First Aid Kit Congress Planners © W9

First Aid Kit for Congress Planners

Step by step to the perfect congress

You want to apply for a congress or have been assigned this task by your organization? But don’t know where to start and what needs to be considered?
The following points should be considered right from the start.
The Convention Bureau Tirol has created a checklist and a congress kit for organizers for support and orientation:


Tipp #1: Tirol is known as a great destination for a variety of vacation and leisure activities. However, the application should emphasize the strengths in the economical and science fields. For compliance reasons alone, you do not want to give the impression that this is an application to attend a “vacation conference”.

The Convention Bureau Tirol supports you individually in the creation of your bid! You can find pictures for presentations HERE and detailed information about the Conventionland Tirol under Congressdestination Tirol.

First Aid Kit Congress Planners
First Aid Kit Congress Planners


A central aspect is the determination of the amount of the participation fee. In order to achieve cost recovery, the participation fee must be set at a level such that the total ot the congress contributions does not fall short of the difference between the expected expenses minus the income from third-party funds. The participation fee can be calculated using a “break-even point” calculation.

TIPP #2: Calculation
Number of participants for the conference to cover the costs = fixed costs / (participation fee – variable costs per participant).
If the number of participants is known, the formula also allows the calculation of the required amount of the participation fee:
Participation fee = fixed costs number of participants + variable costs per participant

First Aid Kit Congress Planners © Norbert Freudenthaler


To minimize printed materials at a Green Event, provide digital information upfront.

The following details should be forwarded to the participants:

  • Landing page for the participants
  • Fact sheet with registration/invitation (with website address, Early Bird info, costs)
  • Program of the congress (timetable, speakers, topics, …)
  • Accommodation options with price categories and booking information (online booking tool)
  • Registration area (incl. deadlines)
  • Travel options (train, flight, car, bus – with map) incl. possible special conditions, mobility on site, mention of local public transport, references to local transport app (IVB Scout, VVT App)
  • City map with marked routes
  • Possible local discounts (public transport, restaurants, etc.)
  • Access codes for local WLAN
  • Climate and weather with appropriate clothing tips
  • Information about the location – what does the place/country offer – sights, existing events, sports and culture, excursion destinations
First Aid Kit Congress Planners © David Schreyer

TIPP #3: Additional contacts

First Aid Kit Congress Planners
First Aid Kit Congress Planners
First Aid Kit Congress Planners © David Schreyer
First Aid Kit Congress Planners
First Aid Kit Congress Planners
Stadtsaal Kufstein © David Schreyer presslounge
Universität Innsbruck Hauptgebäude  © Univerität Innsbruck
SALZRAUM.Hall livelocations

Love letters from Tirol!

Our monthly newsletter reveals selected conference and congress tips from Tirol!