly informs you about the online bookings and the current room quota. There are no financial risks for you if rooms are not booked.

Option 2

You are in charge of the room quota and send us a list of participants. We contact you one day ahead of the deadline and inform you about the cancellation policy. You can choose how many rooms you would like to keep in the quota and which rooms should be cancelled.

There are two payment options for option 2:
1. The entire costs are payed in advance by the first deadline (30 days before the event). All invoices will be sent as early as possible. Changes can be credited or invoiced, respectively, after the event. We reserve the right to cancel booked services if the advance payment is not transferred by the set deadline.
2. All costs for the overnight stays are settled at the hotel before departure, your credit card is used solely as a guarantee for the hotel. The hotel is entitled to charge accommodation costs to the indicated credit card in the case of late cancellations or non-appearance.

Registration

The team at the Bern Convention Bureau works with the web-based event and meeting management software “e-vent 6” and can take the participant registration for the entire event, including complementary activities, off your hands. All you need to do is to add the link provided by us to your website, and interested parties can start registering.

Demo version of the registration link

Transfer

Getting to the event quickly and comfortably: To make sure your event goes just as planned, we will take care of organizing all transfers. Be it for an excursion or for getting to the meeting – the Bern Convention Bureau works with local companies and guarantees comfortable and safe trips, no matter the group size. By the way: If desired (and for a fee), VIP guests are picked up directly from the aeroplane on the runway at Geneva, Basel, Zurich and Bern airports. We guarantee a discreet arrival at the airport.

Arrival

Bern lies in the heart of Switzerland. Whether you’re travelling by train, car or aeroplane – the federal city is easy to reach. The Meeting Team at the Bern Convention Bureau is happy to provide useful information and helpful tips on the easiest ways to get into the city.