Are you planning to bid for an international conference?

Consultation session at the University of Iceland

Meet in Reykjavík – Iceland Convention Bureau (MIR) and University of Iceland (HÍ) entered into an agreement in 2018 with the aim of increasing the number of academic meetings and conferences held in cooperation with the university. MIR has worked with many people within the university and jointly secured several international conferences to Reykjavík such as IGARSS 2027 which was secured in collaboration with Jón Atla Benediktsson, former rector of University of Iceland and the local organising committee.

As in previous years, Meet in Reykjavík will offer consultation sessions for university staff who are looking into bidding for international conferences, who would like to hear about our services or have questions relating to conference planning. The consultation sessions are informal – those interested just show up. Please note, our consultation and services are free of charge. Unable to attend? Please feel free to contact me (gudrun@meetinreykjavik.is) to schedule a meeting.

How can Meet in Reykjavík assist?

Meet in Reykjavík – Iceland Convention Bureau is a marketing project, not a conference organiser. Our role is e.g. to assist those interested in bidding for conferences and to promote Iceland to international associations as a conference destination worth considering.

When bidding for an international conference, it is often necessary to submit general information about the destination, e.g. destination highlights, accessibility, what kind of activities are available, etc. Specialized information is also required, e.g. number of venues and their capacity along with pictures and layout diagrams, description of hotels and number of guest rooms, information about companies that specialize in conference planning, etc. We provide this information and use in the bid in accordance with the host committee and bid guidelines. In addition, we offer access to marketing material, we provide advice on the first steps of conference planning and where to look for assistance with the preparation, planning and delivery of the conference.

Professional Congress Organizers

In Iceland, there are companies that specialize in conference planning - so-called PCOs or Professional Conference Organisers. On the Meet in Reykjavík website you can find information about such companies.

PCOs offer services to fit all conferences. They can manage the conference from A to Z, or take on specific tasks, depending on what is required. PCO manages cost estimates, conference execution plan, registration and payment systems, website development, and the abstraction system. They take care of bookings for facilities, hotels, buses, entertainment, and help organize the conference program in cooperation with the host committee. They also take care of communication with delegates, planning and delivery of pre- and post-tours, and much more.