Thursday, 23 January 2020 09:29

2020 Conference: location, location, location...

Written by Nigel Saych

2018 Conference Deb Bosch
Photo by Michael Hartwigsen

There is no shortage of conference accommodation in the Netherlands, so choosing one just requires a map of the country and a pin, right? Wrong, especially if it’s for the SENSE biennial conference…

Two years ago, I was asked to recommend a location for the 2018 conference. It was quite a challenge, but eventually the decision went in favour of ’s-Hertogenbosch – not because it was a city nobody could spell, but because it offered the right combination of facilities that discerning SENSE members expected.

So what is the ideal location for our conference? In short, there isn’t one, as everyone has his or her preferences. Some of us want a city location with good public transport connections, others want a monastery in the middle of nowhere with free parking, no distractions, and waking up to bird song. As we are becoming a more international event, simply choosing a place that is accessible by train, bus or bike is not enough.

Starting last January (yes, January 2019!), I longlisted almost fifty locations that, in my experience with other conferences, would be suitable. These included several locations suggested by other SENSE members. I shortlisted this to twelve. Of those twelve, five did not have availability, offered a ridiculously high rate or simply failed to respond. Finally it came down to a straight contest: Rotterdam or Maastricht. My personal recommendation was for Maastricht, partly because they had come in second place in 2018, and were very, very keen to have us this time.

During the summer, several of the conference committee members visited the location, viewed the facilities and spoke to the staff. In the end, Maastricht won, but as a consolation prize Rotterdam got the Eurovision Song Contest!

Price is not the only issue, though of course this is a major consideration. Flexibility is most important. I had to explain to all the potential locations that if I was organizing a conference for a major national/international/multinational company, I could tell them immediately how much accommodation we would need, safe in the knowledge that the organizers would pick up the tab. It’s quite unusual for conference locations to understand that we are all freelancers, we pay our own expenses, and because the event is not during ‘office time’ (in other words, in our own time), SENSE cannot guarantee attendance numbers a year in advance.

Another important consideration was that the location should not charge more for two half days than they would for one full day. That’s a bit of a cheek, as it’s unlikely that they would be able to sell the conference facilities on the Saturday morning or Sunday afternoon, so in true Dutch tradition, it’s a case of ‘twee halen, één betalen’!* My shortlist was limited to locations that were prepared to meet us on this point, and most of them were.

I hope I have found the right location for the 2020 conference. If I have, you may congratulate me in June; if not, it’s the committee’s fault! The planning of the speakers, the programme, the workshops and the other activities is going ahead at full steam. My job is complete, but I’m already looking discretely at locations for 2022 – just in case the committee asks me again!

Maastricht Marketing/Jonathan Vos

This is where we well be holding the pre-conference workshops and the conference itself: at the four star Amrâth Grand Hotel de l'Empereur in Maastricht. Conference delegates will be able to book a room at the special conference rate once registration for the conference itself opens. 

For more information about the conference hotel, see the hotel's website.

Check this page for full details of the conference, location and programme!

© Image by Maastricht Marketing/Jonathan Vos. All rights reserved.

* for non-Dutch speakers, this is the equivalent of ‘Buy one, get one free’.

Read 369 times Last modified on Friday, 24 January 2020 11:24

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