To bring an association or organizational meeting to Umeå, the involvement of a local host is often essential. This could be someone connected to a national industry organization, a research team, a local chapter of a national association, a municipal company, academia, or someone with municipal or political engagement.
Get in Touch with Visit Umeå
• Find out the criteria for applying for the meeting.
• Contact the association/organization leadership/board to secure interest.
• Ensure your association or organization has the capacity and resources to host the meeting. It requires both time and commitment.
• Check if Umeå is eligible to host the meeting based on a rotation system.
• Confirm whether the city has the capacity to accommodate the meeting—Visit Umeå can provide a quick response.
• Are there other stakeholders who could join a project group?
• Visit Umeå can assist in creating a formal application where you contribute reasons why the meeting should be held here. Examples could include projects, research, or collaborations that support the meeting's theme and/or goals.
• Contact a Professional Congress Organizer (PCO)* early in the planning process to determine what parts they could assist with.
• A Vast Network, Networking Opportunities, and Quick Contact with the Right People
• Advise on possible funding opportunities to apply for.
• Gather quotes from hotels, conference venues, and restaurants.
• Secure hotel blocks to ensure availability.
• Create formal applications and bid materials.
• Suggest social programs for both small and large groups.
• Recommend expert speakers, inspiration lecturers, and site visits.
• Provide knowledge about the city and local hospitality.
• Coordinate and host familiarization trips.
• Take a Moment to Reflect on the Impact. Consider the potential effects the meeting could have on the city, and what the city might contribute to the meeting. Try to frame this in relation to areas such as research, community development, and innovation.
• Are there any projects or initiatives outside your organization that could add value to your meeting?
• Spreading knowledge and raising awareness about the research and subject matter beyond the conference room increases media and public awareness. This could be achieved through communication campaigns, inviting public lectures, participating in other existing events, visiting schools and universities, and increasing interest and knowledge on the subject.